Donations Procedure

Managing Donations from Individuals

Posted March 16, 2014 by VCN.
PURPOSE

Procedure for handling donations from individuals

Please note that VCN will send official tax receipts to users who donate $25 or more each year.

STEPS TO BE TAKEN
  1. Open the money2db database program on the donations computer.
  2. Click Payments.
  3. Click Individuals.
  4. Enter the last name of the person. Press Enter.
    NOTE:
    • The receipt must be made out to the person who wrote the cheque regardless of the Login ID.
  5. If the person doesn’t exist in the donations database:
    1. Click Add New Person.
    2. Enter the person’s contact information, then click Save.

     
    If they do:

    1. Highlight the person.
    2. Click Choose Highlighted Person.

    6. NOTE:
    Some people just donate money to VCN, enter in “anonymous” for last name.
  6. Always click on Donations and always select For “Donation”.
  7. Enter the cash or cheque amount. If it is a cash donation, check off “Cash” box.
  8. Enter the user’s login id if they have one.
    NOTE:
    Do a User Search in Putty to find the correct login id.
  9. Print a copy of the receipt. If the user is in the office, also print a receipt for them.
    1. Click on View or Print Receipts.
    2. Click on the arrow buttons at the bottom to move to the last donation record. (ie Record 9 of 9 (Filtered)).
    3. Check the Date Paid field is today, then click Print Receipt.
    4. Save the document as a .pdf file using the CutePDF program.
      You must save the file inside the folder named Receipt and according to date.
      For example:
      If today’s date was January 10 2013, create a new folder named January 10 2013. Save the file according to the person’s username separated by an underscore and then type the word “Receipt“. An example would be vorvis_Receipt.
    5. Print the .pdf file you created.
  10. Hand the user the receipt.
  11. For VCN’s copy, write with a pen “Signed and Recorded by your name”under the 2nd line.
  12. Before you close the screen: If the donation is a check, stamp it on the back where it is labelled “Endorsement – Signature or Stamp” with the “FOR DEPOSIT ONLY…” stamp. Now write down the “Receipt #” on the back of the cheque too.
  13. Fold the paper into a three-fold.
  14. Paper-clip the cash or cheque to the paper. If the donation involves coins, place the receipt and donation inside an envelope.
  15. Slide it into the designated top drawer.