Adding Contributions to a Batch

Contribution Entry Panel

Once you have created a batch, you'll be shown an empty batch with the data entry panel open.

The data entry panel will automatically focus on the search field which you can use to search for people or households/organization that have given the contribution.

Opening the Contribution Entry Panel

If this was a batch that you've been working on and already contains a number of contributions. You would see something like the following view of a batch.

To add a contribution, you may open the contribution entry panel by click on the Add a new Contribution button located on the right side just under the total value of the batch.

This data entry panel was constructed to minimize the use of your mouse and contains many keyboard shortcuts. Instead of clicking on the Add a new Contribution button, you could simply press the N key on your keyboard and the contribution entry panel will open.

Closing the Contribution Entry Panel

To close the contribution entry panel in case you decide to not create a contribution after all, you may click on the the red X button at the upper right corner of the panel.

Alternatively, you may simply press the ESC button on your keyboard to dismiss the contribution entry panel.

Blank Contribution Entry Panel

There are several ways to start with a blank contribution entry panel. You may search for a person and/or a household already found in your membership database.

You may also make the contribution anonymous or create a new person or household/organization record into the system to enter a contribution for him/her/it. There are three buttons below the search box which allow you to perform these actions. Keyboard shortcuts are available for all three.

Step 1: Search for Donors

You may type in the first few letters of a person's name and Ascribe will automatically perform a search for any matching people and display them to you to select the person you are looking for.

If you don't see the person listed in the search results that you are looking for, you can use this panel to create the person's record here in the panel without having to first create the person in the person module and then coming back. To create a person from within this panel, click on the Add a new person link at the bottom of the search results or use the keyboard shortcut by pressing the Control and A keys simultaneously.

Type of Searches That Can Be Performed

Please direct your attention to the orange #1 and look closely in the panel where it says Search for person or household or organization. The words person and household or organization are clickable to toggle the search filter. This allows you to search for either:

  • people only
  • people and households/organizations
  • households/organizations only

Here is an example of searching for both people and households/organizations.

In addition, if you know the ID number of the household/organization, you can search by Household ID.

In addition, if you know the ID number of the household/organization, you can search by Household ID.

Selecting someone from the search results

When you find a matching person or household in the search results, use your mouse to click on the person or household in the search results.

Step 2: Address and Phone Number

Once you have selected a person, the panel will reveal a form which will let you confirm or enter the person's address and phone number. If the person already had an address and phone number stored in Ascribe, it will be pre-filled in the form.

Let's say you are entering a contribution in the form of a check. The check will have an address printed on it. As the person entering the contributions, he/she can double check whether the address for this person in the database is up to date. If the address is different, the data entry person can choose to update the address here on this form and even apply the change to this person only or everyone in his/her household.

When you are satisfied, click the Continue button. You may also simply press the Enter key on your keyboard to advance to Step 3.

Step 3: Contributions and Fund Allocations

When you select a person that already exists in the database, chances are that the person had previously made a contribution. If so, Ascribe will retrieve the amount of that last contribution and pre-fill the form with that amount. Make sure to double check that the amount is accurate for the current contribution.

Gift Amounts and Gift Types

The section under the Envelope Contents header is where you enter the amount of the contribution.

You may set the Gift Type of the contribution to one of the following options.

  • Check
  • Cash
  • Goods
  • Credit Card
  • PayPal
  • EFT
  • Stock
  • Life Insurance
  • Property
When the Gift Type is set to Check, the label above the middle text field will change to Check #.

If you click the Show more envelope items link, an additional line will be added so that you can add an additional gift to this contribution. Enter the amount in the first text field. You can use the tab key on your keyboard to move focus to the second text field under the Note column. If you press the tab key again while the Note field is empty, the form will automatically convert that second gift's gift type to Cash.

Fund Allocations

The section under the Fund Allocations header is where you designate the funds to which to allocate the income of this contribution. The fund pre-selected will be the default fund set in this batch.

Quid Pro Quo

When the Non tax-deductible? link is greyed out (with a grey check mark), it indicates that this contribution is fully tax-deductible. Should this donation contain a quid pro quo contribution (meaning the amount given were partly as a contribution and partly for goods or services), you can specify the amount of the contribution which is considered tax-deductible by clicking the Non tax-deductible? link.

Clicking this link will reveal the non-QPQ column with the full amount of the contribution. Non-QPQ stands for Non Quid Pro Quo Amount (i.e., tax-deductible portion). You may edit the amount to accurately describe the value of the tax-deductible portion of this contribution. Please notice also that the Non tax-deductible? link is now fully black and has a green check mark.

When you attempt to save the contribution when the total fund allocations is less than the total gifts (i.e., when you have a quid pro quo contribution), the form will display this dialog box to confirm that this is what you wish to do.

Split Allocations

You may also split the value of the contribution among two or more funds. To do so click the Show more split lines link to reveal another line.

Once the additional line has been revealed, you may enter the amount you wish allocated to an additional fund. Incidentally, the next fund will be pre-selected for you. Be sure to set the correct fund.

You can use the tab key on your keyboard to move focus to the second text field under the non-QPQ column. The amount of this fund allocation will be automatically duplicated under the non-QPQ column with the assumption that this fund allocation is fully tax-deductible.

In the above example, because $50 was allocated to the Building fund, the amount of the fund allocation totalled $250, which means that the allocations exceeded the $200 gift by $50. Therefore a tooltip notifying the user of the imbalance would automatically display. The tooltip contains a link to help you balance the allocations.

To save the contribution, press the ENTER key on your keyboard or click the Save & Add Another button. Saving the contribution will re-initialize the contribution entry panel with the search box focused, ready for you to type another name to search for the next donor.