[Donor Management System] Adding & Modifying a Single Offline Contribution

This article will cover adding and modifying a single Contribution. You can also add multiple Offline Contributions at once.

–> Learn more about adding Online Contributions and performing live transactions in the DMS (CanadaHelps Payments)


Adding a single Contribution

1. Go to the Contributions Tab

2. Select Add Contribution on the top right corner of the screen

3. To perform a live Credit Card transaction, select Credit card contribution

4. If you don’t want to perform a live Credit Card transaction, fill out all mandatory and necessary fields on the New Contribution page:

Main Fields:

  • Contributor: the Contact making this donation.
  • Payment Method: the payment method used to make this donation.
  • Transaction ID: an additional external ID in addition to the automatic one created in the DMS (e.g. ID from an external payment processor).
  • Total Amount: the total monetary amount for this donation.
  • Data Received: the date this donation was received.
  • Fund: the Fund this donation is going into.
  • Campaign: the Campaign associated with this donation.
  • Source: which source the donation is coming from (e.g. Historical Data Import). You can also add a new Source by selecting +Add New Source on the right.
    • When adding an offline Contribution, the default Source will be DMS Manual.
    • Contributions coming from CanadaHelps.org will have a default source of CanadaHelps.

Contribution Details:

  • Exclude From Tax Receipting: Select Yes if a Tax Receipt for this Contribution has already been issued externally, or if it is not eligible for Receipting. Otherwise, you can either select No or leave the question blank.
  • External Receipt Number: if the Contribution has been receipted externally, add the external receipt number.
  • Contribution Note: optional note for the whole Contribution.
  • Mark Contribution as Recurring: indicates if the donation is recurring. If it is, you still have to manually process the subsequent Contributions.

Dedication Information:

  • In Memory Of: if the donation is in memory of something and/or someone.
  • In Honour Of: if the donation is in honour of something and/or someone.
  • Name of Honoree: the name of the honoree associated with this dedication.
  • Message: optional message associated with the dedication.

Additional Details:

  • Advantage Amount: the total monetary amount of the Advantage.
  • Advantage Description: optional description for this Advantage (75 character limit).
  • Fee Amount: external fee in addition to any CH fees (e.g. a fee from an external payment processor)
  • Thank-you Date: the date and time that this donation has been thanked. The Contribution will be marked as Thanked.

5. Select Save to add the new Contribution or Save And New to add the Contribution and create a new one.


Adding a single In Kind Contribution

1. Go to the Contributions Tab

2. Select Add Contribution on the top right corner of the screen

3. Fill out all mandatory and necessary fields on the New Contribution page:

Main Fields:

  • Contributor: the Contact making this donation.
  • Payment Method: the payment method used to make this donation.
  • Transaction ID: an additional external ID in addition to the automatic one created in the DMS (e.g. ID from an external payment processor).
  • Total Amount: the total monetary amount for this donation.
  • Data Received: the date this donation was received.
  • Fund: the Fund this donation is going into.
  • Campaign: the Campaign associated with this donation.
  • Source: which source the donation is coming from (e.g. Historical Data Import). You can also add a new Source by selecting +Add New Source on the right.
    • When adding an offline Contribution, the default Source will be DMS Manual.
    • Contributions coming from CanadaHelps.org will have a default source of CanadaHelps.

Contribution Details:

  • Exclude From Tax Receipting: Select Yes if a Tax Receipt for this Contribution has already been issued externally, or if it is not eligible for Receipting. Otherwise, you can either select No or leave the question blank.
  • External Receipt Number: if the Contribution has been receipted externally, add the external receipt number.
  • Contribution Note: optional note for the whole Contribution.
  • Mark Contribution as Recurring: indicates if the donation is recurring. If it is, you still have to manually process the subsequent Contributions.

Dedication Information:

  • In Memory Of: if the donation is in memory of something and/or someone.
  • In Honour Of: if the donation is in honour of something and/or someone.
  • Name of Honoree: the name of the honoree associated with this dedication.
  • Message: optional message associated with the dedication.

Additional Details:

  • Advantage Amount: the total monetary amount of the Advantage.
  • Advantage Description: optional description for this Advantage (75 character limit).
  • Fee Amount: external fee in addition to any CH fees (e.g. a fee from an external payment processor)
  • Thank-you Date: the date and time that this donation has been thanked. The Contribution will be marked as Thanked.

4. Select In Kind as the Payment Method. The Fund will be automatically set as In Kind.

5. A new In Kind donation fields section will show up with the following fields:

  • Address of Appraiser: the full address of the Appraiser (55 character limit).
  • Appraised By: who appraised this In Kind donation.
  • Description of Property: the description of the received Property (75 character limit).
  • Original Cost: the original cost of the received Property (55 character limit).

6. After filling out all necessary fields, Select Save to add the new Contribution or Save And New to add the Contribution and create a new one


Modifying a single Contribution

Note: you can only modify offline Contributions that are not coming from CanadaHelps.org (Contributions that have their Source different than CanadaHelps). And at this moment, you can’t change the donor and payment method.

1. Go to the Contributions Tab and search for the Contribution you wish to modify

2. Select the Contribution’s Amount to see its Details

3. On the Contribution Details page, select Edit on the top right corner of the screen

4. Edit all necessary fields and select Save to edit the Contribution or Save And New to edit the Contribution and create a new one.

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