How to Add Donations

To add donations one-at-a-time, go to Items > Donations > Add Donation.

A donation is:

  • any item that will be auctioned off
  • any service that will be auctioned off
  • an in-kind gift, meaning something that your organization will use to carry out the event; for example, the donation of the use of a truck for transporting items from storage to the venue
  • a monetary (cash) donation
  • a sponsorship that your committee has defined

To add an Item or Service that will be auctioned off:

  1. Go to Items > Donations > Add Donation. (You will also find shortcuts for adding a donation in the Dashboard’s “Getting Started” help box and Donations widget.)
  2. Select the Item or Service button
  3. Optionally add Donors to the donation by selecting an existing donor from the pull-down menu or by using the Find A Donor link, or by adding a new donor using the Add New Donor link.
  4. Fill in the Details about this donation – Donation Name, Inventory Tag, Delivery Status and Comments. Click your mouse on tool tips (”?” icons) for explanations of the fields.
  5. For Donation Kind, select Auction Item/Service
  6. Fill in the Qty. (Quantity) field with the number that has been donated
  7. Is this donation on consignment? If so, check the Consignment Item box. A consignment item is one that the donor expects to be paid for if the item sells at the auction. Therefore, you must set the starting bid at least equal to the consignment price.
  8. Check off one or more Categories for this donation. To create more categories, go to Items > Categories. Categories help you sort and find donations while making Packages.
  9. If a Gift Certificate is needed, select whether the donor will provide it or whether you would like the system to generate it. If you choose that the system must generate it, then complete the Certificate Title, Description and Expiration Date fields.
  10. Click the Add Donation button.

To add an In-kind Gift

  1. Follow steps 1 thru 4 above
  2. For Donation Kind, select In-kind Gift
  3. Enter this in-kind gift’s Fair Market Value
  4. Click the Add Donation button

To add a Miscellaneous Cash Donation

  1. Go to Items > Donations > Add Donation. (You will also find shortcuts for adding a donation in the Dashboard’s “Getting Started” help box and Donations widget.)
  2. Select the Cash or Sponsorship button
  3. Add Donors to this donation by selecting an existing donor from the pull-down menu or by using the Find A Donor link, or by adding a new donor using the Add New Donor link.
  4. Select Miscellaneous Cash as the Donation Kind.
  5. Enter the Amount of the donation.
  6. If you have received the donation, then choose a Payment Method. If the payment is by check, the system will prompt you to enter the check number.
  7. If you have indicated a payment method, then you must also set the Delivery Status field to Received.
  8. Click the Add Donation button.

To add a Defined Sponsorship Donation

  1. Go to Items > Donations > Add Donation. (You will also find shortcuts for adding a donation in the Dashboard’s “Getting Started” help box and Donations widget.)
  2. Select the Cash or Sponsorship button
  3. Add Donors to this donation by selecting an existing donor from the pull-down menu or by using the Find A Donor link, or by adding a new donor using the Add New Donor link.
  4. Select Defined Sponsorship as the Donation Kind.
  5. Select a sponsorship from the pull down Sponsorship Level menu.
  6. Into the Qty. field, enter the number of sponsorships purchased at this level by this donor.
  7. If the sponsorship level includes a range of prices, then you can fill in your own price in the Amount field. If the sponsorship level has a fixed price, then the Amount field will be pre-filled for you.
  8. If you have received the donation, then choose a Payment Method. If the payment is by check, the system will prompt you to enter the check number.
  9. If you have indicated a payment method, then you must also set the Delivery Status field to Received.
  10. Click Add Donation button.

Feedback and Knowledge Base