The Donations Module

The Donations Module is designed to keep track of all donations that are received, both monetary and in-kind. The module is found under the main menu item titled Donations and consists of the following event types:

Donation Collection/Tracking (Both Monetary and In-Kind/Non-Monetary)

File Cabinets

Each event type includes its own File Cabinet. File cabinets are the search and retrieve tool you'll use to look up records. For instance, to look up all donations from a single donor over a specified year, use the Donations File Cabinet. You will also be able to generate and print off a batch of reports of the listed donations.

The following supporting features can be found within the Donations Module File Cabinet:

Distributing fundraising announcements to known donors
Generating batch forms for tax purposes
Generating batch forms for Confirmation and 'Thank you' notices
Compile a report of donations specified by Donor Name, Donation Type, Donation Date, Donation Value, In-Kind or Monetary Donations, or Donations With/Without Confirmation Notices Printed.

Reporting

Each event type includes its own Report Generator. These include many predefined reports (commonly referred to as registers) that animal shelters need. For the Donations Module, these include 'Donation Registers', 'Donation registers - Paid', 'Donation registers - Unpaid', and 'Donation Amount Summary'.

Form Generation

Each event type will include its own Forms. Forms can be printed, generated as a PDF, and/or emailed as appropriate. Some common forms for the Donations Module include Donation Pledge Letters, Donation Confirmation Letters, Tax Notification Letters, etc. These examples are not an exhaustive list of all forms, but they provide an idea of the more common form types available with this module.

The donations module allows for the generation of batch forms that are customization for the organization's needs.

Document Imaging

Each event type will support the retention of documents and images. Document imaging is a powerful tool in that it allows an organization to store necessary items in electronic form. In other words, document imaging helps organizations to become a "paperless" environment. Some common examples of documents/images that can be stored electronically include scans of paperwork, images, and certain application-generated documents such as Word documents, Excel spreadsheets, and others.

Documents/images are kept with their associated record, making retrieving these items easy to locate and use. Each event type in Shelter Pro will have a 'Documents' tab where images are added and viewed as needed. When a particular event record is opened, simply click the 'Documents' tab to find any stored documents relevant to the specific record.

For the Donations module, some common uses of document imaging would include retaining things such as an image of a citizen's driver's license, images of donated checks, any paperwork provided by a donor that would be pertinent to their Donation, etc. This list is not exhaustive but should provide a good idea of some potential uses for document imaging.

Integration with the other modules

While each module can be used independently, the modules also include certain critical integration features which provide a seamless connection with other modules. For example, the Donations Module can connect to the Person Database, easily allowing the user to attach a new donation record to a specific person. This enables the user to locate all donation records associated with a specified person in the same location where they would find animal records or case reports.

Next Topic

Donation View