Donations can be created by users in the self-service app, but donations made offline can also be added manually in sheepCRM.

Existing donations, or donations made offline can be manually attached to the donor and appeal in sheepCRM by finding the donor's contact record in Contacts, or by using the search bar at the top of the page.

Once on the contact record, go to the Giving tab in the right-hand sidebar. This page will show all existing donations made by the contact as well as the option to Record a new pledge.

Click on Record a new pledge to create a new donation. This will bring up a window to enter the relevant information into.

The first step is to set whether this donation is a one-off or regular (repeated) payment - set the toggle to One-off or Regular based on what type of donation you need to record. Once set, more options will appear in the window (you may need to scroll in the window to see them all) which are explained in detail below:

Set the date of the pledge - this is when the contact agreed to make the donation, which may differ from when the payment was actually taken.

This will be locked a pre-filled on the contact you are currently looking at - to change this, please go to the contact's record you wish to use instead and start again.

Enter the amount donated - this does not need to include the currency symbol. If missing it will default to the default currency.

Select the appeal that the donation is towards. All existing appeals will appear in the dropdown list. For information on adding an appeal, please read this article: https://intercom.help/sheepcrm/en/articles/4290788-donations-adding-appeals

State the restrictions for this donation (if any). The restrictions in the dropdown list are defined within Fundraising and Giving in the Settings section. For more information on restrictions, please see the Restrictions on Fundraising section of this article: https://intercom.help/sheepcrm/en/articles/4290788-donations-adding-appeals

Set the date of the donation - this is generally when the payment was taken for the donation.

Specify how the payment was captured by selecting the relevant payment method from the dropdown list.

For helping to reconcile the payment, add the unique payment reference or code.

Mark whether the contact agreed to include gift aid when making the donation.

Mark whether the contact has been officially thanked for their donation.

Once all the data has been filled in, please remember to click on the Save button in the bottom of the window to create the donation record.

Donations created through the self-service app or added through the process above will be linked to the relevant appeal and also the contact records of the donors. Once stored in sheepCRM, you can make changes to the donations, quickly check whether the donor has gift aid enabled and mark whether you've been in touch to thank them for their donation.

There are 3 ways of viewing donations:

To view donations made by a specific contact, find and click on the contact record in Contacts - or if you know the name, enter the contact's name using the search bar at the top of the page and clicking on the result.

Once on the contact record, go to the Giving tab in the right-hand sidebar. The top panel will provide a summary of the donations made by the contact, with each donation shown in a panel below.

All the donations for a specific appeal can be found in the Fundraising Appeals tab in the Reports section. Click on the appeal you wish to see the donations for and you'll see a list of donations made along with the donor's name, amount and date.

From here you can export all donations as a spreadsheet list, or click on the donor name to be taken to their record with their donations.

If you wish to view all donations made over a specific time frame, you can go to the Fundraising Scorecard tab in the Reports Section. This will provide an overview of the new and repeat donations made over the selected timeframe and provide comparison date from the previous period.

Click on the number of donations, or the amount donated for each segment to view a list of donations that make up that segment.

Once you've found the donation you wish to edit, you'll be presented with the donation in a card, similar to below:

The card shows the amount paid, how they paid it, the date it was paid and what appeal it was made for. You can also see any restrictions put in place and whether the donor has included Gift Aid in their donations or been thanked for this donation by a member of your team.

As a number of organisations like to thank donors either via email or through direct contact, we've added a feature that lets you mark a donation as 'thanked' - click on the Thank button to toggle this. Please note that this does not send any message, but allows you to tell your team that this donor has been thanked for their donation already.

If you wish to edit the donation, you can click on the Edit button to bring up a window with the editable data inside. For more information on the fields inside this window, please read the Adding a new donation section at the top of this article.

However, if you wish to delete the donation, click on Delete and the record will be removed.