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Salesforce Tip: Entering Non-Standard Donations

Not all the donations your organization relies upon come in the form of cash, check or credit card.  In-kind donations can be essential, whether they come in the form of donated office equipment or auction items to raise money at an event.  Donors will often declare the value of their item, but you may want to track and report on these donations differently than cash.

To facilitate reporting, we recommend creating a distinct record type for In-Kind Donations on the Opportunity object.  Include a custom field called “Estimated Value” so that you can reserve the “Amount” field for monetary donations.

Creating a Record Type for In-Kind Donations

  1. Click Setup | Build | Customize | Opportunities | Record Types InKind_1
  2. Click New on the screen that says “Opportunity Record Type”
  3. Fill in the information as shown
  4. Click Enable for Profile so that the Record Type will be visible to all users InKind_4
  5. Click Next
  6. Use the “Donation Layout” as the model for the layout for your new In-Kind Donation page
  7. Click Save
  8. Now open the In-Kind Donation page by clicking Opportunities | New and select In-Kind Donation from the drop-down menu

To create a field for “Estimated Value”

  1. Open the page for In-Kind Donation:
  2. Opportunities | New
  3. Select “In-Kind” from the Picklist labeled Record Type new record Inkind 3
  4. Click Continue
  5. From the In-Kind page click the Force.com menu and select New Field
  6. Create a Currency Field
  7. Complete the form as shown
  8. Click Next
  9. Click Save
  10. Use the Estimated Value field instead of Amount when entering the value of In-Kind Donations:
  11. Complete the record as with a cash donation
  12. Estimate the cash amount of the donation and enter into Estimated Value
  13. Leave the Amount blank
  14. Use the Description field to indicate what type of item was donated
  15. Click Save

Reporting:

When you are reporting, you can create reports for the In-Kind Record Type

Reports | New Reports | Opportunities| Opportunities Reporting_1

Entering Memberships

  1. Start from the record of the Contact or Organization that is purchasing the membership
  2. Scroll down to the Opportunities section
  3. Click New Contact Donation or New Account Donation
  4. Select Membership
  5. Click Continue Reporting_5
  6. Complete all the required fields for Opportunity
  • Opportunity Name
  • Close Date
  • Stage
  • Amount
  1. In addition, fill out the fields under Member Information
  • Start Date
  • End Date
  • Membership Origin: New, Renewal, or Reacquire
  • Membership Level, if appropriate

Soft Credit

Soft Credit refers to the situation where a person has been instrumental in helping you to receive a donation without actually making a financial donation him/herself.  Salesforce indicates this through the “Contact Roles” object.

  1. Click the Opportunities tab
  2. Open an existing donation
  3. Go to the Related List called “Contact Roles”
  4. Click New
  5. Use the Look Up to find the name of the person receiving Soft Credit
  6. Use the drop-down field to specify the nature of the relationship. This can include:
  • Soft Credit
  • Donor
  • Influencer
  • Sponsor
  • Solicitor
  • Matching Gift

 

Allan Huntley

Author Allan Huntley

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