Donor Mine™ is built to record multiple kinds of income using different pieces or modules in the database. All the types of income records below attach to a
Household or an
Organization record. These types of income all add up to create
Totals for each
Master Record that track both deductible and non-deductible values.
The types of income in Donor Mine™ include:
Donations: Cash, check, credit card, stock or in-kind donations and pledges go here. You can input installments, record honorariums and memorials, track donations that will be matched by a corporation or foundation, and you can set up challenge grants in this module.
Grants: This module is for recording grants from organizations. Don't confuse the Grants module with the Donations module - regular donations from companies (and all matching gifts) will still go under the Donations module, but in this Grants module you can record grants that you have applied for (or want to) and track their reception. You likely record Grants and Donations separately in your financials, and you certainly want to report them differently to your board. This Grants module gives you all the tools you need to keep track of your Grant income.
Tickets & Sponsorship: Using the Events module, you can create events to sell Tickets and Sponsorships to. All the tools and reports you need are in this module.
Silent / Live Auction: The Events module also allows you to set up Silent and Live Auction items to track both the donations and the purchases of your guests.
Sales: Another aspect of the Events module is the ability to create merchandise that you can sell to Households or Organizationsin the database.
Registrations : The Registrations module gives you a way to register People for events (such as classes or competitions) that may or may not have fees and payments associated with them.
On each income module you will find a master page that shows you their history of records related to that module. For the Donations module, when you view a
Household's or an
Organization's main Donations page you will see their donation history in one the following grids:
Pledges - these will show up in a gray grid if there are any outstanding pledges on this Household or Organization.
Donations this Fiscal Year - These will be gifts received this fiscal year. If this is the first couple of months of your fiscal year, and this donor donated near the end of the last fiscal year, you will see those recent donations in this grid as well. Once you're a few months in to your fiscal year, last year's donations will move off this grid.
Donations Last 4 Fiscal Years - This will show you all of their gifts in the previous 4 fiscal years.
Previous Fiscal Years - If they've given donations more than 5 years ago, the bottom of this page will show you a link to those previous donations.
Each of the grids mentioned above will have the following columns:
ID - this is the unique Donation ID number that was auto-assigned to each gift. This will not have any relationship to their Master Record ID Number. Why show this number? We recommend that whenever you Add a Donation you record this number on the paperwork from your donor - that way you can easily connect the paperwork in your file cabinet back to the donations in the database.
Date - This column will show you some or all of the following fields - the Date of this Pledge, the Date this gift was Received, and the Date this gift was Deposited.
Amounts - This column will show you some or all of the following fields - the Amount of this Pledge, the Deductible Amount of this gift, the Total Amount you deposited, and information about this gift if it was In-Kind. If this gift was Anonymous, the amounts will be hidden by certain Users who do not have a high enough security level to see anonymous gift amounts.
Notes - This column will let you know a bunch of important information about this gift - which fund it is for, if it is Anonymous, and if it is an Honorarium / Memorial or a Matching Gift.