Event Finance
We are able to record donations, that are given during our services and events, whether they are cash, cheque or card donations, using Event Finance.
To use Event Finance, we will need to have events added to our Events calendar, in iKnow, as the donations are recorded against the event.
To add Event Finance, we need to go to Transactions, and click the Event Finance tab. We will see a calendar, on the left hand side, and a list of Recent Events, on the right. If the event we are recording the donations for, appears in the list on the right, we can click the eye icon, to start recording our donations. Otherwise, we can click the date that the event took place, in the calendar on the left. We will see any events from that day, appear on the right, and we can click the eye icon, to record the donations.
Cash Giving
We are able to record 2 types of donations, in the Event Finance page. Cash that has been given, where we are not able to identify the donor, and card, cheque or other donations, where we are able to identify the donor.
For cash donations, that have been given into a collection bucket, for example, we will need to click the, Update Loose Cash button. This will show a window, that lists all the different denominations that are available, and you just need to enter how many of each denomination have been given. iKnow will then do the maths for us, and provide us with a total, once all the figures have been added.
At the bottom of the window, we can also enter the date the donations were paid into our bank, and add a reference for the deposit. If we are recording the donations, before the money has been banked, we can come back to this, at a later date, to complete these details.
Once all the figures have been added, we can click the Save button. This will close the window, and we will see the Loose Cash total at the top of the page.
Gift-Aidable Donations
For donations where we are able to identify the donor, such as cash in a Giving Envelope that has a Giving ID, or cheques, or cards, we will need to use the Record Donation, or Process Donation, buttons.
The Record Donation button, is used for recording cash or cheque donations.
We will need to enter a Giving ID, or name of the person, using the search bar at the top of the window, then enter the details of the donation. Once the details have been completed, click the Save button, and the donation will be added.
The Process Donation button, is used for Credit or Debit card payments, or for Direct Debit payments.
We will need to select a Donation Method, and then select the amount that is being donated. We’ll then need to choose a Campaign, and whether the transaction fees will be covered by the Donor, or if they will be deducted from the donation amount, and whether this will be a recurring donation. We’ll then need to add their name, or Giving ID, to the search bar, to search for the person, if they have already given. If not, we will need to add a Giving ID, if we have one, and the donor’s name and address details. We can then choose whether the donation is Gift-aidable, and add any notes. Once this is completed, we need to click Continue, at the bottom of the form.
If we have chosen a Debit or Credit card donation, we will need to enter the address that the card is registered to. If this is the same as the Donor’s address, we can click the Copy Donor Address link. We will also need to enter the name that is displayed on the card, an email address, and the card details. Once these details have been entered, we can click the submit button, and the donation will be added.
If we have chosen the Direct Debit option, we will need to complete the details of the donor, and the amount being donated, as with all Card donations, and then click Continue. We will then need to add a Billing Address. If this is the same as the Donor’s address we can click the Copy Donor Address link. Then we will need to add the Donor’s bank details and, finally, tick the box to confirm we understand the terms. We can then click the submit button, to add the donation.
Donations can be edited, by clicking the orange pencil icon, to the right of the donation, in the donations list, if any errors have been made.
More Information
At the top of the page, once donations have been added, we will be able to see how much Gift Aid has been claimed, or is due to be claimed, from HMRC.
At the bottom of the page, we can see the giving for the series of events, for example, all of our Sunday Services. We will also see the amount of Gift Aid available to be claimed, and the amount of Gift Aid we have claimed for the current financial year, for that series of events.