You are able to record donations that are given during your services and events, whether they are cash, cheque or card donations, using Event Finance.
To use Event Finance, you will need to have events added to your Events calendar in iKnow as the donations are recorded against the event.
To add Event Finance go to Transactions and click the Event Finance tab. You will see a calendar on the left hand side and a list of Recent Events on the right. If the event you are recording the donations for appears in the list on the right, click the eye icon to start recording your donations. Otherwise, click the date that the event took place, in the calendar on the left. You will see any events from that day appear on the right and you can click the eye icon to record the donations.
You are able to record 2 types of donation in the Event Finance page. Cash that has been given where you are not able to identify the donor, and card, cheque or other donations where you are able to identify the donor.
For cash donations that have been given into a collection bucket, for example, you 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 you and provide you with a total once all the figures have been added. Once all the figures have been added, you can click the Save button. This will close the window and you will see the Loose Cash total at the top of the page.
At the bottom of the window, you can also enter the date the donations were paid into your bank and add a reference for the deposit. If you are recording the donations before the money has been banked, you can come back to this at a later date to complete these details.
For donations where you are able to identify the donor, such as cash in a Giving Envelope that has a Giving ID, or cheques or cards, you will need to use the Record Donation or Process Donation buttons.
The Record Donation button is used for recording cash or cheque donations.
You will need to enter a Giving ID, 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.
You will need to select a Campaign for the donation to be applied to and then select the payment method. You’ll then need to enter the amount that is being donated and choose whether the transaction fees will be covered by the Donor or if they will be deducted from the donation amount. You’ll then need to add a Giving ID, if you have one, and the donor’s name and address details. You can the choose whether the donation is Giftaidable and add any notes. Once this is completed, click Continue at the bottom of the form.
If you have chosen a Debit or Credit card donation, you will need to enter the address that the card is registered to. If this is the same as the Donor’s address, you can click the Copy Donor Address link. You 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 you can click the Submit button and the donation will be added.
If you have chosen the Direct Debit option, you will need to complete the details of the donor and the amount being donated, as with Card donations, and then click Continue. You will then need to add a Billing Address. If this is the same as the Donor’s address you can click the Copy Donor Address Link. Then you will need to add the Donor’s bank details and finally tick the box to confirm you understand the terms. You 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.
At the top of the page, once donations have been added, you 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, you can see the giving for the series of events, for example, all of your Sunday Services. You will also see the amount of Gift Aid available to be claimed, and the amount of Gift Aid you have claimed for the current financial year, for that series of events.