Record a donation

Donation life cycle

Draft → Validated → Cancelled

• Draft: initial entry. No receipt number, no accounting impact. Freely editable and deletable.
• Validated: donation confirmed. A receipt number is assigned and an accounting entry is automatically generated.
• Cancelled: corrected or erroneous donation. An accounting reversal is created automatically. The donation can be duplicated to create a correction.

Step 1: Identify the donor

• Existing donor — type two letters to search your contacts. Select the name from the dropdown.
• New donor — enter title, first name, last name, address, email. Tick the email consent box if the donor agrees to receive their receipt.
• Anonymous donation — no fields to fill in. An anonymous donation cannot give rise to a named tax receipt.

Step 2: Enter donation details

• Amount (required)
• Payment method: cash, cheque, bank transfer or card
• Donation date (default: today)
• Cheque reference (optional)
• Campaign: link the donation to a current campaign (optional)
• Internal notes: visible to your team only, not printed on the receipt

Step 3: Validate the donation

• From the list or the donation record, click Validate.
• A receipt number is automatically assigned (e.g. DON-2026-0042).
• An accounting entry is created automatically (Validated for cash, Committed for other methods).
• If the donor has an email with consent, the tax receipt is automatically sent by email.