Donation Process

1. Set Up Default Donation Thank You Letter
   
   

    

   1. Go to "Settings" on the Main Navigation Bar and select "Contacts Settings"
   2. Scroll down to the Pledge & Receipts Letter Templates section
   3. Click the "Edit" button
   4. Expand the Donation Thank You Letter Accordion
   5. Customize the default donation thank you letter template with any text, fields, logos, and formatting you want to appear on all thank you letters for any new funds
   6. Click "Save"

    

    

2. Set Up Funds & Thank You Letters
   
   

    

   1. Go to "Settings" on the Main Navigation Bar and select "Contacts Settings"
   2. Click the "New Fund" button
   3. Type in the Fund Name and Code
   4. Click "Save"
   5. Click the "View" hyperlink under the Thank You Letter column for the new fund
   6. Customize the donation thank you letter template for this particular fund
   7. Click "Save"

    

    

3. Enter Donor into Contacts, if needed
   
   

    

   1. Go to "Development" on the Main Navigation Bar and select "Contacts"
   2. Check to make sure the contact is not already in PastPerfect by typing the Last Name into the Simple Search Box and scanning through the results
      • If the contact already exists, go to the Contact record, and continue to the next set of steps.
   3. Click "New Record"
   4. Fill in the required fields: ID No, Last Name
   5. Populate the rest of the fields as needed
   6. Click "Add New Record"
   7. Enter in any additional information, including the fields on the Address & Phone Numbers Accordion
   8. Click "Save" in the Edit Bar at the top of the screen

    

    

4. Enter Donation & Print Thank You Letter
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Contact record
   2. Expand the Donations Accordion
   3. Click "Add New Donation"
   4. Fill in the required fields: Date, Amount, Type of Payment, and Fund
      • If Type of Payment is "Check", you will also need to fill in Check or Reference No.
   5. Fill in additional fields as needed
   6. Click "Save" on the pop-up window
   7. Click the hyperlink in the Thank You Letter Sent column
   8. Customize the letter on the letter screen as needed
   9. Use the "Email", "Save as PDF" or "Print" options to produce the letter in the desired format
   10. Choose whether you want to add the entry to the Mail & Contact Log
   11. Close the Donation Thank You Letter window
   12. Click "Save" in the Edit Bar at the top of the screen
   13. To print a mailing label, click "Letters" in the top right of the Contact record, click "Print Label", and follow the prompts

    

    

5. Print Bulk Thank You Letters
   
   

    

   1. Go to "Development" on the Main Navigation Bar and select "Pledges & Receipts"
   2. Select "Donations" in the Left Sidebar
   3. Click "Add Filter"
   4. Select "Date" as the Field
   5. Select "Greater Than Or Equal" as the Condition
   6. Type in the beginning date for the donations that need thank you letters printed
   7. Click "Add Filter" again
   8. Select the radio button for "and"
   9. Select "Date" as the Field for the second line
   10. Select "Less Than Or Equal" as the Condition
   11. Type in the ending date for the donations that need thank you letters printed
   12. Click "Apply"
   13. Browse through the resulting records to be sure they are ones for which you want to print letters
   14. Click "Email or Print Thank You Letters"
   15. Select one of the output options: "Print Mailing Labels", "Print to PDF", "PDF Preview of Emails" or "Send All Emails Now"
   16. Choose whether you want to add the entry to the Mail & Contact Log

    

    

For additional information, see Donations.