Let us say a supporter has just walked into the office or given you a call and wants to make an immediate donation using their credit card. Your Salesforce Platform has the perfect set of capabilities for just this situation. It allows you to quickly and easily capture the donation transaction itself, double check the supporter’s Contact details, immediately clear the credit card transaction, and even potentially send an email receipt to the supporter. Let’s step through the process.
The first step is to locate the Donor’s Record. Using the Contact or Account tab, locate the Contact or Account record.
Click on the correct record to open the Contact or Account Record.
The next step to take is to verify that we have the Contact details correct in Salesforce. Sometimes, contacts change their address, phone or email details and don’t tell us. Since you have the supporter right in front of you or on the telephone, double check that you have those details correct.
You might also want to take a moment to view the RFM and other summary statistics about this supporter to gain an understanding of who they are in relation to this organization. For example, they might be a long-time volunteer or a major supporter.
Now, we’re ready to process the gift. To do this click on the Quick Donate button in the top right.
This will open the Quick Donate window.
The first field is opportunity type. It defaults to Once-off Donation and that’s exactly what we want, so we leave that as is.
The next field is the Donation Type field. Usually this defaults to Individual, particularly in the case of a Contact record. The defaults is different if you came from an Account record.
If the supporter wishes to have the gift contributed directly to themselves, then leave this field as it is. If, however they wish their gift to be attributed to the company or household you can change this field to Household or Organization.
The Donation Name field is a mandatory, unique field that Salesforce uses to identify each individual gift. This field is usually prepopulated for you with your organisation’s naming conventions and there’s no need to change it.
Next, we enter the amount of the gift in the Amount field.
Before progressing further, it is always a good idea to double check that we are on the correct contact record by checking the Contact Details that are listed.
The next step is to enter details about the payment itself in the Payment Source area. The first three fields are;
- Process Type
- Payment Type
The values for process type are Manual Payment or Via Pronto Payments. Manual Payment is used when we have already banked the credit transactions for example, if we have already run the card through the EFTPOS machine on the front desk, outside of Salesforce. In this example we are processing a new credit card transaction through Salesforce, so set the Process Type to Via Pronto Payments, the Payment Type to Credit Card and the Gateway should default to your organisation’s default payment gateway.
The next field option is Process Payment Now. This will instruct the Fundraising Accelerator to immediately attempt to process the credit card transaction as soon as you save it by utilizing your online payment gateway. This is a great option if you have the supporter with you or on the phone as it allows you to handle any issues with the payment immediately. In this case, we are going to tick this box.
The next group of fields concern the card details themselves. Insert the Card Name, Card Number, Card Expiry Month and Card Expiry Year into the relevant fields.
The Fundraising Accelerator will check the credit card number as you enter it into the system. It will verify that the card number is a valid card number and will give you an error if the number is invalid.
The next section contains of variety of fields regarding the source and status of transaction.
The first field is the Close Date, this will default to today’s date and as the transaction is for today, we will leave this as it is.
The next field is Lead Source; this is an indication of the source of the gift. The values available in this field will vary depending upon your systems configuration. Most organization will set up entries for walk-ins and for telephone. In this case, we will select the Telephone option.
Do not change the Stage field value. The stage value will be updated once the transaction has been cleared.
The Primary Campaign Source is the campaign that led to the supporter making the contribution. Supporters might respond because they have seen a print advertisement, received a mail piece, or they might have just seen news about your cause. Select a campaign that best captures the source.
Now, we need to specify how a receipt will be produced for the supporter. Note, that if you wish to send a mail receipt, they must have a mailing address and if you wish to send an email receipt, they must have an email address.
In this case, we’re going to select Email. You should take a moment to confirm the supporter email address which is displayed in the fields above with them while you have them on the phone.
The last section is entitled Manage GAU Allocation. We’ll cover this in a later section. For now, we have completed our transaction. Once you have confirmed that the details are accurate, click on the Save button.
This will save the transaction against the supporter’s record and if you have checked the process payment now option it will immediately attempt to clear that credit card transaction.
Depending on how your Salesforce org is set up, the system might also send the email receipt to the supporter within a short time frame.
There you have it. You have processed your first donation through the Fundraising Accelerator. In the next few modules, we’ll take you through a few variations of the same process.