When entering Gifts in Virtuous CRM, each Gift record includes the option to enter both a Segment and a Project. These codes allow for clear tracking of where each Gift came from, meaning how the money was raised, and where it went, or what program or initiative the dollars will specifically be used to fund.
Segments are part of the larger Campaign structure in Virtuous, which you can learn more about elsewhere in our Virtuous Help Center. Each Segment in Virtuous has both a Name and a Code. The code is the unique value that ties a Gift back to a specific Communication, Channel, and Campaign. This code value should be included on print reply devices and embedded into online donation forms so that it can be entered with other information during gift entry. If you are creating a new import batch, and all or most of your Gifts have the same Segment value, you can select a default value to be applied to all Gifts in your import. Otherwise, just start typing either a Segment Name or a Code into the Segment field when entering a Gift to begin searching for the Segment you wish to select for that Gift.
If there is no Segment code for a Gift -- maybe someone sent in just a check in a plain envelope, with no note or indication in the memo line -- then it’s best to have a Segment code for unsolicited Gifts, as opposed to leaving the Segment field blank. The industry standard term for this is “White Mail.” To ensure that all Gifts have a Segment code associated, Virtuous admins can choose to require each Gift to have a Segment.
Projects, on the other hand, are used to track and honor donor restrictions on Gifts. Depending on the makeup and mission of your organization, these may be programs or initiatives, capital projects, sponsored children, or even individuals raising their own support. As with Segments, Projects have both a name and a code, with the code being the critical unique identifier. Project Codes, in particular, are often set up to align with your organization’s accounting system as well.
When entering a Project, as with Segments, just start typing in the Project field to search with either a name or code. For Projects, you will also need to specify a Split Amount. One Gift may be split among multiple Projects; for example, a donor giving $100 may want $50 to go toward one Project, and $50 to go toward a second Project. Whether a Gift is being split multiple ways, or even if the entire Gift amount will be designated to a single Project, you will need to specify the amount and then either type “Enter” or hit the add button onscreen in order to add a Project to your Gift. As a shortcut, if the entire Gift amount will be designated to a single Project, just type “Enter” or click on the add button, and Virtuous will populate the full Gift Amount in the Split Amount field.
In some cases, it might not be clear what Project a donor means to support with their Gift. In these cases, you can designate money to your general operating fund, or you may choose to use a donor’s giving history as a guide. If a gift is actually a payment for a recurring gift, then Virtuous may apply a Project automatically. You can learn more about this in another video in our series. In other cases, viewing the recent gifts listed for a giver may provide the correct Project information. In cases where a donor repeatedly makes a Gift with multiple Project splits, it’s even possible to copy a recent Gift, which will transfer the Gift Amount, Projects, and Project split amounts to your current Gift.
As with Segments, system administrators also have the option to require the full amount of any Gift to be designated to a Project, just to avoid having any funds go unaccounted for during gift entry.
Once you’ve selected a Segment and a Project for your Gift, you’re ready to continue on with Gift entry. Check out the other videos in our Gift Entry series to see what else you can do.