When entering Gifts in Virtuous CRM, each Gift record includes the option to enter both a Segment and a Project. These are codes which 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.
Table of Contents
- Project Review
- Adding via the Gift and Contact Import Tool
- Adding After a Gift is Imported
- Adding Multiple Project Designations
- What if I Don't Know the Project Designation?
Project Review
As a reminder, Projects are used to track where money is being directed and honor a donor's restriction on a Gift. 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. 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.
Check out this graphic on Understanding Virtuous Projects for more information.
Adding via the Gift and Contact Import Tool
When working in the Gift and Contact Import Tool to validate and import incoming Gifts, you can enter a specific Project designation by typing in the "Project" field to search with either a Project Name or Project Code. You will also need to specify a Split Amount. As a shortcut, if the entire Gift amount will be designated to a single Project, you can use the “Enter” button or click on the blue plus button, and Virtuous will populate the full Gift Amount in the Split Amount field. Doing so will signify that Split Amount (or the full amount of your Gift) to the specific Project you've chosen! Selecting the "plus" button will bring a new field for another Project below, but you may ignore this if your entire gift is for one specific Project.
Note: Even if the entire Gift amount is designated for a single Project, the Split Amount must be included.
Note: Before designating a Project to a specific Gift or import, the Project must be created and active in Virtuous already.
Adding a After a Gift is Imported
If you have already imported the Gift via the Gift and Contact Import Tool and need to add or modify the Project designation later, this can be done directly on the Contact record. To do this, navigate to the specific Contact record and locate the exact Gift record that needs to be modified. Then, select the three dots available to the right of the Gift to access the options.
From the available options, select "Edit".
In the pop-out window, the various Gift details will be displayed. Scroll down to find the Project field. If a Project designation already exists and this needs to be removed, select the trashcan icon available to the right of the existing Split Amount.
To enter a new Project designation, select the Project field and begin entering either a Project Name or Project Code.
After entering the appropriate details, select the plus icon available to the right of the Split Amount field to lock in this Project designation.
The Project designation will turn grey and that is your visual sign that it has been successfully added.
To save this change, select "Save Gift" at the bottom of the window.
Adding Multiple Project Designations
As mentioned previously, a 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 Split Amount and then either type “Enter” or select the add button onscreen in order to add a Project to your Gift. After you've selected the add button, the Split Amount will be designated to the specific Project in the corresponding field. Additional Project fields will populate under
What if I Don't Know the Project Designation?
In some cases, it might not be clear what Project a donor means to support with their Gift. In these cases, you may choose to have a Project set up to catch these Gifts. 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. 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.
Admin Tip: System administrators have the option to require the full amount of any Gift to be designated to a Project in order to avoid having any funds go unaccounted for during gift entry.
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