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.
Segments are part of the larger Campaign structure in Virtuous, which you can learn more about in our Understanding Campaigns graphic in our Virtuous Help Center. 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. Check out this graphic on Understanding Virtuous Projects for more information.
Entering on a Gift
Before designating a Project to a specific gift or import, the Project must be created and active in Virtuous already. When entering a Project, as with Segments, just start typing in the Project field to search with either a name or 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, just type “Enter” or click on the add 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! This means that even if the entire gift amount is designated for a single project, the Split Amount must be included. 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.
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.
Trainer Tip: System administrators 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 Project for your Gift, you’re ready to continue on with Gift entry.