Log a Donation

For any donations not received through a Keela Donation Form, you can manually log a donation, process payments and issue receipts.

A few examples of donations you may want to log in Keela:

• Donations received by cheque or cash
• A donor calls in with their credit card details and you need to process the payment and log the donation on their behalf
• You received a donation through another system and want a record in Keela (this can also be done via Import!)

Need to log a recurring donation? Head over to Log a Recurring Donation!

How to Log a Donation

You can create a donation record from the Contact Profile or the Fundraising menu:

(1) From the Contact Profile

Select the donor from your Contacts table > select the Fundraising tab, then Transactions.

Click Create New, then Donation Transaction. If no donations have been logged for this donor yet, the Create New button will be in the middle of the screen.

(2) From the Fundraising menu

Select Fundraising in the left menu > click Transactions > Create New > Donation Transaction. 

Whichever way you choose, a pop-up will appear for your donation information.

Donation Information

• Contact: If logging from the Transactions table, you'll be prompted to choose a contact.
• Gift Type: Money, In-Kind or Securities. Note: the available gift types depend on your organization's status in your country (for example, Registered Charity) and your region of operation.
• Was the transaction converted from a different currency? Check if yes. See Logging a Donation from a Foreign Currency below.
• Amount of Cash Contribution: The value of the donation received.
• Date Received: When your organization received the donation. This date is used for receipting.
• Did the Donor receive an Advantage? Check if yes. See Logging a Donation with an Advantage/Benefit below.

Donation Associations

• Pledge: If this donation is towards an existing Pledge, link the pledge here.
• Campaign: If the donation was made in response to, or in connection with, a Campaign, select the campaign.
• Impact Area: If the contact donated towards any Impact Areas, select the impact area.
• Source: Select a source if the contact came from a certain source (for example, online via Keela, a corporation or a fundraiser).
• Keywords: Any keyword related to the donation, for reporting.
• Dedication: If the donation is dedicated to someone, add their name here.
• Notes: Additional notes for the donation.
• Soft Credit: If the contact gave in response to someone else's efforts or influence, you can soft credit the donation to other contacts in Keela to acknowledge their role.

Receipting

• Receipt Options: Choose how you'd like to receipt this transaction. To learn more, see Receipting Options.
• Full Name of Donor: The donor's name as you'd like it to appear on the receipt. If you're logging from a contact profile, this is filled in automatically.
• Full Address of Donor: The donor's address for receipting. If you're logging from a contact profile, this is filled in automatically.
• Email Address: Only shown if you're sending the receipt by email. The email entered here will update the contact's primary email address.

Payment

Choose the payment method. For transactions you want to process through Keela, choose Online via Stripe or Online via PayPal, then enter the payment information. All other payment methods are offline payments.

Note: You must integrate a payment processor before processing payments in Keela. If you choose an offline payment method, you can't change it to an online payment method later.

Click Save to create the donation record in Keela.

Logging a Donation with an Advantage/Benefit

Some jurisdictions require you to declare any advantages given to the donor. For example, fundraising events such as luncheons, banquets or golf tournaments involve giving benefits to donors. These benefits are known as advantages and must be taken into account when logging a donation and issuing a tax receipt.

If you add an advantage/benefit to your donation, Keela will prompt you to add the amount of the advantage and a description. These details will then appear on the tax receipt.

Here's an example of a receipt with an Advantage/Benefit:

Logging a Donation from a Foreign Currency

If you receive a donation in a foreign currency, check Was the transaction converted from a different currency? while logging the donation. You'll then be prompted to add the original amount and the original currency (for example CAD, USD or Yuan).

These details aren't included on the tax receipt, but are kept in the donation record for future reference.