How do I record gifts/donations?

Add Gifts in Batches

While you can add individual gifts via the Giving tab of individual member profiles, you can add gifts for multiple members in bulk batches by selecting Record Gifts under the Giving tab.

To add or review gifts in bulk, aka in a batch, start by selecting the Giving tab on the left-hand side panel. From there, you can review your existing batches by clicking Batches, or you can add new gifts in bulk by clicking Record Gifts

1. First Select the date by clicking the Calendar icon in the Batch Date text box.
2. If any of the gifts in the Batch fulfill a pledge, select the box next to Apply any applicable gifts toward member's pledges.
3. Enter a special memo (optional) for the particular batch you are starting and click the blue Enter a Batch button. 
4. When you are ready to add gifts, select either Enter a Batch to add gifts to a batch manually or Import a File to upload a spreadsheet of gifts. Not sure how to format your spreadsheet? Click here!

If you are entering gifts manually and select Enter a Batch, you'll arrive on the input page. Once there, type in the various text boxes to add info. You can input by envelope # or locate specific member profiles by typing out their names until a dropdown appears. When searching for a member by name, you'll see a preview that features the names of the Head of Household(s), envelope number, and mailing address (if on file). Click the preview to enter that person's data into the box.

Be sure to select the Fund you would like to designate each gift for. Click Add another fund to select another fund to designate this gift for. You can designate up to five different funds per gift.

Enter the amount for each designated fund and click the Caret "v" icon to open the dropdown and select which payment method was used. 

• Make sure to click the green Save button after each input and then the green Complete button when done with your batch. 

What if an Envelope Number isn't in Flocknote yet?

When entering a batch manually, if you enter an envelope number that has not yet been assigned to a member inside Flocknote, an "Unassigned Gift" alert will appear. To avoid confusion, you'll want to square these gifts away before running giving reports or generating Tax Summaries. The good news is that you can get these unassigned/floating gifts added to the right members' profiles in minutes!

First, if the member/household that envelope number belongs to is not yet in Flocknote, you'll need to add the member(s) to Flocknote and then group them in a household (if applicable) before continuing. Or if the member or Household is in the Flocknote system already, you can search for them on the People tab of the Everyone group. Once you have the member/household pulled up, open up the Giving tab of their profile. Click the grey envelope Envelope Number box to open up a text box. Next, type the envelope number into that text box and click the check mark to save!

Since there are unassigned gifts attached to the envelope number, you'll see this pop up. Click OK.

This will attach that envelope number and any unassigned gifts attached to it to the household, and you are all set 🎉

Import Gifts via a Spreadsheet 

If you decided to import gifts, upload the file (in CSV or XLS format) from your computer (see example below). Please note that the only columns needed are envelope number, fund designation, and the dollar amount given. You can also have a column for payment type and specific dates. You can also set it as one date by adjusting the Batch Date (see picture above). 

We recommend formatting your spreadsheet like this:

If you've already added envelope numbers to all members' profiles that you're importing gifts for, your spreadsheet can look like this: 

Edit or Delete a Batch

We all make mistakes! We've made it so you can easily edit the date of a batch, add more gifts to a batch, or delete a batch altogether.

Simply open the batch you would like to edit. From there, you can click the Calendar icon to edit the date, the Plus Sign to add a new gift, or the Trash Can icon to delete the entire batch.

Please note: Only the batch creator can edit the date of a batch. The date of imported batches cannot be edited.

Editing a batch entry within a member's profile

To edit an entry on a member's profile, go to their profile and select the Giving tab. From there, adjust the dates (if needed), and then select the pencil icon next to the entry. From there, a menu will appear where you can edit that member's donation from the batch.

You can edit the date, payment method, amount given, reference number, fund(s), and memo line for a batch entry. To delete the entry entirely, select the Trashcan icon.

Splitting Transactions

When adding individual gifts from a household's profile, you can easily designate multiple funds for a single gift. 

After opening the household's profile, select the Giving tab and click the green Record a gift button. From there, click Add another fund to select up to five different fund designations. Enter the amounts and click Save!

Have more questions about entering batches on Flocknote? Our team is standing by to assist! Reach out at help@flocknote.com