How to Record a Contribution

Recording an Offline (Manual) Contribution

  1. Find the Donor

    • Search for the donor’s name in the CRM and navigate to their profile.

    • Click the "Contributions" tab.

  2. Start a New Contribution

    • Click the button to “Record a Contribution.”

  3. Fill Out Contribution Details

    • Financial Type: Select what kind of payment it is (e.g., donation, event fee, tuition).

    • Amount: Enter the total amount.

    • Contribution Source: Optionally specify the purpose (e.g., for an aliyah, sponsorship, etc.).

    • Status: Choose "Completed" if paid, or "Pending" if it’s a pledge or to be paid later.

    • Send Receipt: Check if the payment is completed and you want to send a receipt immediately.

    • Payment Method: Choose from check, cash, credit card, etc. Enter a check number or other info as required.

  4. Additional Details

    • Internal Notes: For office use only, not visible to donors.

    • Dedication: Add a donor-facing note if the gift is in honor or memory of someone; this appears on the receipt.

  5. Save the Contribution

    • If status is "Pending," the contribution will be recorded with a balance due.

    • If payment is received later, return to the record and select “Record Payment.”

    • Enter the payment details, amount, and send receipt if needed.

Sending and Customizing Receipts

  • After a payment is recorded, you can send a receipt by clicking the three dots next to the contribution and selecting “Send Receipt.” Choose to send by email or download a PDF.

  • Receipts display all relevant info, including type, amount, date, payment method, donor name, and any dedications.

  • Customize receipt design and content under Administer > CiviContribute > Receipt Settings (logo, colors, messages, tax ID, organization address).

Recording Live (Online) Credit Card Donations

  • To process a real-time credit card donation for a donor:

    • Click “Submit Credit Card Contribution.”

    • Fill in donation amounts and select the payment processor.

    • Enter the credit card details and choose recurring options if applicable.

    • Send the receipt upon completion—the donation is charged and recorded live.

The “Record a Contribution” feature is for manual, offline entries only (e.g., cash, check, or payments received on other platforms). For actual card processing, use "Submit Credit Card Contribution."