Create Donations

The Donations module in Zoho ERP helps non-profit organizations accurately record and manage donor contributions. You can create a donation to capture details such as the donor, donation type, funds involved, and more. This ensures proper tracking, compliance, and reporting while issuing clear donation receipts to your donors.

Here’s how you can record a donation:

• Log in to your Zoho ERP organization.

• Go to Contributions in the left side bar.

• Click Donations on the top modular bar.

• Click + New to create a new donation.

• In New Donation page, fill the following details:

  • Donor Name: Select a donor from the Donor Name dropdown, or click + New Donor to create a new donor.

  • Receipt Date: Choose the date on which the donation receipt is recorded.

  • Donation#: The donation number is auto-generated based on your organization’s transaction number series preferences.

  • Click the Settings icon next to the field to configure a different format.

  • You can set up multiple transaction number series with unique prefixes to organize donations by branch, region, or business unit. To modify or create a series, click Configure, which will redirect you to the Transaction Number Series Settings.

• Or, you can choose Continue auto-generating donation numbers to automatically generate donation numbers in sequence. You can customize the Prefix and Next Number fields and enable restarting numbering at the start of each fiscal year.

• Or, you can choose Enter donation number manually to enter the donation number as required by your organization.

  • Donation Type: Select the type of donation from the dropdown.

    • Revenue - Select this if the donation can be used for day-to-day operational expenses of your organization, such as programs, administration, or general activities.

    • Corpus - Select this if the donation is meant to be kept as capital and not spent immediately. Corpus donations are typically preserved or invested, and only the income generated from them is used.

    • In kind - Select this if the donation is made in the form of goods or services, rather than money. For example, donated equipment, supplies, or materials.

    • Specific Grant - Select this if the donation is provided for a specific purpose, project, or program. These funds must be used only for the specified objective and tracked separately.

  • Fund Table: In the Fund Table, add the funds to be included in the donation. For each fund, fill in the following details:

  • Fund Details: You can select a fund that you’ve created in your organization from the dropdown or enter the fund information in the Fund Details field manually.

  • Donation Amount: The amount is auto-filled based on the fund’s configured amount. You can overwrite the fund amount if required.

  • Bulk Actions: Click this option to perform bulk actions in the Fund Table.

  • Select Bulk Update Line Items to update Reporting Tags and Accounts, or select Show Additional Information to view and update details for each line item.

  • Click + Add New Row to add additional funds.

  • Add Funds in Bulk: Click this option to add multiple funds at once.

  • Total: Displays the total donation amount.

  • Payment Details: You can record how your donor is completing the payment.

  • Payment Mode: Select the mode of payment used by the donor.

  • Deposit To: Select the account in which the donation amount is recorded.

  • Section Code: Select the applicable Income Tax section under which the donation is classified. This determines the tax benefits that may be claimed by the donor and ensures accurate compliance and reporting.

  • Section 80G - Choose this option if the donation is eligible for tax deduction under Section 80G of the Income Tax Act. This is commonly used for donations made to registered charitable or non-profit organizations, and the selected section will be reflected in the donation receipt issued to the donor.

  • Section Non 80G - Choose this option if the donation is paid through cash and is not eligible for tax benefits under Section 80G or any other Income Tax section. Use this when no tax exemption applies to the donation.

  • Section 35(1)(iia) - Select this option if the donation is made to an approved organization engaged in scientific research.

  • Section 35(1)(ii) - Select this option if the donation is made to an approved scientific research institution, college, or university.

  • Section 35(1)(iii) - Select this option if the donation is made to an organization that supports research in social sciences or statistics conducted by an approved institution. This includes research in areas such as economics, sociology, public policy, or demographic studies.

• Reference#: Enter the payment reference number.

• Terms & Conditions: Add your terms and conditions for the donation receipt.

• Configure Communication Channels: You can configure the different channels through which the donations should be sent to your customers.

• In the Configure Communication Channels page,

• Check the All box to all the communication channels included in your organization.

• Or, select the specific channels such as SMS, Whatsapp, or Email as required.

• Attach File(s) to Donation: Click Upload File to attach files to the donation.

• Click Save to save the donation, Save and Send to email the donation receipt to the donor, or Save and Print to save and print the donation receipt in one action.

Importing Donations

You can import donations in bulk to save time and reduce errors.

Here’s how you can import donations to your organization:

• Log in to your Zoho ERP organization.
• Click Sales in the left sidebar and switch to the Donations tab from the modular bar on the top.
• Click the More icon in the top right corner and select Import Donations from the dropdown.
• In the Import - Select File page, click Choose File and select the file you want to import.

• After you select the file, under the Configure tab, fill in the following fields:

  • Character Encoding: The default is UTF-8 (Unicode). Ensure you select the correct encoding based on your file.
  • File Delimiter: The default is Comma (,). Modify the delimiter based on your file.
  • Auto-generate Donation Numbers: Check this to automatically generate donation numbers based on your Zoho ERP settings. Donation numbers in the import file will be ignored.

• Click Next >.

• In the Map Fields tab:

  • Default Data Format: The default Date format will be Select format at field level, and the Decimal format will be 1234567.89. Uncheck the Select Format At Field Level checkbox to customize the date if needed.
  • Map the necessary fields based on your preferences.

• Check the Save these selections for use during future imports box to reuse the mapped fields for future imports.

• Click Next >.

• Then, in the Preview tab, review the fields you mapped and click Import.

Now, the file containing the donations will be imported into your organization.