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Manage Donations

You can efficiently handle every aspect of a donation after it’s been created. From updating donation details and sending acknowledgments to donors, to printing, downloading, cloning, or voiding records, this section covers all the actions you need to manage donations accurately.

Edit a Donation

To change details of an existing donation:

  • Log in to your Zoho ERP organization.
  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation you’d like to edit.
  • Click Edit in the donation details page.
  • Make the necessary changes and click Save.

Your donation will be updated with the information.

Send Donation to Customer

Once you’ve created a donation, you can send it to the donor as a proof of contribution. This helps acknowledge their support and provides them with a record for reference or compliance purposes.

Here’s how:

  • Log in to your Zoho ERP organization.
  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation you’d like to send.
  • Click Send and select your preferred communication channel through which the donation should be sent to your customers.
    • Select Send Email to send the donation receipt to your customer’s email.
    • Select WhatsApp Message to send the donation receipt to your customer through WhatsApp.
    • Select SMS to send the donation receipt to your customer through SMS.
  • Click Send.

The donation receipt will be sent to the selected recipients.

You can print your donations from your Zoho ERP organization.

Here’s how:

  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation which you want to print.
  • Click the PDF/Print dropdown and select Print.
  • Preview the donation and select Print to print your donation.

Download as PDF

You can download your donations from your Zoho ERP organization.

  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation which you want to download as PDF.
  • Click the PDF/Print dropdown and select PDF.

The donation will be downloaded as a PDF.

Clone Donation

If you want to create a donation with the same details as an existing one, you can choose to clone it rather than create a new donation.

Here’s how:

  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation to clone.
  • Click the More icon and select Clone.
  • Make necessary changes in the New Donation page.
  • Click Save to create a new cloned donation.

Void Donation

Once you void a donation, it will not reflect in any records or reports.

To void a donation:

  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation to void.
  • Click the More icon and select Void.
  • Enter a reason and click Void it.

Warning:
This action is irreversible. Once you void a donation, the journal entry will also be removed and there will be no account for that donation in your accounts.

Delete Donation

Warning:
Once you delete a donation, you will not be able to retrieve it again.

To delete a donation:

  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation to delete.
  • Click the More icon and select Delete.
  • Click Delete it to confirm.

Pro Tip:

If you want to keep a copy of a donation but don’t want it to reflect on any reports or accounts, you can void it.

View Journal Entry

Each donation automatically creates a journal entry to record the accounting impact of the transaction. This journal entry shows how the payment received is accounted for in your books, ensuring your sales and cash balances are accurately reflected.

To view the journal entry for a donation:

  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation to view journal.
  • Click the More icon and select View Journal.

You’ll be directed to the journal entry below your donation.

Add Attachments to Donation

You can attach up to 10 files of 10MB each to a donation.

To attach files to a donation:

  • Go to Contributions in the left sidebar.
  • Navigate to Donations on the top modular bar.
  • Select the donation for which you want to attach the file(s).
  • Click the Attach icon on the top right corner of the page.
  • Select your upload option.

View Comments & History of Donation

You can view all comments and activity-related information of a donation from Comments & History. This includes notes added by users and a complete history of actions such as creation, edits, and status updates.

Other Actions in Donations

You can perform additional actions in the Donations list page to quickly find, organize, and manage donations based on your business needs.

Filter Donations

You can filter donations to view them based on specific criteria such as paid or voided donations. Filtering helps you focus only on the donations that are relevant to your current task, making it easier to review and manage records efficiently.

Here’s how:

  • Navigate to Contribution on the left sidebar.
  • Click Donations on the top module bar.
  • Click the All Donations dropdown at the top and select the required filter.

Your donations will be filtered based on its status. You can click +New Custom View to customize your view based on your business requirement.

View Donations By Period

You can group and view donations based on a selected period, such as today, this week, this month, this quarter, and more. This helps you analyze donations within a specific timeframe and track collections over different periods.

Scenario:

Riya wants to review all donations created in the current month to reconcile daily cash collections. She selects This Month under the View By: Period option to quickly see all relevant donations in one place.

Here’s how:

  • Navigate to Contribution on the left sidebar.
  • Click Donations on the top module bar.
  • Select the period from the All dropdown near View By Period.

Sort Donations

You can sort the donations list to organize records based on your preference. Click the column header such as Donation Number, Customer Name, Receipt Date, or Amount to sort the list in ascending or descending order. This helps you quickly locate specific donations. Here’s how you can sort donations:

  • Go to Contributions on the left sidebar.
  • Go to Donations on the top modular bar.
  • Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column. OR
  • Click the More icon in the top right corner.
  • Hover over Sort By and choose the option based on which you want to sort.

Refresh Donations List

Click Refresh to reload the donations list and display the most recent updates. This is useful when new donations are created or existing ones are modified by other users in real time. Here’s how:

  • Go to Contributions on the left sidebar.
  • Go to Donations on the top modular bar.
  • Click the More icon in the top right corner and select Refresh List from the dropdown.

Reset Column Width

If column widths have been adjusted, you can use Reset Column Width to restore all columns to their default size. This helps maintain a clean and consistent list view, especially after resizing multiple columns.

To do this:

  • Go to Contributions on the left sidebar.
  • Navigate to the Donation on the top modular bar.
  • Click the More icon on the top right corner.
  • Select Reset Column Width.

Customize Column

You can customize the donations list view by choosing which columns to display. Select or remove fields based on what information you want to see on the list page. You can customize the view with fields such as payment mode, salesperson, or amount received. This allows you to tailor the view to match your workflow.

Here’s how:

  • Go to Contributions on the left sidebar.
  • Navigate to the Donation on the top modular bar.
  • Click the Customize Columns icon.
  • In the Customize Columns popup:
  • Check the columns that you want to display and uncheck the columns you want to hide.

Clip Text

Use Clip Text to clip long text in the list page. This keeps the list view compact and readable while still allowing you to open the record to view full details when needed. To clip text:

  • Go to Contributions on the left sidebar.
  • Navigate to the Donation on the top modular bar.
  • Click the Customize icon next to Name.
  • Select Clip Text. The text will be clipped to fit the column size.
  • To wrap text inside the column, click Wrap Text.

Once configured, the selected display option will be applied to the columns. Clipping text keeps the list compact, while wrapping ensures all information is visible within the column without resizing.

Advanced Search Within Donations

Advanced Search allows you to search for donations using multiple conditions. You can define criteria such as customer name, amount range, date, or status to locate specific donations quickly with the search icon on the top search bar of your organization. This is especially useful when working with a large number of records.

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