Donors

A Donor represents an individual or entity that contributes to your organization. Donors help you identify who your contributions come from and allow you to maintain accurate records of donation activity.

Each donor record stores essential contact and identification details and serves as the point of association for all donations made by that donor. This enables you to track contribution history, generate donation receipts, and manage donor related reporting effectively.

Why Use Donors?

Non-profit organizations interact with multiple contributors over time. Donors allow you to organize and manage these relationships in a structured way, ensuring that every contribution is accurately linked to the right contributor.

How Donors Work in Zoho ERP

In Zoho ERP, donors are created as customer records and are used while recording donation transactions. When a donation is created, it is associated with a donor, ensuring that all contributions are tracked accurately at the donor level.

Once a donor is created, you can:

Record and manage donations for the donor.
View the donor’s contribution history.
Generate reports to analyze donor activity.

Key Points to Note

Each donor represents a contributor to your organization.
Donors can be classified using donor types for reporting and organization.
Donor records help maintain accurate communication and compliance.

Creating Donors

Creating a donor allows you to record and manage individuals or organizations that contribute to your non-profit. Once a donor is created, you can associate them with donations, generate donation receipts, and track their contributions over time. Here’s how to create a donor:

Log in to your Zoho ERP organization.
Go to Sales on the left sidebar.
Navigate to the Customers module at the top.
Click + New Donor.
Enter the required details in the following fields.

Field	Description
Donor Name	Enter the legal name of the donor. This can be an individual or an organization.
Display Name	Enter the name that will be displayed in records.
Phone	Enter the donor’s contact phone number.
Email Address	Enter the donor’s email address. This will be used for communication and sending donation receipts.

Navigate to the Identification Fields tab and enter the required details in the following fields.

Field	Description
PAN	Enter the Permanent Account Number of the donor for tax and compliance purposes.
TIN	Enter the Tax Identification Number of the donor, if available.
Passport Number	Enter the passport number of the donor, if applicable.
Donor Type	Select the type or category that best describes the donor.
Enable Portal	Enable this option to allow the donor to access the customer portal and view their donation history and receipts.

Navigate to the Address tab and enter the Billing Address and the Shipping Address of the donor.
Enter the other required details.
Click Save.

Once saved, the donor will be added to your organization and can be associated with donations.

Importing Donors

Importing donors allows you to add multiple donor records to Zoho ERP at once using a file. This is especially useful when migrating donor data from another system, as it reduces manual entry. Here’s how to import donors:

Click Sales on the left sidebar.
Navigate to the Customers module at the top.
Click the More Actions icon and select Import Donors.
Download the sample file and compare it with your file. Make sure that the format in your file is similar to the sample file.
Under the Configure tab,
- Click Choose File and select the file that you want to import.
- Select the Character Encoding and File Delimiter from the dropdown.
- Click Next.
Under the Map Fields tab,
- Map the Zoho ERP fields to the imported file headers.
- Click Next.
Under the Preview tab,
- Check the list of all the donors that are ready to be imported, skipped and also the list of unmapped fields.
- If there are donors that are being skipped, edit the import file and repeat the above steps.
Click Import.