Cash Donations Workflow?

Hello Dawn,

That is a great question!

The easiest way to do this now would be to create an order, or batch order, depending on the number of manual transactions you need to record. When creating the orders, you can add line items specifically for the donation amounts linked to their campaigns, and once the invoice are generated, log the cash transactions to complete the payments.

Steps outlined:

1. Create a new order for an individual, or a batch order for a group of people
2. Add a donation line items linked to your donation campaign
3. Generate the invoices
4. Record the cash payments.

Here are some help articles that should lead you through the process:
Creating a new Order / Invoice: https://www.clubrunnersupport.com/kb/articles/how-do-i-create-a-new-invoice-order
Creating new batch of Invoices: https://www.clubrunnersupport.com/kb/articles/how-do-i-create-a-batch-of-invoices
Recording Payments: https://www.clubrunnersupport.com/kb/articles/how-do-i-enter-or-record-a-payment-for-an-invoice
Record Payments in Bulk: https://www.clubrunnersupport.com/k...i-apply-payments-to-multiple-invoices-at-once

Please let us know how it goes!

 

Thank you but I don't think that will work correctly. In going through those steps, after creating a Cash Donation Contact, it works UNTIL you attempt to apply payment to the invoice. At that point, the only option is to apply the Bank GL for payment. All other donations are applied to Donations GL. This donation should be too.

If the above can be attached to the Donations GL account, that be a good workaround for donations given towards a campaign.

However, the workaround doesn't resolve the need for cash donations received as part of a fundraiser that need to be reflected in the total for that fundraiser. (And, we still have the need for a workaround to account for expenses paid out for the fundraiser now that the Club Runner Expense GL was removed.)

 

Hello Dawn,

Thank you for following up.

Based on my understanding, ClubRunner's current behavior aligns with standard accounting practices. The donation campaign would have its own revenue "sales" GL account to record the transaction, and the corresponding payment would then be deposited into a "bank" type GL account.

If your club uses additional GL accounts to track donation deposits, those can typically be configured within the GL system and used when recording payments. If you need any help getting this setup, please let me know.

If this differs from your expectation, could you share how you believe the workflow should operate? That will help me better understand the gap and determine whether we're looking at a configuration issue or a difference in expected behavior.

Thanks!

 

Apologies. (I am not an accountant.) I was forgetting that the invoice would be the donation GL and the deposit would be the bank GL. This works as a work around for this version of cash donations which are targeted to campaigns. I have 2 follow on questions.

 

(1) We have donations at our fundraising events. I would, if possible, not want to put that amount at the campaign level as it would not be counted towards the fundraiser total which will be using in our goals tracking, follow up marketing, etc.. I thought about creating a custom ticket at the end of event that was equal to the cash donation total but you cannot buy the ticket after the event. Any workaround ideas for this cash donation issue?

 

(2) When we started CR Nova at the end of May, there was an Expense GL. I never found where it would be used and then it was removed by CR in June. In order for CR reporting to be accurate for fundraisers, where would I enter the expenses for that fundraiser? At the end of the day, for xyz fundraiser, we would want to know credit card / cash sales totals (tickets and products) + cash donation total - expenses so that we have a global view of the fundraiser's success level.

 

In an upcoming update, you would be able to enter additional tickets after the registration period has closed. I will do my best to follow up and confirm once this is available.

We do not currently have any expense tracking functionality or allow anything to go towards an expense GL. I would suspect those would be entered into your clubs accounting software. I will share your feedback you're also looking for expense tracking in ClubRunner related to events and club functions.

 

Thank you for the ticket purchase after the event as a workaround.

 

Thank you for adding the enhancement request for expenses. We've never used CR so I assumed that, since there was an Expense GL in May and then it was removed in June that there was something in the system for expenses and it was being updated. We can follow the existing manual process for expenses and note that in our Procedures Guide for the club. Thanks for letting me know.