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Create and Manage Donations

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Attention, Trailblazer!

Salesforce has two different desktop user interfaces: Lightning Experience and Salesforce Classic. This module is designed for Lightning Experience.

You can learn about switching between interfaces, enabling Lightning Experience, and more in the Lightning Experience Basics module here on Trailhead.

Learning Objectives

After completing this unit, you’ll be able to:
  • Describe how the Nonprofit Success Pack uses Opportunities to track donations.
  • Create a donation from an individual.
  • Create a donation from an organization.
  • Describe how donation “rollups” work in Salesforce.

The Nonprofit Success Pack and Opportunity Donations

Now for the important stuff: the money.

Money

It’s crucial for any nonprofit. While nonprofits don’t “turn a profit,” they still need money to operate, and they must “sell” something to their constituents in order to bring in that money. Here at Salesforce.org, we live in the Salesforce world, after all, so we tend to think of nonprofits as sales organizations. As a nonprofit, you have the most amazing product to sell: your mission. And the profits that you reap from selling that mission largely come in the form of donations or grants.

Remember, in Salesforce, we track all donation and grant information on the standard Salesforce Opportunity object. Our nifty little chart is worth repeating here:
Salesforce Object (Tab) Nonprofit “Concept”
Accounts Households (for organizations, like other Foundations)
Contacts Donors
Opportunities Donations (but also things like grants and memberships)

Anytime we refer to an “opportunity” in the Nonprofit Success Pack, we are usually referring to a donation or grant. But before we enter our first donation, let’s take a look at some of the main concepts that are important for any user of Salesforce and the Nonprofit Success Pack. Don’t worry about finding all of these things in Salesforce right now. Zakk will be showing you how they all relate to one another a bit later.

Opportunity
There are several “types” of default opportunities:
  • Donation
  • Grant
  • In-Kind Gift
  • Major Gift
  • Matching Donation
  • Membership
You designate a type for an opportunity when you create it. You can also configure the list to add or remove types depending on your needs.
Individual Donation
A gift from a single Contact, rather than from an entire Household or Organization.
Household or Organization Donation
A gift from an entire Household or Organization.
Recurring Donation
A donation that occurs more than once over a period of time. Recurring donations can be open-ended and continue in perpetuity, or they can be fixed-length donations (for example, monthly, yearly, and so on), with a start and end date.
Soft Credit
A credit for a donation that someone did not actually make themselves, which credits that someone as an “influencer” of the donation, rather than as the direct donor. Soft credits can take many forms. A classic example is the employer donation matching scenario, where an employer sends a matching gift of $100 to nonprofit A on behalf of employee B. A soft credit on employee B’s Contact record in Salesforce shows that they were responsible for the employer’s donation of $100, but that the employee did not make the donation directly.
Opportunity Rollup
A field that contains accumulated totals over a period of time. Some examples include Total Number of Gifts, Total Household Gifts, Soft Credits This Year, and so on. You’ll see Opportunity Rollups in the Donation Information sections of the Salesforce Account and Contact objects, though they are not explicitly referred to as such. Total Gifts, for example, is a total of all the gifts over a period of time, “rolled up” into one.

Add a Donation from an Individual

Now that you understand a bit about how Salesforce keeps track of donations, it’s time for you to add your first donation. Follow along in your own organization as Zakk enters a new donation from Tim McFadden.

  1. Open the Contact you want to associate with the new donation.
  2. Click New Donation.

    Opportunities - new contact donation
  3. Fill in the required fields. By default these are:
    • Opportunity Name (automatically filled out for you)
    • Close Date (automatically today’s date)
    • Stage
    Note

    Note

    Remember, this is Salesforce, so the language may seem a bit odd. In the sales world, opportunities are “posted” and “closed,” so we’re also using that lingo for our donation. If you “have check in hand,” enter Posted as the Stage of the opportunity. The "Posted" stage may seem complicated, but it’s important, as it will trigger rollups.

  4. Click Save.

    Congratulations! You’ve entered your first donation.

  5. Click the Related tab on your Contact’s record to see the Opportunities related list. You can then click the Opportunity name to view the new donation.

    Opportunities donation record

To round things out, add one or two more donations for the Household. Zakk is going to add another donation for Tim McFadden, and another donation from Cynthia. In the next section you’ll see how the Nonprofit Success Pack helps you keep track of all of these wonderful donations.

Add a Donation from an Organization

As you saw earlier, managing donations from organizations can be just as important as managing donations from individuals. Let’s try creating a new donation from an Organization.

Creating a donation from an Organization is almost identical to creating a donation from an individual. Follow along with Zakk to see how easy it is.

  1. Open the Organization Account you want to associate with the new donation. Zakk is going to open the Account record for an Organization he created earlier, Bank of Northeast Boston.
  2. On the Organization Account record, click the Related tab.
  3. On the Opportunities list, click New.

    New account donation
  4. Select the Donation record type and click Next.
  5. Fill in the required fields. By default these are:
    • Opportunity Name
    • Account Name
    • Close Date
    • Stage
    Note

    Note

    The Nonprofit Success Pack automatically fills in the Account Name field for you.

  6. Click Save. You can click on the Opportunity name in the Opportunities related list if you want to see the full donation record.

    Opportunity detail

Opportunity Rollups

Note

Note

In this video, Zakk talks about the Nonprofit Starter Pack, which we've renamed to the Nonprofit Success Pack.

Opportunity Rollups display information from other related records, including aggregate totals. In other words, rollup fields allow information from one record to automatically “roll up” and appear on another related record. For example, the Total Gifts field on a Household Account displays the total value of all the donations from that Household—it’s the total value from across all the associated Opportunity records “rolled up” into one.

Total household rollups
In the Nonprofit Success Pack, Account and Contact records include several rollup fields that display totals based on their related Opportunities:
  • Membership Information
  • Total Gifts
  • Soft Credits
  • Household Donations
  • Donation Statistics

Let’s look at the Opportunity Rollups from the Tim and Cynthia McFadden Household Account. Most fields with totaled values are rollup fields that show us aggregated values from related Opportunity records.

Opportunity rollups

Note that the Donation Totals section includes a Total Number of Gifts (two Opportunities) and a Total Gifts amount of $1600. To determine the exact Opportunities and their details for this rollup, you would need to examine this Account and look at the Opportunities individually. The rollup, however, gives you very useful aggregate information about all Opportunities.

As we already know, rollup fields appear on Account and Contact records in Salesforce. Here are some of the rollup fields specific to the Nonprofit Success Pack, and descriptions of the donor data they help you track:
Donation Information
This section shows useful statistics and gives you a quick, high-level overview about donations (Opportunities) associated with a particular Household or Organizational Account. You’ll find information about donation dates, the average, largest, and smallest donation amounts, and so on.
Donation Totals
This section gives you running totals of donations received from an Account over different periods of time. For example, you can see the Donation totals from this year, the previous year, and from two years ago. You can also configure a custom period by setting a value for N in the Total Gifts Last N Days.
Membership Information
This sections contains the rollup information if your organization is using memberships. More information on this is available in the Power of Us Hub.
Additional Rollup Information on Contacts
In addition to these sections, Contact records also include rollup information about soft credits as well as Household donation information, which is a rollup of the total donations made by everyone else in the household.
Important

Important

You should consider rollup fields read only (and if you are the administrator for your organization, you might want to set them as read only on page layouts). Salesforce Admins will still have the ability to edit rollup fields in place, but any edits you make to these fields will be overwritten when the rollup is recalculated.

That’s a lot to take in, so take a breath and relax. In the final unit of this module, we’ll talk more about donations. Specifically, we’ll go beyond individual donations to talk about multi-payment donations, and the ever-exciting . . . recurring donations.

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