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Record a One-Time Gift

Goal: Capture a gift in Ayuna with the donor, amount, fund, and payment details set correctly so the receipt, ledger entry, and reporting all line up.

Three ways gifts arrive​

  • Self-served online — donor uses your public donate page or an embedded form. Ayuna creates the donation record automatically.
  • Manually entered — staff records a check, cash, or offline credit-card gift on the donor's profile.
  • Card-present — staff swipes/taps a card at a Finix terminal during an event or at the ReStore. See Process a Card-Present Payment.

This page covers the manual-entry flow. The self-served and card-present flows produce the same donation record and follow the same downstream rules.

Recording manually​

From the donor's profile, choose Record Donation. Capture:

  • Amount — the gross amount the donor gave
  • Date — the gift date (not the entry date)
  • Payment method — Check, Cash, Credit Card (offline), ACH, In-kind (use the in-kind flow instead), Stock, Other
  • Fund — defaulted from the campaign if you've selected one; override when needed
  • Campaign — optional; ties the gift to a fundraising appeal
  • Project — optional; ties the gift to a homeowner build or other restricted project
  • Fundraising event — optional; ties to a gala, golf, etc.
  • Notes — anything that helps future staff understand the gift

The receipt is generated automatically when the donation saves.

Tribute/memorial gifts​

If the donor is making the gift in honor or in memory of someone, mark it as a tribute on the donation form. Capture:

  • Tribute type (In Honor Of / In Memory Of)
  • Honoree name
  • Optional notification email for the family

Tribute information is stored in the donation notes for now (no dedicated structured fields yet). See Record a Tribute Gift for full handling and current limitations.

Stock and other non-cash gifts​

For appreciated stock, use payment method Stock and record:

  • The number of shares
  • The fair market value at transfer date

For other non-cash gifts (vehicles, goods, services), use the in-kind flow at Record an In-Kind Donation instead — it has the right lifecycle (received → appraised → recorded → disposed) and IRS-compliant acknowledgment handling.

Donor not yet in Ayuna​

If the gift is from someone new, create the donor record first (or let the donation form prompt you to). Don't enter under "Anonymous" — that fragments your data.

Gift dating​

Use the actual date the gift was made, not the date you're entering it. Year-end statements and tax deductions hinge on this.

After saving​

  • Receipt is generated and emailed (per the donor's preferences)
  • Donor's lifetime giving, donation count, and giving level update
  • Journal entry is created and posted to the GL
  • The gift appears on the donor profile and in reports

Editing a recorded gift​

Use Edit Donation for corrections (wrong fund, wrong date, typo in amount). The receipt does NOT regenerate automatically — if a corrected receipt is needed, void the original and resend.

Deleting a gift​

Reserved for true mistakes (entered against the wrong donor, duplicate). For a refund, use Refund a Donation — it preserves the audit trail.