Setting up and managing funds in the Giving module

Within ChurchSuite's Giving module you can easily set up and manage funds to help you distinguish regular giving from special offerings or other projects such as building funds. In this way you can also manage restricted funds, funds for a designated purpose and funds relating to different sites. UK customers can also designate a fund's Gift Aid status to be 'Not Claimable' where the fund's purpose falls outside of it charitable objectives for Gift Aid reclaim eligibility.

In this article

Setting up funds
Fund reporting

Setting up funds

Working within the Funds section of the Giving module, click Add fund.

On the Add fund pop up, enter a fund Name, such as "General Church Fund" or "Building Project" and choose a Colour, which is used to help visually distinguish each fund's donations throughout the Giving module, including on reports and also in the My Giving section within My ChurchSuite. Optionally assign a Brand - see the related support article for creating custom brands. Once you have added additional brands, you'll be able to assign a brand to a fund, which will be sported on the public-facing Fund page and any branded fund-related confirmation emails sent when an online donation is made for the fund.

Top Tip - fund naming convention

If you're using ChurchSuite Donate to receive online donations, it may be helpful to avoid using a fund name like "Regular Giving", as this may confuse givers who wish to make one-off donations to the fund; the user experience in ChurchSuite Donate would show Giving one-off donation of X to Regular Giving, which may seem contradictory in the context.

Continuing down the Add fund pop up, set the Donate settings. The Visibility setting for Show in Donate determines whether this fund is to be visible in your ChurchSuite "Donate" online giving platform and also in My ChurchSuite when a giver is adding a pledge or Gift Aid declaration (UK customers only). In this way it's possible to create funds that are not visible within Donate and My ChurchSuite but which Users can still assign donations to from within the Giving module e.g. designated funds. For funds set to Show in Donate you can also select whether the fund can receive One-off and recurring online donations or just One-Off donations. For example, there may be instances where, for a particular giving campaign, you only wish givers to make one-off online donations, rather than an ongoing pledge to support the fund. These two settings only affect online donations made through "Donate", and don't affect donations added or imported to the Giving module for the fund by a User. Finally is this section, UK customers only can optionally set the fund's Gift Aid status as Not claimable - meaning that those giving online will not be offered the opportunity to 'Gift Aid' their donation(s) - ideal where the cause you are collecting for is not eligible for a Gift Aid reclaim - the online donations will be added with a 'Gift Aid Override' status to ensure those donations are excluded from a subsequent Gift Aid claim.

Top Tip - Fund Pages

Every fund has its own Fund Page - a version of Donate that's locked down to just that fund. Sharing or embedding Fund Page links is a great way of raising funds for a specific cause, without prospective givers having to select the fund when making donations to that cause.

As long as a fund is active, the Fund Page is always accessible through the Fund Page URL, even if Show in Donate is not enabled. In this way, you can create funds that are not listed in your regular Donate but for those to whom you share the Fund Page URL in your communications or where the Fund Page URL is embedded in a page on your website (like a 'Missions' page), people will still be able to give online to that particular fund through the Fund Page.

Continuing with the Add fund pop up settings, optionally add the fund's Description - the description is surfaced on the public-facing Fund Page - see the earlier section for further information about Fund Pages. Click Save to add the new fund.

From the fund's "View" page you can optionally upload a fund Image. Hover over the fund image placeholder on the left of the page and click the Pencil icon to open the image uploader...

...and drag and drop to the drop zone, or click to browse to locate a suitably-prepared fund image, which is immediately uploaded and applied.

Finally, on the fund's "View" page you can add a customisable message to the fund Confirmation Email that online givers receive when they make a donation through Donate or through the Fund Page. A 'system' confirmation is always sent, confirming the personal data submitted and details of their donation; however, you can add a custom message to which the 'system' content is appended. In this way you can communicate a fund-specific 'thank you' message and provide givers with an electronic receipt of their donation. Select to Edit the confirmation Email...

...and add your custom message. Sent confirmation emails are recorded in the Communication log of each giver's profile page in the Givers section of the module. Note that a confirmation is sent each time a one-off and recurring online donation is processed for the fund. Using Merge Fields you can add a personalised touch to the confirmation. The confirmation email is sent using the branded slimline template and follows the default logo/emblem/colour of your organisation's branding (specified in Administrator > Profile) or that of the fund's Brand if one has been assigned to the fund (see the earlier section). Click Save to save your changes to the confirmation email.

You can return to this fund "View" page at any time if you need to Edit the fund to make changes or to Archive or Delete the fund. Notice also the Go to fund page option to view the fund in Donate, with Donate 'locked down' to just that one fund. Note also that you can preview the Donation Confirmation email to see what your givers will see when they receive the donation confirmation for online donations. Appended to the email preview, ChurchSuite will auto-add details of the giver's name and contact details (obfuscated in the email) and the date, fund, amount, frequency and transaction payment reference of their donation.

Selecting Go to fund page shows your what your finished fund page looks like.

Returning to the Funds section of the Giving module, newly-added funds are listed too. Within the list you can easily distinguish funds with Visibility for Show in Donate enabled. You can also re-order funds, perhaps to have your most commonly-used funds first - the fund order is respected in Donate on the drop-down fund selector when a giver makes an online donation and also in the Giving module, when a User is adding donations. To change the order of a fund, click the Order number to open reorder pop up; click and drag funds into the required order.

Working within the Funds section, notice the Action menu on the right hand side of each fund providing options to View, Edit, Archive or Delete the selected fund, and also the View selector to switch between Active and Archived funds. Note that you cannot delete a fund that has active or deleted donations linked to that fund; however, any unwanted funds can be archived.

You can Archive a fund if you no longer need it and where you wish to retain the historical donation data for that fund. So, if you are no longer accepting new donations into a 'special offering' fund, you can archive it, perhaps to use the fund again in the future; at which point the fund can be Set active again.

Fund reporting

In the Giving module's Reports section, the Donation Total and Gift Aid Donations reports include a helpful fund Summary at the top of the report. These summaries will be especially helpful when producing reports for accounting journal purposes, ensuring each fund's donations and the associated Gift Aid and online giving transactions fees are posted to the appropriate nominal ledger account.

Also, from a fund's "View" page in the Funds section of the module, you get a visual summary of fund progress showing recent donations on a month-by-month basis.

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