For donations that have not yet been sorted, you can enter them as Bulk Donations.
For donations that you already have the quantity/weight for, enter them as Products.
This article covers the following topics:
Bulk Donations
This section of inventory is used to record total unsorted product donations by donors. To access the bulk donations section of inventory:
- From the left-hand navigation pane click the Product In heading.
- Click Bulk Donations.
You will now be on the Bulk Donations page where you can enter new donations using the + New Donation button, download a receipt, and view or edit donations that have already been entered. When donations are entered and saved they will be listed in the Bulk Donation table.
The Bulk Donation table header indicates that you are in Bulk Donations. At the end of the header is the Per page field that allows you to decide how many bulk donations you would like to view per page, and the Search field is where you can search for a specific bulk donation already entered.
Table Column Headers
Each of the columns in the table can be filtered by clicking the arrows on the far right of each column header.
- Date: The date the bulk donation was received.
-
Status:
- Live: The donation has been confirmed.
- Pending: The donation has not been confirmed.
- Receipting Organization: The organization that donated the food.
- Weight: The total weight of the donation.
- Total Units: The total units of measurement (bags/boxes) donated.
- Actions: Here you will find the icons to download a receipt, view an entry, or edit an entry.
How do I enter a Bulk Donation?
To enter a bulk donation:
- From the left-hand navigation, pane click the Product In heading.
- Click Bulk Donations.
- Click the + New Donation button on the top right-hand side of the page.
- You will land on the Bulk Donation Details page.
Complete all required fields on the page:
- Bulk Donation section:
- Receipting Organization: This is a dropdown list of organizations. See Lists for instructions on how to add a receipting organization that isn't listed.
- Bulk Donated Date: The date the donation was made.
- Notes: This is a text box for the user to record any notes applicable to the donation in general.
- Bulk Donation Category section:
- Bulk Category: This is a dropdown list of product categories. See Lists for instructions on how to add a product category that isn't listed.
- Quantity: The number of units donated.
- Unit Weight (if tracked): The lbs and oz of each unit.
- Notes: any notes applicable to this donation category
- Click the light blue Add a Bulk Donation Category button to add more donations donated by the same receipting organization.
- Click the red trash can icon to delete an entry made in error.
- Once you have finished adding the bulk donation(s) click Save.
- You will land on the Product In/Bulk Donations page
- The Bulk Donation Details section contains all the details of the bulk donation that was just added.
- Check that all the details are correct.
- Click Return to Bulk Donation Form to make any corrections, and click Save.
- Click Confirm to save the donation once you've decided that the details listed are correct.
How do I edit a Bulk Donation entry?
Only Agency Managers, Network Managers, or Network Administrators are able to edit a Live Bulk Donation.
Edits made to existing entries can result in errors with weights, overall counts, and reporting. It is important to only make these changes in response to an immediate entry error. If you need to edit a transaction that is from the past it is recommended to instead complete a product reconciliation, details on this process can be found here.
To edit a bulk donation entry:
- From the left-hand navigation pane click the Product In heading.
- Click Bulk Donations.
- You will now be on the Bulk Donations page.
To edit a donation with a Pending status:
- Click on the orange edit icon in the Actions column of the donation entry.
- Click on Return to Bulk Donation Form.
- Make any applicable changes.
- Click Add a Bulk Donation to record another donation from the same Receipting Organization.
- Click on Save to save your changes or Cancel to discard them.
- Click on View All Bulk Donations to return to the Bulk Donations log.
To edit a donation with a Live status:
- Click on the orange edit icon in the Actions column of the donation entry.
- Click on Return to Bulk Donation Form.
- Make any applicable changes.
- Click Add a Bulk Donation to record another donation from the same Receipting Organization.
- Click on Save to save your changes or Cancel to discard them.
- Click on View All Bulk Donations to return to the Bulk Donations log.
How do I print a Bulk Donation receipt?
To print a bulk donation receipt:
- From the left-hand navigation pane click the Product In heading.
- Click Bulk Donations.
- You will now be on the Bulk Donations page.
- Click the first blue icon in the Actions column of the donation you wish to print a receipt for.
- This brings up the receipt on your device screen.
- From here you can choose to download a copy to your device or print it immediately.
There is also a section at the bottom where you can sign and date the PDF. See Settings on how to edit your receipt message or add a logo.
Products
This section shows a log of sorted products entered into inventory to date and is used to add the sorted product into the inventory system.
- From the left-hand navigation pane click the Product In heading.
- Click Products.
You will now be on the Products page where you can enter new products using the + New Product button, download a receipt, and view or edit already entered products. When products are entered and saved they will be listed in the Products Log table.
Table Column Headers
Each of the columns in the table can be filtered by clicking the arrows on the far right of each column header.
- Date: The date the bulk donation was received.
-
Status:
- Live: The donation has been confirmed.
- Pending: The donation has not been confirmed.
- Receipting Organization: The organization that donated the food.
- Weight (if tracked): The total weight of the donation.
- Total Units: The total units of measurement (bags/boxes) donated.
- Value (if tracked): total $ value of the donation.
How do I enter Sorted Products?
To enter sorted products:
- From the left-hand navigation, pane click the Product In heading.
- Click Products.
- Click the + New Product button on the top right-hand side of the page.
- You will land on the New Product Details page.
Complete all required fields on the page:
- Product Details section:
- Receipting Organization: This is a dropdown list of organizations. See Lists for instructions on how to add a receipting organization that isn't listed.
- Date: The date the product donation was made.
- PO Number: Optional field, not required unless the organization is tracking this.
- Invoice Number: Optional field, not required unless the organization is tracking this.
- Invoice Date: The date invoiced.
- Notes: This is a text box for the user to record any notes applicable to the donation in general.
- Product section:
- Product: This is a dropdown list of products that have already been entered into inventory. See Lists for instructions on how to add a product that isn't listed.
- Quantity: The number of units donated.
- Total Quantity: unit quantity per unit of measurement
- Unit Weight (if tracked): The lbs and oz of each unit.
- Notes: any notes applicable to this donation category
- Click the light blue Add a Product button to add more products donated by the same receipting organization.
- Click the red trash can icon to delete an entry made in error.
- Once you have finished adding the product(s) click Save.
- .You will land on the Product In page
- The Product In Details section contains the details of the product(s) just added.
- Check that all the details are correct.
- Click Return to Product In Form to make any corrections, and click Save.
- Once you've decided that the details listed are correct, click Confirm to save the products.
How do I edit a Sorted Product Donation entry?
Only Agency Managers, Network Managers, or Network Administrators are able to edit a Live Bulk Donation.
Editing a transaction will change the numbers in your reports to reflect the changes to the transaction. These edits should only be done if an entry was made in error.
Edits made to existing sorted product donation entries can result in errors with weights and overall counts. It is important to only make these changes in response to an immediate entry error on a new product donation entry. If you need to edit a transaction that is from the past it is recommended to instead complete a product reconciliation, details on this process can be found here.
To edit a sorted product donation entry:
- From the left-hand navigation pane click the Product In heading.
- Click Products.
- You will now be on the Products Log page.
To edit a sorted product donation with a Pending status:
- Click on the orange edit icon in the Actions column of the sorted product donation entry you wish to edit.
- Click on Return to Product In Form.
- Make any applicable changes.
- Click Add a Product to record another donation from the same Receipting Organization.
- Click on Save to save your changes or Cancel to discard them.
- Click on Confirm.
- Click on View all Product-In entries to return to the Products Log.
To edit a sorted product donation with a Live status:
- Click on the orange edit icon in the Actions column of the sorted product donation entry you wish to edit.
- A message box will be generated warning you that you are about to make changes to a Live entry.
- Click OK to confirm that you intend to make edits.
- Click Cancel if you do not want to make edits.
- Make any applicable changes.
- Click Add a Product to record another donation from the same Receipting Organization.
- Click on Save to save your changes or Cancel to discard them.
- Click on Confirm.
- Click on View all Product-In entries to return to the Products Log.
How do I print a Sorted Product Donation receipt?
To print a sorted products donation receipt:
- From the left-hand navigation pane click the Product In heading.
- Click Products.
- You will now be on the Product logs page.
- Click the first blue icon in the Actions column of the donation you wish to print a receipt for.
- This brings up the receipt on your device screen.
- From here you can choose to download a copy to your device or print it immediately.