If you'd like to enter items donated for your auction or raffle: 
If an individual or a business donates an item that your organization will auction or raffle, this is classified as a gift-in-kind in Altru.
  1. Click on Add a Payment. You will see this option from either beneath Revenue or on the Constituent record. 
  2. If accessing this from Revenue, you will be prompted to search for the constituent by clicking on the magnifier glass or typing in the constituent’s name.
  3. Once the Constituent is selected, enter the Date, Amount, and Inbound Channel at the top of the Window. 
  4. To add a Donation, under Application select Donation
  5. Next, click the magnifying glass to search for the designation this auction/raffle donation should be applied to. We recommend attributing this gift to a specific fundraising designation (for example: Total Contributions\Special Events\Auction Items Donated), so you can separate this in queries and smart fields if needed.
  6. Click Add next to the Applied field to add that application to the payment.
  7. Next, on the Payment Information tab, select Gift-In-Kind from the Payment Method drop down.  
  8. Next, you’ll see Gift-In-Kind fields populate. Only Item Name is required, but you can also enter a Subtype, Number of Units, and Fair Market Value per unit. Note: If you do choose to enter the Number of Units and the Fair market value per unit, you must make sure they total the overall payment amount. In this example, the amount is $100, so the number of units (100) multiplied by the fair market value ($1 per unit) equals $100.
  9. On the Payment Information tab you can also add a Reference if desired. 
  10. Click Save to complete the transaction.​
If you'd like to enter/sell the items through Altru, you can choose from three options: 

Option 1: Enter Auction/Raffle Purchases as a Donation

This option involves entering auction purchases as a donation. As with auction/raffle item donations, we recommend attributing the donation to a specific fundraising designation (for example: Total Contributions\Special Events\Auction Items Purchased), so you can easily separate this in queries or smart fields if needed. This option will show as a Donation and Gift on the constituent record, and you can tie a benefit to the payment and reduce the receipt amount if needed. This option also provides great flexibility in entering the amount of the final purchase. 

With this option, you can enter a donation via back office or create a button in Daily Sales to process payments quickly during the event. 

To enter via back office: 
  1. Click on Add a Payment. You will see this option from either beneath Revenue or on the Constituent record. 
  2. If accessing this from Revenue, you will be prompted to search for the constituent by clicking on the magnifier glass or typing in the constituent’s name.
  3. Once the Constituent is selected, enter the Date, Amount, and Inbound Channel at the top of the Window. 
  4. To add a Donation, under Application select Donation
  5. Next, click the magnifying glass to search for the designation that this auction purchase should be applied to. 
  6. Click Add next to the applied field to add that application to the payment.
  7. Next, on the Payment Information tab, select the appropriate payment method and enter the required details. 
  8. On the Payment Information tab you can also add a Reference and adjust the benefit or receipt amount for the payment if needed. 
  9. Click Save to complete the transaction.
To enter via Daily Sales:
You may wish to use Daily Sales to sell auction items and print receipts for patrons during your event. Before your event, you will want to create a donation button on your Daily Sales page so you can enter these quickly. To create this button: 
  1. Go to Tickets
  2. Under Initial Set up, click Configure Daily Sales Page 
  3. Under User-configured daily sales buttons, click Add and select Donation 
  4. The Add a donation sales button window will pop. Under Designations, select the fundraising designation you'll be using for your auction/raffle purchases. Be sure that the Mark button active box is checked. 
  5. Under Default amount, specify a default amount for this donation (see steps below to customize this amount during a sale). 
  6. Under Button display items, choose how you'd like your button to appear on your page. 
  7. Click Save. The button will now be ready to use on your Daily Sales Page. 
To enter this purchase via Daily Sales: 
  1. Go to Sales > Daily Sales 
  2. In the Patron field, search for the patron who will be purchasing this auction item. (Note: If the patron doesn't exist, click Add from the Search Screen to add a new constituent). 
  3. Use the keypad to enter the amount of the purchase, then click the donation button you configured. This will add a donation of amount to the Order.
  4. Select the appropriate payment method. 
  5. Choose the receipt type 
  6. Click Complete
Option 2: Enter Auction/Raffle Purchases as a Merchandise Item
This option involves "selling" the auction or raffle items as Merchandise in Altru. This means they can only be sold through Daily or Advance Sales (not entered via back office or online). In addition if your item is an auction item where the price is not known until the auction is final, a member of your staff must update the prices on the merchandise item as the auction is happening. This option is preferred if your organization does not want this purchase to show as a contribution, if you plan to process these these the night of the event through Daily Sales, and if you have the staff capacity to update the merchandise item during the event. 

To configure the items in advance: 
  1. Go to Merchandise 
  2. Click Add Merchandise
  3. Enter the name of the auction item in the Name field 
  4. Add a description of the item if needed. 
  5. Under Department, select the appropriate Department. We recommend using a separate department (for example: Special Events or Gala Auction) for any auction items so you can separate this in reporting if needed. If you need to add a new Department, click the New icon to add it. 
  6. Under Vendor, enter the appropriate vendor. Some organizations use their organization's record as the Vendor. 
  7. Under Tax, choose the appropriate tax. If these items will not be taxed, select the blank line. 
  8. Under Merchandise Details, leave the Cost at $0.00, leave the Retail Price at $0 (this will be updated later) and enter the appropriate Quantity (typically this will be 1). 
  9. Click Save
To update the cost of the merchandise items during the event: 
  1. Go to Merchandise 
  2. Click Merchandise Search
  3. Search for the item you need to update and click the item. 
  4. On the Inventory Tab, click the drop down arrow beside the Altru-generated SKU. Click Edit 
  5. Under Cost and Price, update the Retail Price to be the winning bid. 
  6. Click Save
To sell the items: 
  1. Go to Sales > Daily Sales 
  2. In the Patron field, search for the patron who will be purchasing this auction item. (Note: If the patron doesn't exist, click Add from the Search Screen to add a new constituent). 
  3. Click the Merchandise Button and search for your auction items to add to the order. (Note: You cannot configure buttons for individual merchandise items)
  4. Select the appropriate payment method. 
  5. Choose the receipt type 
  6. Click Complete
Option 3: Enter Auction/Raffle Purchases as a Payment with an Other Application: 
This option involves entering auction purchases as a back office payment with an Other Application. By selecting an Other application, this does not categorize the payment as a Donation, so it will not show in fundraising reporting. You will still need to direct this type of a payment to a designation, so we recommend creating a separate fundraising designation for these payments to be applied to (for example: Total Contributions\Special Events\Auction Items Purchased). This option does require the payment be entered via back office (cannot be sold via Daily Sales or Online).
  1. Click on Add a Payment. You will see this option from either beneath Revenue or on the Constituent record. 
  2. If accessing this from Revenue, you will be prompted to search for the constituent by clicking on the magnifier glass or typing in the constituent’s name.
  3. Once the Constituent is selected, enter the Date, Amount, and Inbound Channel at the top of the Window. 
  4. To add a Donation, under Application select Other
  5. You will see an Other Type field open up. Select the appropriate entry from the drop down. Note: If you do not see anything applicable in this drop down, you can add a new entry for "Other Type" (for example: Auction Purchase). To add a new entry, if you have Code Table permissions, type the Other Type in the field and press the Tab key on your keyboard. Altru will prompt you to add this to a Code Table. Click Yes. 
  6. Next, click the magnifying glass to search for the designation that this auction purchase should be applied to. 
  7. Click Add next to the applied field to add that application to the payment.
  8. Next, on the Payment Information tab, select the appropriate payment method and enter the required details. 
  9. On the Payment Information tab you can also add a Reference and adjust the benefit or receipt amount for the payment if needed. 
  10. Click Save to complete the transaction.