When a donor makes a donation through your DIY online giving form, the transaction that gets entered automatically into eTapestry can only be marked with a single Fund, Campaign or Approach. DIY Forms do not have the ability to mark an online donation with more than one value in any of these three fields.
On occasion however you may find it necessary to have the donor's transaction entered in this way. For example, the donor may reach out after submitting the transaction and request that the money they gave be split between two separate projects (tracked as separate Funds in eTapestry). Or, due to the way your organization tracks data, you may decide you need to split the donor's contribution between two separate Campaigns.
As it is currently not possible to have a DIY form enter a transaction that is split between more than one Fund, Campaign or Approach, the donor's account must be manually updated after the donation has been made
First, the original online transaction must be reversed on the donor's Journal page. Secondly, a Split Transaction can be added for the same amount as the original online donation, only with the amount donated split between different Funds, Campaigns or Approaches.
Please note that reversing the entry does not refund the donor's credit card, it simply offsets the donor's original transaction. For example, if the original donation was for $20, reversing it would create a donation with a -$20 value, balancing the account.
Here are the steps for reversing a transaction:
1. Search for and open the donor's account 2. Click the blue Journal link in the account header 3. On the Journal view the recent online donation should be visible; click the date of the transaction to open it 4. Check off the 'Final' box on the left hand side of the gift screen 5. Click Save And Edit at the bottom of the form 6. The gift will save and your screen will appear to refresh 7. Click the Reverse button at the bottom of the page 8. Fill in a date for the reversal (it is recommended you use the current date) and a Note. The Note can be used to outline why the transaction is being reversed (ex: Reversing original donation so it can be re-added and split between two Funds). 9. Click Reverse
An offsetting transaction has now been created to reverse the original online donation.
Now a Split Transaction can be added for the same amount as the original donation, but the Received amount can be split between two separate Funds, Campaigns or Approaches.
Here are the steps for adding a Split Transaction, in this example we will add a Split Transaction broken into two segments:
1. Search for and open the donor's account 2. Click the blue Journal link in the account header 3. Click the Add button 4. Click Split Transaction 5. Fill in the Received field with the total amount of the gift 6. Fill in Number of Segments as 2 7. Click the Add Segments button 8. Two separate Gift segments will now be shown. In Segment 1, fill in the Received amount for one half of the gift and select the appropriate Fund, Campaign and Approach 9. Click on Gift Types on the right hand side 10. Select Credit/Debit Card 11. Fill in filler information in the Credit/Debit Card Number and Expiration Date fields (ex: 111122223333444 for the number) 12. In Segment 2, fill in the Received amount for the second half of the gift and select the appropriate Fund, Campaign and Approach (which can be different than what you selected in Segment 1) 13. Click Save And at the bottom of the page to save the transaction
The original online donation has now been reversed and re-added as a Split Transaction.