Product Donor
Contents
Required Fields for Donor Setup
REF If this field is greyed out it's system generated.
Name Type in a unique name for the donor.
Status (created in System Elements Setup)
Quick Start:
Donor or Vendor?
What is the difference? If you are converting from Classic, donors and vendors were all in one menu. In P2 we have separated them out. When a conversion is run from Classic to P2 all donors/vendors are copied to the P2 Product Donor application. Then the system checks all receipts, if it finds any receipts marked purchased then that donor/vendor from classic is also given a Vendor profile. Products from donors usually have no cost to the food bank and vendors will usually have an invoice to the food bank. In P2 it is possible to have used a donor for purchased product and a vendor for donated product, the system will not stop either entry. However, best practices would be donors give, vendors sell. This is especially helpful in the fact that vendors and donors can have a different default origination.
Process Description:
Unlike Classic Primarius it is no longer necessary to enter a default origination for the donor. If you choose to leave it blank because you receive multiple types of donations from a donor you will be required to enter it on the prereceipt. However, if your donor only gives one type of product then set the default origination on the donor setup. You can still change it on the prereceipt if necessary. The main reason behind removing this as a required field is so that you do not have to create multiple donor profiles for the same donor with different default originations, eliminating any confusion and making reporting easier.
Process:
The main page displays all Active product donors. There are options to view the Inactive and Suspended product donors as well as to perform an advanced search, export data, and to add a new donor.
There are two ways to edit/view information about the product donor either through the Edit menu or the = Hamburger which has more options to view information than the Edit option.
HAMBURGER
The = Hamburger gives users quick access to view/add/edit specific details about the donor. Locate the donor then click on the = Symbol. There are three categories available for the user: Maintenance, Action, and Lookup.
EDIT/VIEW (the = Hamburger can still be accessed with the drop-down arrow next to the product donor name in the dialogue box).
Locate the product donor, click Edit and a new page opens the product donor details. There are four or five additional tabs depending if the product donor is an individual or a company: Options, Preferences, Main Contact/Address and Representatives. Information about a product donor can be changed through these tabs. If any changes are made click Save and a message displays The record was updated successfully. From the dialogue box click on the Product Donor (name) to return the product donor details or click on Product Donor to return to the Active Product Donor page.
An individual/company can belong to multiple classifications within the food bank, for instance a vendor that supplies products may also volunteer hours to the food bank. There are up to six classifications to choose from: Product Donor, Vendor, Fund Donor, Grantor, Solicitor, and Volunteer. Click the Add/Edit and select the next classification the vendor belongs to and click Save. To add another classification click on that individual/company again, add the next classification and click Save The information about the individual/company is copied to the other classifications.
ADD PRODUCT DONOR/ADD INFORMATION TO PRODUCT DONORS
Adding a Product Donor is a 2 step process. First the general profile is created and then the details are added to the profile: You cannot complete the other tabs until you Save the Donor tab.
Click +Add New Product Donor and choose Add Individual Product Donor or Add Business Product Donor.
There are 3 or 4 additional tabs displayed depending if the product donor is an individual or a business: Details, Options, Preferences, Main Contacts, Representatives. Until you Save the basic information for your donor you CANNOT add contacts or addresses. If the donor is part of the FA Local (Blue receipts) you must put the FA Donor (from Feeding America) in the FA Donor field.
PRODUCT DONOR TAB
OPTIONS TAB
PREFERENCES TAB
ADDING PRODUCT DONOR DETAILS
MAIN CONTACT/ADDRESS
To add information such as billing contacts, shipping contacts or addresses locate the product donor and use either Edit or the = Hamburger to display the product donor details.
If using the Edit option select the field being added, click + and a new page opens, add the information and click Save then Close to return to the product donor details page. A contact can be used for multiple addresses, for instance the mailing contact may also be the billing contact, or the ship to contact. Instead of having to retype the information in each field, click the drop-down arrow and that individual's information displays, click on their name. Continue to add any more addresses or contacts. When complete click Save and a message displays The record was updated successfully and the Active product donor page opens.
If using the = Hamburger select either Contacts or Addresses and then + Add New (address, contact, note, etc). Complete all necessary fields then click Save and a message displays The record was saved successfully. It is best to add addresses and contacts for your donor or vendor. Use the hamburger drop-down next to the donor/vendor name to access the menu again and continue to add additional details about the product donor, save any changes, page. The contact/address now appears in the grid.
When finished click on Product Donor from the dialogue box to return to the active product donor page. The address/contacts do not appear in the grid display yet. In order to make them appear, locate the donor and click Edit and select the Main Contact/Address tab. You will see an option for the Main Address/Mailing Address/ Default Ship to Address and the Receipt to Address. Click on the down arrow key for each of those options and select the contact/address then click Save to return to the Active Product Donors page. The contact/address now appears in the grid.
**Note: If a receipt was created before the vendor/donor address was added you will have to open the prereceipt/receipt again and under Donor/Vendor address select
the drop-down arrow and populate the field then click Save.
DEACTIVATE/REACTIVATE/SUSPEND/UNSUSPEND
To deactivate: Locate the Product Donor from the Active tab, click Edit and a new page opens the product donor details. Click Deactivate and the system prompts Are you sure you wish to deactivate this Product Donor? If no click Cancel to return or Deactivate to continue and a message displays The record was deactivated successfully.
To reactivate: Locate the Product Donor from the Inactive tab, click Edit and a new page opens the product donor details. Click Reactivate and the system prompts Are you sure you wish to reactivate this Product Donor? Click Cancel to return or Reactivate to continue and a message displays The record was reactivated successfully.
To suspend: Locate the product donor and click Suspend. A reason must be entered and the date should reflect the time/date for the suspension and the system prompts Are you sure you wish to suspend this Product Donor? Click Cancel to return or Suspend to continue and a message displays The record was suspended successfully (the donor will not be accepted in Receipt entry if an attempt to enter a donation from this product donor is made).
To unsuspend: Locate the Product Donor from the Suspended tab, click Edit and then click Unsuspend and the system prompts Are you sure you wish to unsuspend this Product Donor? Click Cancel to return or Unsuspend to continue and a message displays The record was unsuspended successfully.
All fields marked with * must be completed. Dark grey boxes are view only and cannot be changed.
Field Definitions: Right click on the link to open it in a new tab
Individual Product Donor tab
Business Product Donor Tab
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