Donor Accounts
Executive Summary
Donor Accounts is the list of people and organizations that have donated. Fundraising staff use it to look up a donor, add a new donor by finding the person in AlayaCare, and open a donor's record to review their donations and receipts. Donor names and addresses come from the donor's profile in AlayaCare, and the record is refreshed from AlayaCare each time it is opened.
Key Features
- List donor accounts with AlayaCare profile ID, account ID, name, address, phone numbers, distribution method and number of donations
- Filter the list by account ID, name, or both
- Add a donor by searching AlayaCare for a client, employee or contact
- Prevent the same AlayaCare profile from being added twice
- Open a donor record to review that donor's donations and receipts
Typical Workflow
- Open Donor Accounts. All donors are listed.
- To find a donor, enter an account number in Filter Account ID and/or part of a name in Filter Name, then click Apply Filter.
- To add a donor, click Add, search AlayaCare by name, select the matching profile and click Save.
- To review a donor, right-click the row and choose Edit, or click the edit icon in Manage Records. The donor record opens with Donations and Receipts tabs.
- Click Ok (or the close icon) to return to the list.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|
| View | Open the page |
Main Grid
The grid lists the donor accounts on file, 13 rows per page.
| Column | Description |
|---|
| AC Profile ID | Donor's AlayaCare profile ID. |
| Account ID | Donor account number. |
| Last Name | Donor last name. |
| First Name | Donor first name. |
| Address | Donor street address. |
| Phone Main | Main phone number. |
| Phone Personal | Personal phone number. |
| Distribution Method | How receipts are delivered to this donor. |
| Donation Count | Number of donations recorded for the donor. |
| Manage Records | Edit icon that opens the donor record. |
Main Grid Filters
| Filter | Purpose |
|---|
| Filter Account ID | Shows only the donor account with this number. |
| Filter Name | Shows only donors whose name matches the text entered. |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters.
Actions
| Button | Description |
|---|
| Add | Opens the Donor Account dialog to add a new donor. |
| Apply Filter | Reloads the grid using the Account ID and Name filters. |
| Clear Filter | Empties both filters and reloads the full list. |
| Edit (right-click a row) | Opens the donor record for that row. |
| Manage Records edit icon | Opens the donor record for that row. |
Dialog Components
Donor Account (Add)
Opens when you click Add. Use it to find the person or organization in AlayaCare and create the donor account.
| Control | Description |
|---|
| Name | Enter all or part of a name and click Search. |
| All / Clients / Employees / Contacts | Narrow the search to one kind of profile. Clicking a choice searches again. |
| Results list | Each result shows the name, AlayaCare ID, phone and address. Contacts also show who they are a contact of. Select one result. If the search returns exactly one result it is selected automatically. No Data Found appears when nothing matches. |
| Save | Creates the donor account from the selected profile. A warning appears when no valid profile is selected (Please select a valid profile), when the profile is already a donor (Donor Already Exists), or when the profile cannot be found in AlayaCare (Cannot find Donor in Alayacare). The donor's name, address and phone numbers are copied from AlayaCare. |
| Cancel | Closes the dialog without adding a donor. |
Donor Record
Opens from the grid. The header shows the donor's name, followed by read-only Address and City/State/Zip boxes. Each time the record opens, the name, address and phone numbers are refreshed from the donor's AlayaCare profile and saved. If the profile cannot be found, the warning Cannot find Donor in Alayacare is shown. Click Ok to close.
Tabs
| Tab | Purpose |
|---|
| Donations | The donor's donations, with an Add button. |
| Receipts | The donation receipts issued to the donor. |
Donations — Grid
| Column | Description |
|---|
| ID | Donation number. |
| Category | Donation category code. |
| Campaign | Donation campaign code. |
| Funds | Donation fund code. |
| Amount | Amount donated. |
| Manage Records | Edit icon for the donation. |
Donations — Grid Actions
| Button | Description |
|---|
| Add | Opens the donation dialog to add a donation. |
| Edit (right-click a row, or the edit icon) | Opens the donation dialog for that donation. |
The donation dialog currently has no entry fields: it opens with an empty body and only an Ok button that closes it, so donations cannot yet be added or changed from here.
Receipts — Grid
| Column | Description |
|---|
| ID | Receipt number. |
| Receipt Date | Date of the receipt. |
| Amount | Donation amount on the receipt. |
| Distribution Method | How the receipt is delivered. |
| Distribution Status | Whether the receipt has been distributed. |
The receipts grid is for viewing only; its edit icon and right-click Edit do nothing.