Gift Management FAQ

Why are donations not being created for a pledge that has recurring donations configured?

Pledges with recurring donations are pledges where a donation is automatically generated according to a pre-defined schedule. This can be configured mostly in the Payments section of the pledge record itself, however, there are other considerations to be aware of that may cause donations to not automatically be created.

The Payments section of a pledge record. Setting the fields in this section are all you need to do in the pledge record to facilitate recurring donations.

If your pledge record is set up correctly, there is only one other factor that may be contributing to donations not being generated; the scheduled job not being enabled. To enable this job, perform the following steps:

  1. From the System homepage, click on the Scheduled Jobs link in the System > System Configuration section.
  2. Click on the Create Recurring Donations scheduled job and, on the General tab, ensure the Enabled field is toggled to YES.
    • you must have the Sys_Admin1 security role to adjust this toggle
  3. If you adjusted the Enabled toggle, click Update.

How do I link a pledge to an installment paid by a third-party?

When entering a donation, the system only searches for open pledges made in the name of the donor or donor organization. Follow the steps below to link a donation made in the name of a third party:

Donor Pledge

  1. Populate the Donor field with the name of the individual who made the pledge
  2. Link the pledge to the donation and update to save changes
  3. Clear the field type (Donor or Donor Organization) with the name of the third-party making the payment
  4. Enter the remaining donation information as normal

Donor Organization Pledge

  1. Populate the Donor Organization field with the name of the organization who made the pledge
  2. Link the pledge to the donation and update to save changes
  3. Clear the field type (Donor or Donor Organization) with the name of the third-party making the payment
  4. Enter the remaining donation information as normal

Note: if the donation has already been posted, engineering will need to un-post the donation before the updates can be made. If the donation was already entered and posted in the name of the third party donor. If the donation is not posted, the updates can be made as listed above.

Why do the PTD Owed and PTD Outstanding fields show a balance when the pledge has been paid in full?

The PTD Owed and PTD Outstanding fields are directly tied to the Pledge Reference Date (found on the Development homepage), not the actual calendar year. Therefore, if the pledge reference date is to a date prior to that of the final payment made on the pledge, the system will not recognize the pledge has been paid in full and will instead show whatever balance was due as of the Pledge Reference Date.

Updating this to a future date (typically the last day of the fiscal year) should also update the PTD fields to $0.00.

Can I configure the "Reward Type" field on a gift record?

This field is used to note anything that was given to the donor in return for their donation, for example, auction Items, benefit tickets, or school memorabilia.

The Reward Type drop-down menu is completely up to the school.

Thus, this field is completely school-defined, however, the drop-down menu options must be configured by the Veracross Engineering team. We suggest you generate a ticket with Veracross Support and include all options you would like available in this drop-down menu.

What is the difference between the Acknowledge Letter Templates and Receipt Letter Templates on gift records?

Acknowledgement Letter Templates are typically used as a 'thank you' letter to the donor for their gift and sent during any time of the year. Receipt Letter Templates are sent to donors usually at the end of the calendar year for tax receipt purposes.

What is the "From Both" flag on a gift record?

The "From Both" flag controls whether or not a donor's spouse will be automatically soft credited when the gift is added. This flag defaults to yes when adding a donation record and defaults to no when adding a pledge record. The data will not be affected even if this flag is set to yes and the donor does not have a spouse.

Can the donor information on a posted gift be updated without unposting the gift?

Yes — if you don't want the gift unposted because it will, in turn, affect your existing journal entries, this can be done by Veracross.

If you wish to do this, please submit a ticket through the client support portal and make sure that you obtain approval to make any updates to a donation by your business office team prior to submitting the ticket.

If a gift is unposted to allow for adjustments to a campaign, fundraising activity, fund, etc. can it be re-posted with the original posting date and journal entry number?

The gift(s) can be re-posted using the original posting date, however, it is important to consider that the original journal entry will then be deleted during the unposting process so that a new one can be generated.

Can I add new payment methods for online donations (e,g, Venmo, PayPal)?

No, but you can add new Payment Categories to identify how the online donation came in. To set up new Payment Categories, perform the following steps:

  1. Beginning from this Payment Categories query, click on the Organize menu and click the Add Record... option.
  2. Fill in the Description for the new payment category that matches the payment method and click Add Gift Payment Category.
  3. Once the category is added, you can start using it when entering new donations.

Do we support online giving for organizations?

We do not support online giving for organizations; only individuals. 

To learn more about online giving, please review our documentation on the topic.

When are donors charged for their first donation when submitting a recurring online donation?

The first donation generated from setting up a recurring donation is created and donor's card charged based on the Day of Month specified in the corresponding Recurring Donation Schedule detail record.

For example, if the Day of Month is set to "1st", any recurring donations submitted after that date are processed on the first day of the next month. 

Why am I encountering the error message “Valid GL accounts are required. No action taken.” when trying to set a gift as Ready to Post?

This error indicates one or more GL accounts are not associated with the fund in the Accounting module. Once the GL accounts are added by the Business Office you will be able to update the gift as needed. If you need to set a gift as ready to post immediately, we recommend you reach out to your business office as soon as possible.

Our recurring donations for today are still marked as 'Not Processed', how can we make sure those get taken care of?

Recurring Donations are normally processed between 12PM and 5PM EST. If your school has recurring donations marked as 'Not Processed', they should be processed by 5PM EST.

If this time window has passed and the donations still are not processed, please submit a ticket through the client support portal.

How can I associate an online donation with one or more campaigns or funds?

There is no official way to split a donation, but, to do it manually, perform the following steps:

All steps in these instructions must be followed in order to avoid errors, mismatches, and double-counting.

  1. Access the donation you'd like to split in Axiom.
  2. Add a new donation to split to in Axiom.
  3. Access each donation in the Accounting side of Veracross.
  4. Find the checkout receipt number from the History tab on the original donation and add it to the new donation.
  5. Access the Checkout Payout for the original donation: History/Misc. This can be accessed through:
    • Payout Receipt popout >
    • Payout Items >
    • Checkout Payout Link >
    • Processing
  6. For example, if the original donation was $10,000 and needed to be split into two donations of $5,000 each, the mismatch should be displayed as $5,000 and the total receipts as $15,000. Verify the new donation is listed and that the mismatch is $5,000 with total receipts listed as $15,000
  7. Update the original donation amount to $5,000.
  8. Set each donation to Ready to Post.
  9. Refresh the Payout Items to verify everything is correct.

Can donors apply a recurring donation to an existing outstanding pledge?

No — donors are not able to apply a recurring donation to an outstanding pledge. This option is only available for one-time gifts. Instead, the pledge must be linked manually once the donation installment is created according to the schedule. To do this, please read about the process here.

Why is the annual giving summary document missing gifts that were received during the corresponding calendar year?

Funds can be individually configured to be included or excluded in the Annual Giving Summary report, depending on your school's individual needs and/or workflows.

If a gift is missing, check the Fund List to review the configuration settings for the fund(s) associated with the gift record(s) and enable the "Include on Annual Giving Summary Report" flag if needed.

This can be done in the query results by checking the box or on the Confguration tab in the fund detail record by setting the flag to Yes.

When merging duplicate records, are soft credits also merged?

As long as there are no soft credits for the same donation that already exist for the surviving record, all soft credits relating to the victim record are merged into the surviving record as expected.