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Documentation

Permissions

For each user the following authorisation stages may be set:

1. View

2. Create

3. Edit and delete

4. Administer accounts

Each authorisation stage contains the permissions from all stages below it.

These permissions can be assigned for each account, or globally.

The first stage (view) allows the existing donations to be viewed, but they may not be changed, nor may new ones be created.

The second stage (Create) allows a user to add a donation, but they may not change an existing donation.

Donations may be edited or deleted if the user has the third stage (edit/delete)

Finally, the fourth stage (accounts) allows the user to administer accounts, i.e. create, edit, and delete them.

Donation accounts

Each donation is assigned to an account. This account is identified by an account number and a name. There is also a comments field for further information about the account. The account is identified by its number and name.

Adding a new Donation

To create a new donation, click on "Add donation" and fill out the form. The date is when the donation was made. The "Method of payment" is how the donation was given, e.g. cash payment, cheque, bank transfer etc. This may be selected from a list of the types of payment used so far, or a new type can be created using the text field "or new (if not listed yet):".

To allow donations to be created, at least one account must exist. The donation can be assigned to any available account, and the amount given is entered in the "Amount" field.

The donator selection box allows a person from the people database to be defined as the giver of this donation. The comments field allows any comments to be made about this donation.

The "Repeat donation in" field allows recurring donations to be defined. There is more information about this below.

Date vs Valuta

For each donation it is possible to enter the date when the donation was made. In addition it is also possible to a separate valuata date which may be used to move donations into a specific month or year if needed.

It is then possible to switch between these two dates for any filtering or exports - see settings below.

 

If this separation is not needed the valuta date can be left empty for all donations.

Repeated donations

Donations are often made on a regular basis (e.g. monthly). To make it easier to record these donations, they can have a repeat interval defined. Select the interval from the "repeat donation every" drop down list. This will only create the first donation. All repeats need to be created manually.

All donations with a repetition interval appear in the "Reoccurring donations" list. The additional column for this view is the expiration date which is shown in red if it is overdue. If this donation is received, it can be released using the tick symbol and the due date is increased by the repetition interval.

To stop the donation being repeated, click on the dustbin symbol in the list of recurring donations. This means the donation is not repeated, and the repitition is deactivated.

Donation list and filtering

All donations appear in the donations list. The donations belonging to each account may be shown or hidden using the accounts list. The accounts to be shown may be stored in presets.

The following filters may also be used to limit the donations shown in the list.

  • Date filter: The two text fields are used to define the start and end dates. If both dates are defined, only the donations which were received between the two dates are shown. The date may be a year by itself (e.g. 2008) or a month and a year (e.g. 02.2008).
  • People filter: A preset filter from the people module may be selected in the "People preset filter" drop down list. Once it is selected, the donations are only shown for the people that match the filter. This makes it possible to analyse the donations given by arbitary donor groups.
  • Person search filter: Enter the name of a donor to find all his donations.
  • The donor is shown as a hyperlink in the list view. Clicking on the name of a donor will create a filter named after that person. Donations for the person selected are shown.The filter can be removed using the filter submenu, just click on the filter name or the dustbin symbol.
  • Amount: Enter an amount to find all donations with this amount. You may also include a wildcard (*) to e.g. search for all donations with 15 Cents ("*.15").

Summarising donations

In some circumstances it can be appropriate to assign the donations which were created against one person to another person, e.g. if a couple marry and the administrator wants their dontations to be under one name in the future.

This may be done using "Merge donations" menu option. First select a person to which the donations are to be assigned. The people whose donations are being assigned may be selected from the selection box.

A person needs to have a donation against their name already to be able to have other peoples donations merged in this way.

Donation statistics

Statistics can be viewed for each year in which donations have been made. For each account by month the number of donations, and their total amount is displayed, with their yearly total. Also the total donations for all accounts are summarised on a monthly basis in a bar graph.

Export

The export function allows the donation data to be exported in various formats.

  • Total for each person
    The current donation list is written to an Excel file. The donations made for each donor for each account, and the number of donations in thedefined period are written. Also the address data for that donor are included in the file. This can be used for example to create a mail merge for acknowledgment letters.
  • Total for families
    Same as above (Total for each person) but donations from members of the same family are summed and outputted on one single row.
  • Total for couples
    Same as above (Total for each person) but donations from the same couple will be summed. Donations of children will be shown separately.
  • All filtered donations
    This writes all currently displayed donations to an Excel file - taking in account all applied filters.
  • Yearly statistics
    Generates an excel file showing almost the same table as displayed inside of kOOL, only without the number of donations for each account and month.

Settings

Settings for current user

  • Default view: Select the view you'd like to get to upon clicking "donations" in the main navigation.
  • List: Number of donations/accounts per page:
  • Show number of donations in statistics? Set this to yes to show the number of donations done for each month for the yearly statistics.
  • Export: Combine donations to different accounts? With this option the columns for each account in the export "Personal statistics by month" can be combined into one single column containing the sum of all donations unto all accounts.
  • Ask for date and amount when storing reoccurring donations? When entering a new recurring donation you may be asked the enter the date and amount. This may be useful to enter small changes compared to the previous donation.
  • Process donations by this date field: Select which date field is to be used for exports and filtering. Note that setting this to valuta date requires you to enter a separate valuta date for each donation.

Global settings

  • Apply this filter to the people select when adding new donations: Choose a filter preset if you want to limit the people select to the given addresses when adding donations.
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