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Recording an Offline GiftIABLES

FundiFI = Brand name shown to the user (e.g. “AdminiFI”, “FundiFI”, “FaithForward”)
Fundraising = Friendly name of this module (default: “Fundraising”)
Gift = Preferred term for a gift (e.g. “Donation”, “Gift”)
Gifts = Plural version of Gift
Supporters = Plural version of “Donor” (e.g. “Supporters”)
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Recording an Offline Gift

Overview​

Capture cash and check Gifts so your campaign totals and accounting stay accurate. Offline Gifts are logged from the Campaign Detail page and immediately update progress without charging a card.

Time to complete: 60–90 seconds
Difficulty: Beginner
Prerequisites: A published Campaign and either an existing Supporters record or the donor’s contact details

Quick Start​

Method 1: AI Assistant (Fastest)​

  1. Press Ctrl + K or click the ✨ icon.
  2. Type something like:

    “Record a $50 cash Gift from Jane Doe to Small Delights today.”

  3. The Assistant validates the donor, fills in the form, and logs the gift.
  4. You’ll see the campaign progress and supporter count update in real time.

Method 2: Manual Entry (On the Campaign Page)​

  1. Navigate to Fundraising → Campaigns → Small Delights (or any campaign).
  2. Locate the Record Gift panel on the right.
  3. Donation Amount – enter the gross amount of the gift.
  4. Payment Method – pick Cash, Check, or Other.
  5. Donor Information
    • Existing Member tab: start typing the donor’s name or email and select the match.
    • New Member tab: enter at least First Name, Last Name, and Email.
  6. Click Record Gift.
  7. The page refreshes, showing updated totals and the new gift in the transaction log.

📝 Note: Offline Gifts inherit the Fund and GL Account linked to the campaign, so no extra mapping is required.

Field Guide​

FieldDescriptionTips
Donation AmountGross value of the giftRespect campaign min/max limits displayed in the header
Payment MethodCash, Check, OtherUse Other for wires, stock gifts, etc.
Donor Search / New MemberAttach the gift to an existing contact or create a new oneAccurate donor matching prevents duplicates

Best Practices​

✅ Do This​

  • Verify physical funds (cash counted, check scanned) before recording.
  • Capture full check number or reference ID in the donation notes field for audit trail.
  • Send a personal thank‑you or receipt within 48 hours—even if automated receipts are configured.

❌ Avoid This​

  • Back‑dating gifts to prior fiscal years without checking with accounting.
  • Selecting Cash when the gift actually came via PayPal or another processor—log those as Other if imported data isn’t available.

Troubleshooting​

IssueResolution
Button greyed outEnsure all required fields are filled and a donor is selected.
Duplicate donorMerge records under People → Merge Contacts or instruct the Assistant: “Merge Jane Doe with Jane A. Doe.”
Wrong campaign totalsConfirm the gift wasn’t mistakenly assigned to another campaign; edit or delete as needed.

After You Record the Gift​

  1. Deposit funds following your internal cash‑handling policy.
  2. Attach files (check scans, deposit slips) via the Gift detail view if required by auditors.
  3. Follow up – stewardship call, handwritten note, or automated workflow.
  4. Reconcile – the Gift will appear in accounting exports and syncs.

Need Help?​

  • Chat with the Assistant: “How do I edit an offline Gift?”
  • Email Support: support@FundiFI.app