Food Drive Overview (v5.0)

Modified on Wed, 20 Sep, 2023 at 9:27 AM

Purpose of this document

This document illustrates how to setup, manage and track food drives conducted by the food bank in Ceres. There is a supplemental document covering Food Drive Enhancements as well.

Ceres Object release 5.00.00 is required for the functionality described in this document.

Table of Contents

Overview
Creating Food Drives
Food Drive Contacts
Food Drive Donors
Donation Orders associated with a Food Drive
Printing Food Drive Statements
Closing a Food Drive
Re-opening a Food Drive
Entering Cash Donated to Food Drives
Related Topics

Overview

The food drive process provides the user with the tools necessary to setup, manage and track food and fund drives conducted by the food bank. It allows for the tracking of both monetary donations through cash receipts journals, deposits and product donations through the donation order process. Food drive contacts and food drive donor information assists the user in coordinating food drive tasks. Food Drive Statements provide the needed information to track the metrics of the food drive.

Creating Food Drives

1. To access Food Drives, go to Departments à Donation à Planning à Food Drives.

2. A List of foods drives that have been setup in Ceres will display.

3. Select Home à New to create a new food drive. Select Home à Manage à Edit to edit a food drive.

4. From the Food Drive Card, update the fields on the General FastTab as needed.

No.: This is the main identifier for the food drive, which can be entered as any combination of text and numbers. Ceres can be set up to automatically number each Food Drive Card for you, or you can enter the number manually.

Title: Enter a descriptive title of the food drive. Many food drives are annual so it might be helpful to enter a time period as part of title (For example: Spectrum 2020 or USPS Spring 2020).

Name: Enter a name associated with the food drive. This field needs to be filled in for the Name to display on the food drive list.

Start Date: Here you can enter the starting date of the food drive.

End Date: Here you can enter the ending date of the food drive.

Donation Amount: This field displays, in $, the total received in donations posted to this food drive. Double click on the field to see the entries that make up the amount shown.

Gross Weight Received: This field displays in pounds the total received in donated product on posted donation order to this food drive. Double click on the weight to see the entries that make up the amount shown.

5. Move to the Address & Contact FastTab and update the fields as needed.

Address: Enter the street address or the mailing address of the food drive. If the food drive consists of multiple sites it is suggested that you enter the address for the main location on the General Tab.

Address 2: An extension of the Address field. Up to 50 characters can be added here, using any type of text or numbers.

City: Enter the city where the food drive is located.

Note: If you fill in the City field before the ZIP Code field, and if the city is linked to a single ZIP code in the ZIP Code table, the program fills in the ZIP Code field automatically. If there is more than one ZIP code linked to the city in the City field, the program displays a list of ZIP codes for you to choose from. If the city is not set up in the ZIP Code table, you must enter the ZIP code manually.

State: Enter the state where the food drive is located.

Zip Code: Enter the zip code for this food drive.

Note: If you fill in the zip code field with a zip code that is linked to a single city in the zip code table, Ceres will fill in the city field automatically. If there is more than one city linked to the zip code, Ceres displays a list of the relevant cities for you to choose from. If the zip code is not set up in the zip code table, you must enter the city manually.

Country Code: Select the Country Code from the lookup list, primarily used to determine the address formatting on documents applicable for the selected Country.

Phone No.: Enter the primary phone number for this food drive. The field is 30 characters in length. A consistent format when entering the number, such as: (123) 456-7890, is recommended.

Fax No.: Enter the fax number for this food drive. The field is 30 characters in length. A consistent format when entering the number, such as: (123) 456-7890.

E-Mail: Enter the primary contact’s e-mail address for this food drive. You can enter a maximum of 80 characters, both numbers and letters.

Home Page: Enter the home page address for this Food Drive. You can enter a maximum of 80 characters, both numbers and letters.

6. Move to the Shipping FastTab and update the fields as needed.

Location Code: Enter the Location where the food drive product will be received.

Drop Off Date: Enter the date the product is scheduled to be dropped off or picked up for this food drive.

Drop Instructions: Use this field to describe detailed instructions regarding the delivery of the food drive product to the food bank.

Assessment of Schedule: Use this field to describe the scheduling for delivery and pickup of product, any difficulties getting materials to the locations, and back with full barrels, etc.

Materials: Use this field to describe the materials needed at the locations, including barrels, posters, flyers, etc.

Food Drive Contacts

1. To setup contacts for a food drive, select Navigate à Food Drive à Contacts. On the Food Drive Contacts

Page, you may enter as many contacts as necessary.

2. To add a new contact, Select Home à New.

3. Enter the Contact Name, E-Mail address, Phone No., Job Title. If this contact is the primary contact for the

food drive, check the Primary Contact field.

Food Drive Donors

1. To setup or link donors to a food drive, select Navigate à Food Drive à Donor. On the Food Drive Donors

Page, you may enter as many donors as necessary.

2. Select Home à New to add a donor.

3. Enter the Donor No. or do a lookup and select from the list of donors. The Parent Donor No. will fill in

automatically if the donor is assigned to a parent donor.

Create Food Drive Donor List

1. You have the option to create the Donor list automatically from posted donation orders. This option, if used,

will delete any donors currently assigned to the food drive and replace them with the donors from all posted

donation orders associated with the food drive. To use this function, select Actions à Functions à Create

Donor List.

2. Ceres will prompt the user with the following message. Select Yes to create the Donor List. Selecting No will

cancel the process and the Donor List assigned to the food drive will remain unchanged.

Donation Orders associated with a Food Drive

1. To access donation orders associated with the food drive select Navigate à Donation / Food Drive

Donation à Orders, Posted Orders, Food Drive Orders, or Food Drive Posted Orders.

Note: Only posted orders are shown in food drive statements, and the Gross Weight Received field on the Food Drive Card.

Printing Food Drive Statements

1. To access Food Drive Statements, select Report à General à Statement.

2. On the Food Drive Tab, set a Food Drive No. filter. On the Item Ledger Entry Tab, enter a date range in the

Posting Date field. Other filters can be set based on how you want to run the report.

3. Click Preview to preview the report or Print to print a hard copy. Below is an example of a Food Drive

Statement.

Closing a Food Drive

1. At the completion of the food drive you may close it. Closing the food drive will not prevent you from

posting additional monetary contributions or posting donor orders to the food drive. The close process will

flag the food drive as closed and it will no longer appear on the Food Drive List. To close a food drive, select

Actions à Functions à Close.

2. If this food drive is associated with un-posted Cash Receipt or Deposit Lines, they must be posted or deleted

before you can close a Food Drive. If not, the below message will display.

3. A message will display will letting you know the food drive has been closed.

Re-opening a Food Drive

1. Once a food drive has been closed you can reopen it. To reopen a food drive, select

Departments à Donation à Archive à History à Closed Food Drives.

2. Select the food drive you want to reopen.

3. On the Closed Food Drive Card, select Actions à Functions à Reopen.

4. A message will display letting you know the food drive has been reopened.

Entering Cash Donated to Food Drives

Food banks regularly receive cash donations during food drives in addition to donated products. Ceres has the ability to record cash donations related to a food drive. Cash Receipts and Deposit procedure documentation is available. How to record cash donations for food drives is outlined below.

Using the Cash Receipt Journal for Food Drive Cash Donations

1. Enter the cash receipt line as you normally would. In the Food Drive No. field select the food drive the cash

donation is associated with.

2. In the Amount field, enter the cash donation received.

3. Post the Cash Receipt Journal. Once the Journal is posted, the Donation Amount field on the Food Drive

Card will be updated with the amount of the cash donation.

Using Deposits for Food Drive Cash Donations

1. Enter the deposit line as you normally would. In the Food Drive No. field select the food drive the cash