Purpose of this document

This document discusses the setup of the Parent Donor Cards for all types of product donors. Typically, food banks do not establish a parent donor or donor records in Ceres for financial donors. Food drives and food drive donors are a subset of product donors and are discussed in a separate document.

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

• Overview
• Creating Parent Donors
• Donor List
• Related Topics

Overview

Food banks receive product from various donors throughout the year and need an accurate method of tracking receipts from each donor.  Many of the donors are retail chain stores where there is a regional or corporate office that the individual stores report to. In these instances, food banks need to track receipts for each store yet report the receipts in aggregate to the regional or corporate office.  To accomplish this, a parent donor / donor structure was created.  The individual chain store would be setup as a donor and the regional office as the parent donor.  The donor can be linked to the parent donor for tracking and reporting purposes.

Creating Parent Donors

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

Name:  Enter the name of the Parent Donor.  Up to 50 characters can be added here, using any type of text or numbers.  Therefore, enter the name as you want it to appear on documents.  

Name 2:  An extension of the parent donor’s name.  This field can be used for names longer than 50 characters.  This field is also 50 characters in length.

Address:  This field would typically be the street number and street name of the parent donor.  Up to 50 characters can be added here, using any type of text or numbers.   The contents of the Address field are often used when you print something, so enter it as you want it to appear.

Additional addresses, phone numbers, and contact information can be setup using the Supplement Address functionality.   A Supplemental Addresses FactBox displays to the right of the Card.  This FactBox provides a link to any Supplemental Addresses that have been setup for this parent donor.  See the Supplemental Address documentation for more information.

Address 2:  An extension of the parent donor’s address, such as a suite number or a building number.  This field is also 50 characters in length.

City:  Enter the city of the parent donor.   Up to 30 characters can be added here, using any type of text or numbers.  Enter it as you want it to appear in printed documents.

State:  Enter the state of the parent donor.   Up to 30 characters can be added here, using any type of text or numbers.  Enter it as you want it to appear in printed documents.

Zip Code:  Enter the zip code of the parent donor.   

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/Region Code:  Enter the country or region where the parent donor is located.  This field is optional. 

Last Date Modified:  This field is maintained by Ceres and displays the date the parent donor was last modified.

Last Modified By:  This field is maintained by Ceres and display the login identification of the user that last modified the parent donor.

Gross Weight:  This field displays, in pounds, the parent donor’s total weight received. This is the total for all donors linked to this parent donor.  Ceres automatically calculates and updates the contents of the field using the entries in the Ext. Gross Weight field in the Item Ledger Entries. To see the entries that make up the amount shown, drilldown on the field

Donor List

Related Topics

Donor Overview