Donor Overview

Purpose of this document

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

Ceres Object release 6.00.00 is required for the functionality described in this document.

TABLE OF CONTENTS

• Overview
• Creating Donors
• Using the Copy Feature to setup new Donors

Overview

Food banks receive products from various donors throughout the year and need an accurate method of tracking receipts from each donor. Many of the donors are retail chain grocery 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 and 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 set up 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 Donors

1. The Donor Card can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “donors” in “Tell me what you want to do” then selecting “Donors” from the results in the Go to Pages and Tasks section OR by selecting the “Donors” menu action (if present) from your Role Center home page. The List provides a quick glance of the donor information including the default location.

2. Click New to create a new donor. Donors may be edited by highlighting a donor in the List, then selecting Manage à Edit.

3. The Donor Card will display. Fill in the fields on the General FastTab as needed.

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

Parent Donor No.: If applicable, enter the Parent Donor No. or use the lookup to select the Parent Donor No. from the Parent Donor List.

Name: This field provides the main name of the donor. Up to 50 characters can be added here, using any type of text or numbers. The contents of the Name field are typically printed on invoices and similar documents. Therefore, enter the name as you want it to appear.

Name 2: An extension of the Name field. 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 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 set up using the Supplement Address functionality. A Supplemental Addresses FactBox is displayed to the right of the Card. This FactBox provides a link to any Supplemental Addresses that have been set up for this donor See the Supplemental Address documentation for more information.

Address 2: An extension of the donor’s address, such as a suite number or building number. Up to 50 characters can be added here, using any type of text or numbers. Enter it as you want it to appear in printed documents.

City: Enter the city of the 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 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 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: Select the Country Code from the lookup list, primarily used to determine the address formatting on documents applicable for the selected Country. In addition, this field can be sorted on or filtered in various lists to view or select donors for a specific Country.

UNC Donor ID No.: If applicable, enter the assigned UNC Donor ID Number or select it from the lookup list. UNC Donor IDs provided by Feeding America.

Responsible Person Code: Enter the code for the person responsible for this donor by entering the Code or selecting from the lookup list.

FBC Fields: The fields that start with FBC are Food Bank Code fields. The fields are the Food Bank equivalent of the UNC fields. The FBC fields are linked to the pre-defined UNC fields.

Fund No.: If applicable, enter the Fund No. or select it from the lookup list, for the default Fund from which payments to this Donor will be made.

Blue Receipt: If donations from this donor are Blue Receipted (as published by Feeding America) then toggle this on.

Food Drive Donor: Toggle on to designate that this is a food drive donor. Once on, this donor will no longer appear in the Donor List but will appear in the Food Drive Donor List. See the Food Drive Enhancement Procedure Document for more information.

Date Donor Added: This field can be filled in by the user indicating when the donor record was added to Ceres.

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

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

Blocked: The blocked field is used to designate which transactions are allowed for this agency. Allowable choices are:

<Blank> - Any transaction is allowed for this donor.

Payment - Does not apply to donors.

All - No transaction is allowed for this donor.

Dormant: Toggle on to designate that this donor is dormant. Marking this field automatically sets the filter value to Yes and excludes this record from displaying on the List.

4. Move to the Address & Contact FastTab and fill in the fields as needed.

Address Information: The previously entered address information from the General FastTab will also be displayed here.

Contact: Enter the primary contact of the donor.

Phone No.: Enter the primary phone number for this donor. If entered on the General FastTab, the same number will be entered here and vice versa.

Phone Ext. No: Enter the phone extension for the phone number above. If entered on the General FastTab, the same number will be entered here and vice versa.

Fax No.: Enter the fax number for this donor. The field is 30 characters in length.

E-Mail: Enter the e-mail address for this donor. Up to 80 characters can be added here, using any type of text or numbers, in a standard e-mail address format.

Home Page: Enter the Internet home page for this donor. Up to 80 characters can be added here, using any type of text or numbers.

5. Move to the Invoicing FastTab and fill in the fields as needed.

Last Invoice Date: This field auto-populates when the first order for this donor is posted.

Gen. Bus. Posting Group: This field can be left blank or filled in with the appropriate selection, depending on the objectives of the individual food bank. Please press F1 for more information on these fields.

Donor Posting Group: This field is typically used by most food banks to differentiate between vendors and donors. This selection will determine which payable account will be used in posting transactions for this donor.

Send to Parent Mailing Address: If this field is toggled on and if a Supplemental Mailing Address is set up for the parent donor, the Supplemental Mailing Address of the Parent Donor will flow to the General FastTab of the donation order. Refer to the Supplemental Address Procedure Document for more information.

Send to Parent Statement Address: If this field is toggled on and if a Supplemental Mailing Address is set up for the parent donor, the Supplemental Statement Address of the parent donor will flow to the General FastTab of the donation order. See the Supplemental Address Procedure Document for more information.

Receipt Delivery Email: Fill in recipient email address to send Invoices based on the Receipt Email Option selection below.

Receipt Delivery Email 2: Fill in recipient email address to cc invoices based on the Receipt Email Option selection below.

Receipt Email Option:  Select one of the options below.

Blank – No Donation receipt emails will be sent.

On Post only – Donation receipt emails will be sent if Post is selected when posting the document.

On Post and Print only – Donation receipt emails will be sent if Post and Print is selected when posting the document.

Batch Posting - Donation receipt emails will be sent if Post Batch is selected when posting the document.

All Posting - Donation receipt emails will be sent if either Post or Post and Print or Batch Posting is selected when posting the document.

Manual – with warning on post - Donation receipt emails will be sent if Actions à Functions à Send Order Confirmation is selected from a Donation Order or if Actions à Functions à Send Receipt is selected from a posted donation receipt. A warning will display if the Order Confirmation was previously sent (see Receipt Email Sent on the Shipping FastTab of a donation order).

Document Sending Profile: Select from the drop-down list of user defined Codes based on how you want to send documents to this donor. Examples are.

To set up new Profiles, click on New at the bottom of the window and then select Enter a Code and a Description. Click on Default if the newly created Profile is the default. In the Print, Email, Disk, and Electronic Document No fields select one of the options from the drop-down list.

Below is an example of how the Email Document Sending Profiles should be setup to work in conjunction with the base Ceres emailing of agency and donor documents functionality. Refer to the Agency and Donor Document Emailing Procedure Document for more details.

6. Move to the Receiving FastTab and fill in the field as needed.

Location: Select a location if product from this donor is generally received at the same location.

Shipment Method Code: In this field, you can select a code for the method that you want the donor to use when shipping items to you. Once you have entered the code here, when you print donation orders to send to this donor, the program will suggest the chosen shipment method as a default.

Shipping Agent Code: If the donor typically ships the donation to the Food Bank, you can enter the shipping agent that the donor normally uses for your donation orders. You can enter a maximum of 20 characters, both numbers and letters.

Lead Time Calculation: In this field, you can enter a date formula for the amount of time that it generally takes to replenish this item. The system uses this field to calculate the date fields on order and order proposal lines.

On the donation order line, the Order Date + Lead Time Calculation = Planned Receipt Date. If you have not entered a lead time calculation on the Item cards, the program will use this field to calculate the lead time on donation orders for this donor.

Roadnet Location Type: This field is used with Roadnet to identify the type of location this entity is. Select a valid entry the available choices.

Order Handling Group Code: In this field, you can enter the default order handling group code which is associated with donation orders from this Donor. Note, this field does not send to Roadnet in the export files. This field is available as a filter and an optional export field with the Appian export.

Order Routing Group Code: In this field, you can enter the default order routing group code that is associated with donation orders from this donor. Note, this field does not send to Roadnet in the export files. This field is available as a filter and an optional export field with the Appian export.

Special Instructions: Enter and special instructions required for this donor pertaining to receiving. This can be used for directions, hours of pickup, etc.

Using the Copy Feature to setup new Donors

Donors can also be setup by using the copy functionality if the donor that you are setting up has numerous field values in common with another donor in the system. The field values of the selected donor will be copied to the new donor that the user is currently setting up. The User can then edit the fields on the new donor as needed. To use this functionality, follow the steps outlined below.

1. From the Donor Card, click New on the menu to create a new Donor Card.

2. If Manual Nos. are used, enter the donor number or tab through the No. field if you have assigned a document number series for donors.

3. From the menu Select Process à Copy Data From.

4. Select the donor you would like to copy from in the Donor List and double click on the number.

5. Make the necessary changes to the applicable fields.