Parent Donor Overview

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 6.00.00 and 6.00.14 are required for the functionality described in this document.

TABLE OF CONTENTS

• Overview
• Creating Parent Donors
• Donor List

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 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 Parent Donors

1. Parent Donors can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Parent Donor” in “Tell me what you want to do” then selecting “Parent Donor List” from the results in the Go to Pages and Tasks section OR by selecting the “Parent Donor List” menu action (if present) from your Role Center home page.

2. Select New to create a new parent donor. Parent Donors may be edited by highlighting a vendor in the List, and then selecting Manage à Edit.

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

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 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 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 displays 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, drill down on the field.

Blue Receipt (Ceres 6.00.14): If donations from this parent donor are Blue Receipted (as published by Feeding America) then toggle this on.

UNC Donor ID No (Ceres 6.00.14): If applicable, enter the assigned UNC Donor ID Number or select it from the lookup list. UNC Donor IDs are provided by Feeding America.

Donor List

1. For a list of all donors related to this parent donor, select Related à  Parent Donor à  Donor List.