Difference between revisions of "Invoicing Donors"

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* Fill out a regular receipt for them, but do not include dollar amounts. ''(They aren't paying yet, and it will throw the till out of balance. This is their receipt for the gizmos donated, not the money.)''
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* Verify their contact (billing) information and agree on an amount that they will pay (minimum is the monitor fees).
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** Verify their contact (billing) information.
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** If contact person is not in the database, enter it into the database.
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** Make sure the donor approves of the amount being billed (i.e. required and/or suggested amounts).  
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* Fill out a regular receipt for them including the dollar amount.  
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* Print 2 copies of receipt. (It is important to finish the receipt so we have a receipt number and a date.)
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** Chose "invoice" under the payment method options in the database.
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** Give them a copy and say they'll be receiving an invoice.
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** Make sure the donor approves of the amount being billed (i.e. required and/or suggested amounts). You can do this by giving them a call if the person delivering the hardware does not know.
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** Hand write the amount to be billed on our copy of the receipt. Write the word '''INVOICE''' on it.  
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* Print the receipt and give to the donor.  
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* Put our copy of the receipt under till tray, so we will know to bill from it.
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** Show them that it is an official invoice (will be written next to receipt number).
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* To see what happens to our copy of the receipt, see [[Creating and Mailing Invoices]]
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** If the person making the drop off is not the donor (but instead is a courier), then mail the invoice to the donor.
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* The invoice will be tracked electronically by the Beancounters.  
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** There is no need to include a copy of the invoice when closing out the till; just make sure the donor receives it either via hand-delivery at the desk or via mail.
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[[Category: Procedures]]
 
[[Category: Procedures]]
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[[Category: Front Desk]]
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[[Category: Donation Desk]]

Latest revision as of 18:01, 8 July 2010

  • Verify their contact (billing) information and agree on an amount that they will pay (minimum is the monitor fees).
    • If contact person is not in the database, enter it into the database.
  • Fill out a regular receipt for them including the dollar amount.
    • Chose "invoice" under the payment method options in the database.
    • Make sure the donor approves of the amount being billed (i.e. required and/or suggested amounts). You can do this by giving them a call if the person delivering the hardware does not know.
  • Print the receipt and give to the donor.
    • Show them that it is an official invoice (will be written next to receipt number).
    • If the person making the drop off is not the donor (but instead is a courier), then mail the invoice to the donor.
  • The invoice will be tracked electronically by the Beancounters.
    • There is no need to include a copy of the invoice when closing out the till; just make sure the donor receives it either via hand-delivery at the desk or via mail.
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