How to enter an offline donation to your auction

Oftentimes you may want donations collected outside of Handbid to be reflected in the goal thermometer or Handbid TV. This article explains how to add a general donation called “Offline Donations”. 

 

Step 1: Create a Bidder 

Click “Add Bidder Icon”. Create a fake bidder call “Offline Donations” with a fake email (suggestion: donations@{yourorg}.com

See also: How to Create or Add Bidder (handbid.com) 

Handbid best practice: Encourage and enable your donors to register themselves for your event even if they are not attending and just wish to donate. Click here for a step-by-step article on how bidders can register themselves. This will also provide them with a tax-compliant receipt for their donation.

Step 2: Create an Offline Donation Appeal Item

Click the “Gift Box” and create an appeal item in the amount of the total offline donation. Hide the donation amount so it does not appear to your bidders. Be sure the item is OPEN.

See also: Add an Appeal Item (Direct Donation) (handbid.com)

Step 3: Add the Offline Donation Appeal Item to the Bidder Invoice

Go to the Offline Donation Item - Click the Dollar Icon - Add the donation to the “Offline Donation” Bidder Invoice. 

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Once these steps are completed, the thermometers and totals will update to reflect the offline donation. You may choose to pay the invoice of the fake bidder offline donation for reconciliation.

See also: Using the Mass Appeal tool (video) (handbid.com)

Step 4 : Paying the invoice

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1. Go to your Invoices/receipts dropdown on the left side of your manager site. 

2. Select either all or unpaid invoices and search for the user to whom you added the donation to their invoice. 

3. Click into their name. 

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1. Click Pay Now

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From there, an option on the right side will mark this invoice as PAID. This will not charge a card on file. 

When you process their payment (in this example, it is by check), the invoice will become a receipt, and if you have the check box "email receipt upon payment" checked they will be emailed a receipt. Make sure the donor has a real email.