Understanding System Gift Fields
Gift records in DonorDock include standard system fields for storing information about individual donations and transactions. These fields help your organization consistently track how a gift was received, how much was given, how it should be designated, and other transaction details.
Not every organization tracks the same gift information. If you need to store information about a gift that does not fit into one of DonorDock's standard gift fields, you can create Gift Custom Fields and/or Gift Tags to capture additional information specific to your organization's needs.
Below is an overview of the standard gift fields available in DonorDock and how each field is used.
Gift Record Information
Gift Field | Description / Usage |
|---|---|
Gift Batch | Identifies the Gift Batch associated with the gift. When Gift Batches are enabled, the current batch appears at the top of the Add or Edit Gift panel. You can select a different open batch or close the current batch from this area. This field is only available when your organization is using Gift Batches. |
Gift Type | Identifies the type of gift being recorded. Available options are Donation, Membership, Event Ticket, and Grant. Gift Types are system-defined and cannot be customized. |
Gift Status | Identifies the gift's current status. Available statuses are Received, Canceled, Processing, and Pledged. |
Gift Date | The date associated with the gift. |
Deposit Date | The date the gift was deposited. |
💡 Gifts received through Online Giving using ACH may initially have a status of Processing. The status updates to Received after the transaction completes successfully.
Giver Details
The Giver Visibility field identifies whether the donor is known and how their identity should be treated. Only one Giver Visibility option can be selected for a gift.
Giver Visibility | Description / Usage |
Giver is Known | The most common option. The gift is associated with a known contact and the contact's Display Name is shown on the gift. |
Treat as Anonymous | The gift remains associated with the known contact, but the gift is marked to indicate that the donor has requested to be treated anonymously. The Treat as Anonymous field is available in Gift Reports and displays True or False. |
Truly Anonymous | Use this when the donor's identity is genuinely unknown. The gift is assigned to DonorDock's system Anonymous contact record. |
When Giver is Known or Treat as Anonymous is selected, the Contact field identifies the contact associated with the gift.
Gift Field | Description / Usage |
Contact | The contact associated with the gift. When creating a gift, search by Display Name to select the appropriate contact. When editing an existing gift, you can remove the current contact by clicking the X next to the contact's name, search for a different contact, and save the gift to reassign it. |
Gift Amounts
DonorDock provides several amount fields for tracking the financial details of a gift.
Gift Field | Description / Usage |
Received Amount | The total amount contributed by the donor. |
Fee Amount | The amount of any payment processing fee associated with the gift. |
Non-Deductible Amount | The portion of the gift that should not be considered tax deductible. |
Soft Credit Amount | An amount used to provide recognition for a gift without changing the donor associated with the primary gift. |
Tax-Deductible Amount | The portion of the gift considered tax deductible. This field is calculated automatically as Received Amount minus Non-Deductible Amount and cannot be edited directly. |
Net Amount | The amount remaining after applicable fees. This field is calculated automatically as Received Amount minus Fee Amount and cannot be edited directly. |
💡 Net Amount and Tax-Deductible Amount are calculated automatically and cannot be entered or edited directly. If either calculated amount is incorrect, update the underlying Received Amount, Fee Amount, or Non-Deductible Amount instead.
Payment Information
Gift Field | Description / Usage |
Payment Type | Identifies how the gift was received, such as Check, Cash, Credit Card, ACH, Stock, or another available Payment Type. Administrators can also create custom Payment Types for their organization. |
Donor Covered Fees | True/False field identifying whether the donor elected to cover payment processing fees. For gifts received through a DonorDock Online Giving Page, this field is automatically set when the donor chooses to cover fees. |
Check Date | Stores the date associated with a check payment, when applicable. |
Payment ID | Stores an identifier associated with the payment. The friendly label displayed on the gift may change depending on the Payment Type. For example, a Check gift displays this field as Check Number, while a Credit Card gift displays it as Transaction ID. |
Tracking Code | Stores an additional tracking code associated with the transaction. |
Payment Note | Free-text field for recording additional payment or transaction details. |
Although the label displayed on the gift can vary by Payment Type, the underlying system field is always Payment ID.
This means:
Gift Reports display the field as Payment ID.
Transactional Templates use the merge tag Gift Payment ID.
The corresponding merge tag is
{{gift.payment_id}}.
Recurring Gift Information
A manually entered gift can be identified as being part of a recurring series.
Gift Field | Description / Usage |
Recurring Gift | Indicates whether the gift is part of a recurring series. |
Recurrence Frequency | When Recurring Gift is enabled, identifies the frequency associated with the recurring series. Available frequencies include Weekly, Semi-Monthly, Monthly, Quarterly, Semi-Annually, and Annually. |
Marking a gift as recurring records information about that individual gift. It does not create or modify a payment processor subscription on its own.
Tribute and Memorial Information
Selecting the checkbox for "This gift is a memorial or honorarium" exposes additional fields for tracking tribute information.
Gift Field | Description / Usage |
Tribute Type | Identifies whether the gift is an Honor or Memorial gift. |
Tribute Message | Stores additional information or a message associated with the tribute. |
Honoree Name | Name of the person being honored or remembered. |
Dedication Contact Name | Name of the person who may be notified about the tribute. |
Dedication Email | Email address for the Dedication Contact. |
Dedication Address | Street address for the Dedication Contact. |
Dedication City | City for the Dedication Contact. |
Dedication State/Province | State or province for the Dedication Contact. |
Dedication Postal Code | ZIP or postal code for the Dedication Contact. |
Dedication Country | Country for the Dedication Contact. |
💡 Tribute information is stored on the gift and is informational only. Creating a tribute gift does not notify the Dedication Contact. Sending a receipt on the gift only goes to the donor who made the gift.
Gift Designations
Gift Designations allow you to track how the donation was generated, what it supported, and where it should be directed.
Gift Field | Description / Usage |
Campaign | Identifies what your organization is raising money for. |
Appeal | Identifies how your organization solicited the gift. |
Fund | Identifies where the donation is intended to be used. |
Giving Page | Identifies the DonorDock Online Giving Page associated with the gift. Gifts received through a Giving Page populate this field automatically, but you can also select it manually when creating or editing a gift. |
Receipt and Pledge Reminder Status
Gift records display whether a receipt or pledge reminder has been sent using a Transactional Template. The label displayed depends on the status of the gift.
Field | Description / Usage |
Receipt Sent | Displayed for received gifts. Shows Yes or No based on whether the gift has been marked as having a receipt sent. |
Reminder Sent | Displayed for gifts in Pledged status. Shows Yes or No based on whether a pledge reminder has been marked as sent. |
Transactional Templates can control these fields. When editing a Transactional Template, select Set Email Options and use the available settings to determine whether sending that template should mark a gift receipt or pledge reminder as sent. These fields are displayed on the Gift Overview and are not entered as part of the standard Add or Edit Gift form.
Gift Identifiers
DonorDock maintains several different identifiers that may appear on or relate to a gift record.
Gift Field | Description / Usage |
Reference Number | A unique, system-generated reference number assigned to every gift created in DonorDock. This number cannot be edited. |
Gift ID | The unique system identifier for the gift. Gift IDs are used for tasks such as matching and bulk updating gift records through imports. |
Integration ID | Stores an external identifying value that was imported with the gift for matching or linking purposes. |
A Gift ID is a longer unique identifier similar to:
e5b18e67-55a5-43ef-be28-85c87b8c1324
The Gift ID is available in Gift Reports and exports. You can also find it in the URL when viewing a Gift Overview page. For example:
https://examplenonprofit.donordock.com/gifts/e5b18e67-55a5-43ef-be28-85c87b8c1324
In this example, the Gift ID is:
e5b18e67-55a5-43ef-be28-85c87b8c1324
💡 Reference Number and Gift ID are different fields. The Reference Number is a shorter system-generated identifier displayed on the gift, while the Gift ID is the unique system identifier used for reporting, exports, imports, and other data operations.
Gift Source and Record History
Some gift fields are created and maintained automatically by DonorDock and cannot be manually set.
Gift Field | Description / Usage |
Source | Identifies the source that created the gift, such as an integration or connected platform. Examples may include OneCause, Zapier, or GoFundMe Pro. This field is automatically generated and cannot be manually set. |
Created By | Displays the DonorDock team member who created the gift. |
Created On | Displays the date the gift record was created. |
Last Modified By | Displays the team member who most recently edited the gift. |
Last Modified On | Displays the date the gift was most recently edited. |
Donor Comments
When a gift is received through a DonorDock Online Giving Page, the donor may have the option to leave a comment with their donation.
If a donor submits a comment, a Donor Comment section appears on the Gift Overview above the Payment Note.
The donor's comment:
Is stored with the gift.
Is available as a column in Gift Reports.
Cannot be edited by a DonorDock team member.
If the donor did not leave a comment, this section is automatically hidden from the Gift Overview.
Pledge Information
A gift can be associated with a parent Pledge.
The Pledge section on the Gift Overview displays the Pledge currently associated with the gift. If the gift is not connected to a Pledge, you can connect it to an existing parent Pledge.
A gift can be associated with one Pledge at a time.
When connected to a Pledge, the amount received for the gift contributes toward the amount received and remaining balance of that Pledge.
Linked Gifts
The Linked Gifts section identifies related gift records, such as gifts connected through soft credits or matching gifts.
From the Gift Overview, select + Linked Gift to:
Create a new Soft Credit gift linked to the current gift.
Create a new Matching gift linked to the current gift.
Connect an existing Soft Credit gift.
Connect an existing Matching gift.
Linked Gifts allow related transactions to remain separate gift records while maintaining a connection between them.
Gift Notes and Documents
The Gift Overview includes a Notes area for storing internal information related to the gift.
To add a note, enter the information in the Notes text box and select the option to add the new note.
Gift Notes are available when viewing the individual gift but are not available as reportable Gift fields.
Documents can also be attached directly to a gift using the Upload Documents option available with the Notes section.
Gift Activity Timeline
The right side of the Gift Overview displays a timeline of activities associated with the gift.
This may include activities such as a receipt sent for the donation.
Selecting an activity from the timeline opens the corresponding Activity Details page, where you can review additional information about that activity.
Gift Custom Fields
Gift Custom Fields allow your organization to capture additional information about an individual gift when the information you need does not fit into one of DonorDock's standard system fields.
Examples may include:
Event table assignment
Auction item information
Sponsorship benefits
Payment references
Internal tracking codes
Gift Custom Field responses are stored directly on the individual gift record.
When viewing a gift, Custom Field responses appear on the left side of the Gift Overview near the Payment Note field.
Whenever possible, use an existing DonorDock system field when the information fits its intended purpose. This helps keep your gift data consistent and ensures the information is available to system features that rely on those fields.
Use Gift Custom Fields when the information you need to track is specific to the transaction and does not have an appropriate standard Gift field.
💡 If the information should remain associated with the donor rather than a particular transaction, consider using a Contact Custom Field instead.