Setting up and editing PAC or Monthly donors
A PAC (or pre-authorized cheque) donation is one that is automatically debited from a donor's bank account each month. A donor can have multiple PAC or monthly donations simultaneously.
To create a new PAC donation:
Click the "Enter donations" button on the Green Screen and click "Bypass" in the batch set-up window.
This will bring you to the donation entry screen.
Next, select the donor who for whom you are adding a PAC gift, and click the PAC button.
This opens the PAC set up window. In this example, you can see that the donor already has a PAC set up.
To set up a new PAC donation:
Click "New"
The information you need to include is:
- Amount and frequency of the donation, such as $10 monthly
- The total number of withdrawals the donor has approved. If this is an ongoing monthly gift rather than a pledge for a set period of time, leave the "No. of withdrawals" at 999 (which would be 19 years of weekly donations!)
- Note that a pledge is set up in the same way as a PAC donation. The difference is that a pledge has a specified number of donations and a PAC donation is open-ended.
- Specify the date that the withdrawals can begin and the date on which the withdrawal should occur each month.
- The date for withdrawals to begin should match the next processing date for the batch. For example, if you process monthly donations on the 15th of each month and it's the 21st of the month, set the date for withdrawals to begin as the 15th of the next month.
- Unless you have a significant number of monthly PAC donors, it makes sense to process your PAC batches once or twice a month, ie the 1st, 15th, or the 30th of the month.
- Set the motivations code, payment method, etc. and indicate the appropriate reply code and whether the donation is eligible for a charitable receipt.
Setting up the Payment Method:
Once you have selected the payment method, ie VISA or debit from the donor's bank account, fields become available to provide details. In our example, the payment method selected is VISA. The fields to capture the credit card number, expiry, etc. are available at the bottom of the window.
At the bottom of the screen, you can add any notes about the donation, and click OK to save the PAC donation to the donor's record.
To change the status of the PAC gift:
- If the donor no longer wants to make monthly contributions, you would click "Deactivate."
- Clicking "Reactivate" would make a deactivated PAC gift active again.
- If the donor wants to change their gift, for example, the date of withdrawal or amount, you would click "Modify."
- If a donor needs to stop a PAC donation for a short period of time, you can click "Suspend." This excludes the PAC gift from processing but identifies that the donor intends to eventually restart their giving.
For more information about how to set up Silent Partner to create files for your bank to process your PAC donations, see this article.
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