Sometimes clients want to donate money to a charitable fund hosted by your practice. In Pulse, you can do this by invoicing a donation line item and applying a credit to a client account for the charitable fund. This article will show you how to accept donations, process deposits, and report on donation activity. 

Use the hyperlinks below to jump to specific sections of this article:

Setup

Create a Payment Type

1. Navigate to Menu > Settings > Billing > Payments > Add New Payment Option.
2. Create a payment type named Donation.
3. Set the Type as Other.
4. Check off the Exclude from Income Calculations on Sales Report box.

Create a Service Item

1. Navigate to Menu > Settings > Products and Services > Services > Add New Service.
2. Place the item in your preferred Category. 
3. Assign a Code value to the item like DONATE.
4. Assign a Name of the item like Donation.
5. Set the Cost and Price to $0.00.
6. Set Tax Level as None.
7. Turn ON the toggles for Show on Invoice and Allow Price Change at Checkout.
8. Turn OFF the toggles for Include in Provider Production and Allow Discount.

Create a Client Profile

To host credits received from donations, follow the steps to add a new client. Use a naming convention as follows:

First Name: Humane Last Name: Society

Other examples: 

• Angel Fund
• Serenity Fund
• 2023 Donations

A patient does not need to be created to accept deposits for donations. 

Use and Management

Processing / Accepting a Donation

When a client elects to donate money to the practice, the following steps should be taken:

1. From the Client Profile, click on the Quick Invoicing Icon to the left of the Client Name
2. Add the Donations treatment item under any patient listed. Click the item hyperlink to show the Item Details. 
3. Change the Price of the item to the intended donation amount. Click Save. 
4. Click Check Out. 
5. Follow the next steps in Applying Donations to Your Account. Failure to complete the next steps could result in donations not being available for use or reporting. 

Applying Donations to an Account

1. Use the Quick Search or Clients Search to access the Client Account you created for Donations to be stored in. 
2. Navigate to Account Balance > Make Deposit
3. In the Receipt Note or Client Note, enter Donation from: <Client Name>.
   
   • Tip: Entering this in the Receipt Notes will display as Payment Notes on printed or emailed Account Summary material. 
4. Enter the amount of the donation accepted. 
5. Choose the Payment Type Donation and click Process Payment.
6. After processing the payment, the amount will show as a Customer Credit under the client Account Balance.

Using Donations for Patient Care

To utilize the funds donated towards the care of a patient, follow these steps:

1. Navigate to the Client Account you created for Donations to be stored in
2. Under Account Balance click Make Deposit.
3. In the Receipt Note or Client Note, enter Funds used for <Client Name> and/or ID or <Patient Name> and/or ID.
4. Enter the amount to be used in a negative balance Example: (-50.00) 
5. Choose the Payment Type "Donation" and click Process Payment.
6. After processing the payment, the amount will be deducted from the Customer Credit.
7. Repeat the steps in Applying Donations to an Account to apply the credit to the intended client account.

Reporting

To review the total number of donations accepted, not including monetary totals, within a specific timeframe: 

• Navigate to Menu > Reports and run a Usage Report.
• Select the Date Range you would like to review. 
• Show Totals: Yes.
• Include items with zero usage: No.
• Show Transactions: No.
• Only Include Completed: Yes.
• Only Include Paid: Yes.
• Only Include Declined Items: No.
• Only Include Most Recent Visit: No.

• Leave Provider as --Not Specified--.
• Select the Donation service item (may be housed under "Procedures").
• Click Generate.

To review a list of Donors and monetary totals accepted within a specific timeframe:

• Navigate to Menu > Reports and run a Usage Report.
• Select the Date Range you would like to review. 
• Show Totals: Yes.
• Include items with zero usage: No.
• Show Transactions: Yes.
• Only Include Completed: Yes.
• Only Include Paid: Yes.
• Only Include Declined Items: No.
• Only Include Most Recent Visit: No.

• Leave Provider as --Not Specified--.
• Select the Donation service item (may be housed under "Procedures").
• Click Generate.

To review a full history of donations accepted: 

• Navigate to the Client Account created to host the donations. 
• Under Account Balance, select View History
• Within the History Filters, check the box to Include Income Payments Only, click Update View.

To track donations utilized toward patient care: 

• Navigate to Menu > Reports and run a Sales Report.
• Select the Date Range you would like to review. 
• Only check the boxes for Include Transaction List & Include Transaction Breakdown.
• Export to Excel, then filter by Payment Type to review all payments made using the Donation payment type.