20.2.5. Donations at Checkout Counter (or any financial screen)

There are three ways to take donations at the checkout counter.

• As an overpayment for services. This is the most common method.
  For example, a client chooses to donate an extra $10 above the cost of their services.
• As a Donated Admin Fee (DAF).
• As a combination of both an overpayment and a Donated Admin Fee.

Overpayment.

A common situation is when a client is paying for services and chooses to add a donation at checkout, such as giving an additional $10 beyond what is owed.

To process an overpayment donation:

1. Open Accounting.
2. Select Public Clients.
3. Select Apply Payment.
4. Select View Details for the appropriate appointment.
5. Check the boxes for the animals being paid for.
6. Select the payment method.
7. In the amount field, enter the total amount the client wishes to pay, including the donation.
   For example, if the balance due is $6.00 and the client wants to donate $10, enter $16.00.
8. When the overpayment options appear, select Apply toward a grant.
9. Select the appropriate grant pot to receive the donation.
10. Select Make Payment.

If Credit Card (POS) or Credit Card (E-Payment) is selected and your clinic is integrated, the card will be processed, funds will be deposited into your bank account, and the donation will be allocated to the selected grant pot.

Donated Admin Fee (DAF).

A Donated Admin Fee follows the same steps as an overpayment, with one additional option.

During payment entry, you will see a checkbox labeled
“I want to make a donation to cover the administrative fees. The donation amount will be $X.”

1. Ask the client if they would like to cover the administrative fee.
2. If they agree, leave the checkbox selected and proceed.
3. If they decline, uncheck the box.
4. Select Make Payment to complete the transaction.

The donation amount will be recorded separately as a Donated Admin Fee.