Donations is a Smart Ops feature that allows Users to track and debit any Donated Items to an account specifically for Donations. 


Tracking Donations helps Restaurants to document food and product donations so that Purchased Items and Recipes can be more accurately tracked across all Restaurant Locations. When creating a Donation Entry, Users can assign a 'Reason' for the Donation. Users can edit Reason Types to add Reasons as needed. Tracking Donation Reasons lets Users review data to identify trends and opportunities based on Donation history.


From the Donations page, Users can create and Manage Donation Entries and Donation Templates. 

 

This article covers the following:

Security

The Permissions listed here are associated with Donations. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.


Permissions related to Donations are found in the Permission Tree as follows:

  • Food

    • Donations

      • View Donations

      • View Donations Distributions

      • Edit Donations Each Amounts

      • Edit Donation Reason Types

      • Edit Donations 

      • Create Donations

      • Complete Donations

      • Unlock Donations

      • Approve Donations 

      • Unapprove Donations

      • Delete Donations

    • Donations Templates

      • View Donation Templates

      • Edit Donation Templates

      • Create Donation Templates

      • Delete Donation Templates


The Permission Access report can be used to determine which User Roles or Users already have these Permissions assigned.

Learn more about User Setup and Security here.




To navigate to the Donations page, first, open Smart Ops. In the left navigation menu, click 'Donations' under 'Food.' This will open the Donations page. 



Donations Page



1) Entries Tab - All individual Donation Entries can be viewed from this tab


2) Templates Tab - All preconstructed Donation Templates can be viewed from this tab


3) +Create - Click to create a new Donation Entry or Template


4) Search - Type in keywords to search for specific Donation Entries/Templates


5) Table Functions - Smart grid table functions, including the following:

  •  - Click to open, save, or edit Table Views
  • - Click to set grid Filters
  •  - Click to show/hide and rearrange Columns
  • - Click to export the table to an Excel file
  • - Click to refresh the contents of the page


Entries Tab


From the Donations 'Entries' tab, Users can create, track, and manage all Donation Entries that have been created and submitted. Learn more about creating and managing Donation Entries, here.



1) Number - The identifying number assigned to the Donation Entry


2) Status - The status of the Donation. Users will see any of the following statuses:

  • In Progress - The Donation Entry is still being edited and has not been marked as Complete
  • Completed - The Donation Entry has been filled out, marked as Completed, and is awaiting Approval
  • Approved - The Donation Entry has been Completed and Approved


3) Location - The Restaurant Location that the Donation Entry was created for


4) Date - The date that the Donation Entry was created


5) Item Count - The number of different Items listed on the Donation Entry


6) Total - The total cost of the Items listed on the Donation Entry. This is the amount that will be debited from the Donations account


7) Comment - Any comments added to the Donation Entry will appear here


Using the 'Columns' Table Function, Users can also add additional Columns that allow Users to see the User who completed, created, last modified, or approved the Donation Entry as well as the date that the Entry was completed, created, last modified or approved. 

Templates Tab


From the Donations 'Templates' tab, Users can create and manage Donations Templates. Learn more about creating a Donations Template, here.



1) Template Name - The name of the Donation Template


2) Location - The Restaurant Location that the Donation Template is assigned to


3) Last Used Date - The most recent date that the Donation Template was used on a Donation Entry


4) Item Count - The number of different Items listed on the Donation Template


Using the 'Columns' Table Function, Users can add additional Columns that allow Users to see the User who created and last modified the Template as well as when the Template was created and last modified.