This article covers creating a Donation Entry and is part of Donations, a Smart Ops feature.

From the Donations page 'Entries' tab, Users can create and manage Donation Entries. Users can create brand new Donation Entries or create entries from preconstructed Donation Templates to help track depletion of Inventory. 

Once a Donation Entry is created, it will then be sent for Manager Approval before being finalized. 

This article covers the following topics:

Creating a New Donation Entry

To begin creating a new Donation Entry, navigate to the Donations page in Smart Ops. Then, click the '+Create' button in the top right corner. 

Select 'Donation' from the dropdown.

A new Donation Entry Form will now open as a sidesheet. Users can then complete the Donation form as necessary.

Donation Entry Form

To complete a Donation Entry, Users must enter information in four sections as necessary for the Entry. The four Donation Entry Form sections include the following:

  • General Information
  • Donation Items
  • Comments
  • Attachments

General Information

1) Donation Entry Status - The status of the Donation Entry. Read about Donation statuses below 

2) Template Selector - Click to apply a Donation Template to this Donation Entry. This will autofill the Donation Items based on the Items listed on the selected Donation Template

  • Note: The Template Selector will only show the Templates assigned to the Location selected

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

4) Date - The Date associated with the Donation. Users can edit this field to select the Date necessary

5) Location - The Location that the Donation Entry is for

Donation Items

Users can add Items to the Donation Entry from the Donation Items section. Read about adding Donation Items below

1) Search - Type in keywords to search the Donation Items table for specific Items

2) Donation Items Column Headers - The Columns of the Donation Items, including the following Item information:

  • Item - The name of the Purchased Item
  • Unit of Measure- the Unit of Measure of the Item 
    • Note: This field is populated based on the Item selected
  • Quantity - The quantity of the Item being Donated
  • Each Amt - The assigned cost of each Unit of the Item 
  • Total - The total cost for the Item  
    • Note: This field is automatically calculated based on the Quantity and Each Amt
  • Reason - The Donation Reason Type. Reasons can be added or edited from this field. Read more about Reason Types here

3) Add Item - Click to add a single Item to the Entry

4) +Bulk Add - Click to Bulk Add Items to the Donation Entry


Users can add or read any Comments about the Donation Entry from the Comments section. Click the empty 'Comment' field to add a Comment. Then, click 'Submit.' 

  • Note: Comments can only be made after the Donation Entry has been saved

Comments can be added, edited, and deleted as necessary.


Users can attach any necessary file from the Attachments Section. To upload, click 'Upload File.'

  • Note: Files can only be uploaded after the Donation Entry has been saved

Adding Donation Items

To complete a Donation Entry, Items must be added to the Donation Items list. Users can add Items by using a Template, adding a single Item at a time, or bulk-adding Items. 

Adding a Single Item

To add a Single Item to the Donation List, click the '+ ADD ITEM' button from the Donations Item table. This will create a row of the following fields:

  • Item
  • Unit of Measure
    • Note: This field will auto-populate with the list of Units of Measure associated with the Item selected. If there is only one UofM, this section will not be editable
  • Quantity
  • Each Amount
  • Total 
    • Note: This field will auto-populate based on the Quantity/Each Amt. entered
  • Reason
    • Note: Users with the 'Edit Donation Reason Types' permission can add and edit Reason types from the Reason Type dropdown. Read more about adding/editing Reason Types here

Once the Item has been added, Users can continue to add additional Items as needed. 

Bulk Add Items

Users can bulk-add Items from an Item Category to save time. To do this, click the '+Bulk Add' button in the top right corner of the Donations Items section. Then, select an Item Category Type and an Item Category. Click 'Add # Items' to add the Items in that Item Category to the list.

After the Items from the Item Category are bulk added to the list, Users will need to edit Quantities and Reason types ad Necessary. 

Adding Items From a Template

For Donations that might be common or recurring, Users can create Donation Templates. When a Donation Entry is created from a Donation Template, the Items will autofill based on the Template. 

A Template can be selected from the top right-hand corner of the General Information Section. Once the correct Template is selected, the Items on the Template will autofill into the Donation Items list. 

  • Note: The Template Selector will only list the Templates available for the Location selected

Once the Items from the Template have been added to the list, Users can edit the Quantities and Reasons for each Item as needed. 

Save a Donation Entry

Once all required fields have been filled out on the Donation Entry, the 'Save' button will be enabled. Click 'Save' to save the Donation Log or click the Save dropdown to access the 'Save & Create Another' option. Clicking 'Save & Create Another' will Save the current Entry and promptly open a new Donation Log for more efficient Donation Log entry.


If changes are made to an existing Donation Entry, Users must click 'Save' to save the changes. 

Complete and Approve a Donation Entry

After saving, Users will have the options to 'Approve' and 'Complete' the Donations Entry. Proceed as necessary.

Donation Statuses 

As the Donation form is entered and passes through the approval process, it will display one of the following three statuses:

  • In Progress - The entry is still being updated and is not finalized
  • Completed - The entry has been updated, marked as Complete, and is awaiting Approval 
  • Approved - The entry has been Completed and Approved