STN - Logging a Check for a Donation or Payment

This guide provides step-by-step instructions on how to log a check/cash for donation or payment in HubSpot.

Jennifer Miller
28 steps
2 minutes

HubSpot

Hsforms

**Note:** It is critical to have the email address associated to the donor so we can correlate the donation to the donor record in the system and keep things up to date. Be sure to have that before completing these steps.

Log the Check/Cash

Complete this form: <https://share.hsforms.com/1KETSq01XRb-CzYr4J3R0jAq5256>

Enter the "Donor's First Name"

Enter the "Donor's Last Name\*"

Enter the "Donor's Email Address\*"

Enter the "Check #" if applicable.

Enter the "Amount" (i.e., the amount of the check or cash)

Enter the "Staff Member Name" (if it is a staff donation; leave blank if not) **Note:** This is a critical step as it will complete the assignment of the funds to the staff member.

Select the base location for the staff member or the location for the payment assigned to the donation/payment.

If the check is for a donation, select the type of donation under the "Donation Type" field (i.e., Staff Donation, General Fund, etc.) **Note:** If the check is for payment towards a program fee, skip this field.

If the check is for a program payment, select the type of program under the "Program Type" field (i.e., Internship, LTP, etc.) **Note:** If the check is for a donation, skip this field.

Enter Your Name for Tracking (who is submitting the manual payment) - this will help us know who processed the check/cash for tracking.

Click "Submit"

Update/Verify Owner of Contact

Go into your HubSpot account.

Click "Contacts"

Click the "Search name, phone, email addresses, or company" field and enter in the name of the donor you just logged the check/cash for. The person should be filtered out to show up in the list below.

Find the correct contact in the list and go to the "Contact Owner" column. If there is an owner already listed, verify they are the correct staff member for the donation. If the field is empty, click inside the field, and a pop-up drop-down list with the staff names will appear.

Select the name of the correct staff member in the list to update.

Click "Save"

Doing the above steps will create a "Deal" or Transaction record for the check or cash being processed. If there is a contact/donor record already set up in HubSpot it will update the information based on the email address you included. If the contact/donor is not already in HubSpot, it will create a new record to assign things to for you based on the email address. Note that there is about a 10 minute delay for the deal being setup from these steps to allow for internal processing of the information.

Verify Transaction/Deal for Check/Cash Entry

Click "Sales"

Click "Deals"

Select the Pipeline Dropdown.

Click "Staff Donations" **Note:** If this was for a Location Donation or a Program Payment, select the corresponding associated Pipeline to view (i.e. Location Donations or Program Payments)

All checks logged will show up under the "CHECK/CASH DONATION RECEIVED" column. The most recent one should show up at the top of the list for you to view.

If you'd like to find a specific check entry, click the "Search name or description" field and enter the donor's name. The "CHECK/CASH DONATION RECEIVED" column will filter to just show the transactions for that donor.

Find the transaction you just entered (reference the Create date and amount) and click next to the STN Amount (information about the record will pop out to the right) **Note:** All cash/check transactions will show up in a separate column for easy reference - "Check/Cash Donation Received"

Verify the "Deal owner" matches the Staff member's name the donation was for.

Scroll down to the section titled "Contacts" and verify the contact record matches the donor.