1. Non-Profit SuiteApps
  2. Online Donations
  3. Setting Up Online Donations

Setting Up Online Donations

To set up Online Donations, perform the following tasks:

  1. Enabling Online Donations Preferences

  2. (Optional) Applying Custom Segments to Online Donations

  3. Creating an Online Donation Setup Record

  4. Generating an Online Donation HTML Page

  5. Customizing Online Donations User role

Enabling Online Donations Preferences

To use the Online Donations feature, you must first enable the custom online donation preferences on the General Preferences page.

To enable Online Donations preferences:

  1. Go to Setup > Company > General Preferences.

  2. Click the Custom Preferences subtab, under the General section, check the following boxes:

    1. Enable Donor Access – Check this box to give your donors access to NetSuite. After a donor submits an online donation, the system sends an email notification about their access and automatically assigns them the Customer Center role.

      Clear this box if you do not want to provide NetSuite access to your donors.

    2. Default Anonymous Customer – Select the default customer record to use on transactions created from anonymous online donations.

  3. Click Save.

(Optional) Applying Custom Segments to Online Donations

If you are using custom segments, you can apply your custom segments to your Online Donations Setup record.

To apply a custom segment to online donations:

  1. Go to Customization > Lists, Records, & Fields > Custom Segments.

  2. Click Edit next to the custom segment you want to apply.

  3. Click Application & Sourcing subtab. Under the Custom Record Types subtab, check the Applied box next to the Online Donation Setup record type.

  4. Click Save.

Creating an Online Donation Setup Record

Before you can accept online donations on your nonprofit website, you must first create an Online Donation Setup record.

To create an Online Donation Setup record:

  1. Go to Customization > Lists, Records, & Fields > Record Types.

  2. In the Online Donation Setup row, click New Record.

  3. Complete the Online Donation Setup page.

    1. Under the Online Donation Information section, set the following fields:

      Field

      Description

      Name of Donation

      Enter a unique name for the donation setup record.

      Subsidiary

      Select which subsidiary the donation is associated with.

      GL Accounts Receivable

      Select an Accounts Receivable GL account in NetSuite where transactions created from online donations will be posted.

      Donor Identifier

      Select the identifier to use during online donation registration. The system uses the identifier to check if the donor has an existing record in NetSuite. If none, a new customer record is created using the donor's email or phone number details.

      Note:

      As of version 1.00.0, the SuiteApp only supports Email and Phone as donor identifiers. Creating a new identifier option will result to an error upon saving of the online donation setup record.

      Currency

      Select the currency you want to use for the donation. This field is already populated with the default currency of the subsidiary selected in the Subsidiary field, but you can select a different currency.

      Allow Recurring Donation

      This field is only available if the Advanced Billing feature is enabled in your NetSuite account.

      To provide donors the option to submit a recurring online donation, select Yes.

      If the donation is one-time only, select No.

      Preferred Donation Frequency

      This field is only available if the Advanced Billing feature is enabled in your NetSuite account and the Allow Recurring Donation is set to Yes.

      Select one of more frequencies that donors can choose from on the donation HTML page. Donation frequency refers to how many donations a donor will make during a set of periods.

      This is required if Allow Recurring Donation field is set to Yes.

      Note:

      As of version 1.00.0, the SuiteApp supports Annually, Half Yearly, Monthly, and Quarterly donation frequencies only. Creating a new donation frequency record is currently not supported.

      Start Date

      Enter the start date for the donation period.

      End Date

      Enter the end date for the donation period.

      Status

      Select the status of the donation setup record:

      • Active – The donation setup record is currently active.

      • On Hold – The donation setup record is on hold and payment is suspended. Selecting this status disables the Create HTML button.

      • Archived – The donation setup record is no longer active. Selecting this status disables the Create HTML button.

      Default Tax Code

      Select the default tax code for the donation. The tax code must apply to the Subsidiary selected for the donation setup record.

      Department

      Select which department the donation is assigned to.

      Class

      Select which class the donation is assigned to.

      Location

      Select which location the donation is assigned to.

      Item

      Select the default item record to use on transactions created from online donations.

      Note:

      The Online Donation SuiteApp supports both Inventory and Non–Inventory Sales item types.

      Days to Purge Open Invoices

      When a donor submits an online donation, an invoice gets automatically created in NetSuite. If a donor fails to pay, the invoice will remain in Open status. Enter how many days an invoice can remain open before the system automatically purges the transaction.

      The field only accepts whole numbers except zero (0). No purging of transactions will occur if you enter any invalid value such as zero (0) or a negative value.

    2. Under the Online Donation Display Amount section, set the following fields:

      Field

      Description

      Donation List

      Select one or more donations your donors can select on your HTML page. To display multiple options on your Online Donation HTML page, press and hold the Ctrl key while you select additional donation options.

      To create an online donation amount record:

      1. Click New or the plus icon next to the Donation List field.

      2. In the Name field of the Online Donation Amounts popup window, enter the name of the donation amount record.

        The value entered here is the name that appears on the generated HTML donation page.

      3. In the Amount field, enter the donation amount.

      4. In the Label field, enter the internal label for the donation amount record.

        The label name does not appear on the generated online donation HTML page.

      5. To set the online donation amount record as the default amount for your online donation, check the Default box.

        Checking the box automatically sets the value in the Default Amount field on the Online Donation Setup page. Note that the field value will only reflect after saving the Online Donation Setup record.

      6. Click Save.

      Default Amount

      This field displays the online donation amount program set as default on your Online Donation HTML page.

  4. Click Save.

Generating an Online Donation HTML Page

When you generate an Online Donation HTML page, you can embed this page on your nonprofit website.

To generate an Online Donation HTML page:

  1. Go to Customization > Lists, Records, & Fields > Record Types.

  2. In the Online Donation Setup row, click List.

  3. Click View next to the Online Donation Setup record.

  4. Click Create HTML.

  5. The system will start generating the HTML file. The process may take a while to finish. When your Online Donation HTML page is ready, you will receive a confirmation message. Click OK.

  6. To view the Online Donation HTML file, go to Documents > Files > File Cabinet > SuiteApps > com.netsuite.onlinedonations > and then click the GeneratedHTML folder.

You can customize the look and feel of your Online Donation HTML page according to your preference. To learn how to work on your files in the File Cabinet, see Editing Files in the File Cabinet.

Note:

If you disabled the Advanced Billing feature after creating an Online Donation Setup record, you must generate a new Online Donation HTML page to apply the changes on your online donation page.

Predefined Custom Record Limitation

When using the Online Donations SuiteApp, do not rename the following predefined custom record list values. This action may potentially cause issues when setting up your online donation record or result to errors when submitting online donations.

  • Online Donation Frequencies

  • Online Donor Key

Customizing Online Donations User role

The Online Donations User role is a predefined role included in the SuiteApp. By default, the Online Donations User role includes the following permissions:

Subtab

Permission

Level

Transactions

Find Transaction

View

Invoice

Full

Invoice Approval

Full

Invoice Pledge | Orders

Full

Item Fulfillment

Full

Pledge | Order

Full

Pledge | Order Approval

Full

Posting Period on Transactions

Full

System Journal

View

View Gateway Asynchronous Notifications

View

View Payment Events

View

Reports

SuiteAnalytics Workbook

Edit

Transaction Detail

View

Lists

Accounts

View

Billing Schedules

Full

Classes

Edit

Constituents

Edit

Contacts

Edit

Departments

Full

Documents and Files

Edit

Email Template

Full

Items

Edit

Locations

Edit

Memorized Transactions

Edit

Notes Tab

View

Perform Search

Full

Projects

Edit

Subsidiaries

View

Setup

Accounting Lists

Edit

Deleted Records

Full

Mobile Device Access

Full

Other Lists

Edit

REST Web Services

Full

SOAP Web Services

Full

Custom Record

Online Donation Amounts

Full

Online Donations Frequencies

Full

Online Donation Setup

Full

Online Donation Key

Full

However, additional actions are required to ensure online donation transactions and customer records are created when using the SuiteApp. Before using the Online Donations SuiteApp, you must manually update the Online Donations User role by performing the following actions:

  1. Add custom record permissions for Online Donations

  2. Update the script deployment to run as Online Donations User

To update the Online Donations User role:

  1. Add the required custom permissions to the Online Donations User role.

    1. Using an Administrator role, go to Setup > Users/Roles > Manage Roles

    2. Search for Online Donations User role.

    3. Click Customize.

    4. Click Permissions subtab.

    5. Under the Custom Record subtab, add the following permissions:

      Record

      Level

      Household

      Full

      Household Preferences

      Full

      Relationship Label

      Full

      Segment Code

      Full

      Other custom records on sales order transaction, invoice transaction, and customer list in your account

      Full

    6. Click Save.

  2. Update the OD SL Generate Donor script deployment to run as Online Donations User.

    1. Using an Administrator Role, go to Customization > Scripting > Script Deployments

    2. On the Script Deployment page, search for OD SL Generate Donor script.

    3. Click Edit.

    4. In the Execute As Role field, select Online Donations User.

    5. Click Save.

Related Topics

Online Donation Types
Online Donations Workbook
Installing the Online Donations SuiteApp
Setting Up Online Donations

General Notices