Understanding Fundraising Management

This topic contains reference information for the Fundraising and Grant Management application. The Fundraising and Grant Management application is an Aptify add-on module that requires its own license. Your user needs a license to the Fundraising module in order to access Fundraising-related data in Aptify. Contact your system administrator for assistance.

This topic contains the following sub-topics topics:

About the Fundraising Management Services

This list displays the services that comprise Fundraising Management as well as the application in which they are located. The applications listed are the default locations for the services. If the service is not available on your system, in the listed application, please contact your system administrator. A complete listing of services and applications are found in About the Applications and their Services and About the Services and their Applications.




Donor Advised Fund Allocations

Fundraising Management

Donor Advised Funds

Fundraising Management

Fundraising Campaign Match Rules

Fundraising Management

Fundraising Campaign Solicitors

Fundraising Management

Fundraising Campaigns

Fundraising Management

Gifts in Kind

Fundraising Management

Gifts in Kind Categories

Fundraising Management

Grant Disbursements

Fundraising Management

Grant Due Diligence Steps

Fundraising Management

Grant Reports

Fundraising Management


Fundraising Management

International Support Fund Categories

Fundraising Management

International Support Funds

Fundraising Management

Pledge Contact Types

Fundraising Management

Pledge Stages

Fundraising Management


Fundraising Management

Product Categories

Product Setup and Management


Inventory Management
Product Setup and Management


About Present Value and Discount Rates

The Aptify Fundraising module supports the concept of computing the present value of pledges that will be received over a period of time. Pledges are often paid in installments over a year or more. Understanding this feature requires an understanding of two important concepts in finance: Present Value and Discount Rates.

Present Value (PV) is defined as the value in current dollars of a stream of revenue that will be received at some point in the future. From a financial standpoint, a dollar received in the future is not worth as much as a dollar received today. The reason future cash flows are not as valuable has to do with the time value of money. A dollar received today can be used for a variety of purposes. It can be used by an organization to fund current operations, paid out as distributions to owners (in for-profit enterprises), invested in new land, plants, and equipment, or invested in marketable securities. A dollar received in one year cannot be used today for any of these purposes and is worth less to the organization. The system automatically performs PV calculations for you while generating the appropriate GL entries that recognize revenue over time.

Present Value Example

Donor A contributes $93.46 in cash today. Donor B pledges to donate $100 in cash in one year. The economic value of Donor A's contribution in present value terms is $93.46. The funds can be used immediately for any purpose. Donor B's pledge is worth less than $100 in present value terms. Although the organization will receive $100, the funds are not available for one year.

Assume that Donor A's pledge can be invested in marketable security earning seven percent interest. At the end of the one year, the $93.46 contributed by Donor A will be worth $100 (93.46 x 1.07). The present value of Donor B's contribution, assuming that it is invested in a security bearing seven percent interest, is 100/1.07 = 93.46. In other words, $93.46 contributed today results in the same amount of money as $100 donated in one year.

Donor A and Donor B have made pledges that are equivalent in economic value to the organization even though the nominal dollar amounts are not the same.

The concept of discount rate is critical in present value computations. In the previous example, we used a discount rate of seven percent because the funds could be invested at a seven percent rate. Discount rates are determined by a combination of current investment opportunities and the risk of not receiving the cash. In most cases, organizations establish a discount rate that will change periodically to reflect shifting market conditions and economic risks.

The general formula to compute the present value (PV) of a future cash flow (CF) using an annual discount rate (r) is PV = CF/(1+r)^t, where t is time expressed in years.

Discount Rate Example

What is the present value of the following pledge: $150,000 received in one year, $200,000 received in two years, and $500,000 received in five years? Assume a discount rate of 8 percent:

PV = 150,000/1.08 + 200,000/(1.08)^2 + 500,000/(1.08)^5
PV = 650,648.30

Although the total amount of the pledge is $850,000 paid in installments, the economic value of the pledge to the organization is $650,648.30.

About the Balance Information for Grants

An organization can track a grant's funding and disbursements on the Grants record's Balance tab.

The information on the Balance tab uses a combination of manually entered values and automatic calculations.

All automatic calculations are based on the currency type of the grant. For example, if a Donor Advised Fund is tracked in a different currency type, the appropriate Currency Spot Rate is used to calculate that Donor Advised Fund's portion of the DAF Allocations Received field based on the currency type of the grant.


This tab displays the following information:

  • Total Donations Received: This specifies the number of cash pledges received that are being used to fund this grant. Note that a user manually enters the donation amount in this field.

  • Total DAF Allocations Received: This field automatically calculates the total amount from all Donor Advised Fund Allocations that are linked to this Grant's record. See Allocating Money from Donor Advised Funds for information on how to link a Donor Advised Fund Allocation to a Grant.

  • Subtotal (Cash Value): Aptify automatically calculates this field's value by adding together the Total Donations Received and the Total DAF Allocations Received fields.

  • Total Pledged: This specifies the number of outstanding pledges that have been committed to by donors but have not yet been paid. Note that a user manually enters the donation amount in this field.

  • Total (Gross Value): Aptify automatically calculates this field's value by adding together the Subtotal (Cash Value) and the Total Pledged fields.

  • Total Fees: If the organization is charging fees for the grant, enter the fee amount in this field.

  • Deduct Fees?: If deducting the fees from the grant's total, select this field.

  • Fee Details: A user can enter information concerning the applicable grant fees in this field.

  • Grant Agreement Amount: The grant's total funding available to the grantee. This is the amount specified in the Grant Agreement with the grantee. Typically, this is the Total (Gross Value) minus fees, if applicable.

  • Total Estimated Payments: This field adds together the value of pending Grant Disbursements for this grant (that is, disbursements with a Status of Pending or Request -Payment Approval).

  • Total Completed Payments: This field adds together the value of approved Grant Disbursements for this grant (that is, disbursements with a Status of Approved, Notify -Bookkeeper or Paid).

  • Current Balance: This is the Subtotal (Cash Value) minus Total Fees (if Deduct Fees? is selected) minus Total Completed Payments.

About the Fundraising Management Forms

This topic provides field-by-field information on every form used in Fundraising Management. This topic is intended for use as a reference for the various fields on any Fundraising Management form.

The forms are documented in alphabetical order. Within each form, tabs are also addressed in alphabetical order.

Note that the fields marked as required in this topic are required at the entity level. In some cases, a required field may already have a default value so a user does not need to specify a value for these fields before saving the record. To review the list of fields required at the entity level, open the appropriate Service Properties dialog (by right-clicking the service in the Navigation Bar and selecting Properties) and click the Fields tab.

This topic contains the following sub-topics:

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