R365 Red App: Entering Donation Logs

This article is part of donation logs and covers entering a donation log in the R365 App. 

From the R365 Red App, users can complete the lifespan of a donation log from creation to approval. This allows users to also view and edit their donation logs created in web from their mobile device. To read more about the web version of donation logs, click here. 

Entering a Donation

To create a donation, users need the following permissions:

Food → Donations → Edit Donations

Food → Donations → Create Donations

New Donation Logs

To create a new donation log entry, tap the '+New Donation Log' button  at the bottom of the donations list view.

In Step 1, Users will need to complete the following fields:

		Field	Description
		Template	To use an existing donation template, users can tap this field and make a selection here. Only donation template for the selected location will appear. Templates can be used to more efficiently enter a Donation Entry. Donation Templates can only be created and edited in the web version of R365. To learn about creating and editing Donation Templates, click here.
		Date	Tap to select the date the donation is to be logged and debited. The default for the donation date is the present date.
		Location	Tap to select the Location that is responsible for the donation. Users will only see locations that they have access to.
		Continue	Tap to continue to the next step in the donation log process.

When 'Continue' is tapped, users will navigate to step 2 of the donation entry Form. Users will need to complete the following fields:

		Field	Description
		Select Item	Tap to open the item selector. From here, users can type or scroll to search and select the item to add.
		Unit of Measure	The UofM of the item, which is auto-filled when an item is selected.
		Quantity	The number of units of the item being donated.
		Each Amount	The current cost of the item per unit, which is auto-filled when an item is selected.
		Total	The total cost based on the quantity and each amount. This number updates when a new quantity is entered.
		Reason	The reason for the donation. This will allow users to select a reason that has already been created. Reason types can only be created in web.
		Comment	Type in any necessary notes or comments.
		Add Item	Tap to complete the addition of the Item.

Once the add item form is completed, the Add Item button will be enabled. Users can tap add item to add the item to the donation log entry. 

Once the Item is edited/added users will have the following options 

		Field	Description
		Edit	Tap to remove Items from the Entry
		Item Entry	Tap an individual item to edit the quantity, change/add reasons, or add/edit a comment.
		+Add Item	Tap to add another item to the donation log. When +Add Item is tapped, a new Add Item slide out will open for users to complete.
		Save	Tap to save and close the donation log.
		Complete	Tap to mark the donation entry as complete.

Existing Donation Logs

Donation logs with a status of in progress can be edited if needed. To edit an existing donation log, navigate to the in progress donations list and tap the desired donation log. This will open the donation log. From the items tab, tap +Add Item button. Complete the add item form as needed. 

The donation log should then be saved or completed. 

Saving a Donation

Once items have been added to a donation log, users have the option to 'Save' the donation log. 

When a donation log is saved, the donation log will remain with a status of in progress. Users can return to these donation logs to edit or add items at a later time from the in progress tab.

Completing a Donation

Donations must be marked as 'Complete' in order to be submitted for approval. To mark donations as complete, users must have the following permission:

Food → Donations → Complete Donations

 Once all the necessary Items have been added to the donation log, users can tap 'Complete' from the 'Add Items' screen. 

When a donation log is marked as complete, the entry will move to the 'Completed' list.

Unlocking a Donation Log

Donation logs that have been marked as completed cannot be edited. However, Donation Logs can be returned to an editable form by unlocking the log. To unlock donation logs, Users must have the following permission:

Food → Donations → Unlock Donations

To unlock a donation log, find the correct entry from the 'Completed' list and tap the entry to open it. From the open entry, tap 'Unlock.'

The donation log will return to a status of 'In Progress' and can be edited as necessary. 

Approving a Donation

Once a donation has been marked as completed, the Donation Log entry needs to be approved before the correct accounts can be debited. To approve donations, users must have the following permission:

Food → Donations → Approve Donations

To approve a donation log, navigate to the correct donation log entry on the 'Completed' donation log list and tap the correct entry to open it. When the 'Approve' button is tapped, users will be prompted to confirm the approval. Tap 'Approve' from the confirmation box to continue.

Users will be notified that the donation log has been approved, and the entry will be moved to the 'Approved' donations list. 

Unapproving a Donation Log

If a donation log was approved in error or the approval needs to be reversed for any reason, the donation log can be unapproved. To unapprove a donation log, users must have the following permission:

Food → Donations → Unapprove Donations

To unapprove a donation, locate the correct donation log entry from the 'approved' donation list and tap it to open the log.

When unapproved, the donation log entry will return to the 'Completed' donations list. 

Barcode Scanning for Donation Logs

Users can utilize barcode scanning to scan items onto new donation logs. To read more about using barcode scanning for donation logs, click here.