Adding a donation

Adding a donation

You can add a donation to Boaz in three steps. Firstly, you will enter essential information about your product donation into a donation upload spreadsheet. Secondly, after uploading the spreadsheet to Boaz, you can review your items and check for any errors. Finally, you can commit one or all of your items to your donations stock when it will become available to offer to External Partners (EXPs).

The following guide will walk you through each of the three steps:

1. Download and complete the donation upload spreadsheet

Firstly, login to Boaz and navigate to the donations module. Select ‘Add donation’, and then download the donation sample Excel spreadsheet:

Note:

Your spreadsheet may look slightly different to the attached depending on the version of Boaz your organisation uses.

Column headings in blue are mandatory, whereas all other columns are optional; can be added later; or will match to existing information contained within your product library.

Begin by entering the code for your product in column one. If this same product code is listed within the product library, columns that are not blue will be populate the information contained within your product library automatically.

Mandatory information required per product includes:

Product CodeThe unique code or SKU assigned to the product.
Expiry DateEnter the item batch expiry date if relevant. If your product does not have an expiry date, enter a single dash ‘-’.
Units OfferedThe quantity of units available for donation.
Batch NumberThe batch number of the product. If this is not yet available, enter ‘N/A’. You can return to adjust this information later in the process.
LocationThe current location of the product.

Use as many or as few of the additional columns as are required. Consider the EXP who’ll be using this information to consider if this product is suitable for their usage. Adding more information at this stage in the process, or matching to your product library, can save back and forth later when your EXP has additional questions about the product.

Add a minimum of one product in row two. Add each additional product in a new row. There is no limit to the quantity of products you can add to this spreadsheet.

Now that you have completed, save your spreadsheet on your computer and return to Boaz.
Note:

  1. If you need to multiple batches of the same product, simply enter each batch in a separate row. Use the product code to match it to your product library and enter an individual batch number for each separate batch.
  2. You are able to upload a product through to donations stock even if it does not match to the product library.
  3. For columns, such as ‘POM’ (Prescription Only Medicine) – you can enter a yes/no response by entering either a Y , or N. These fields are displayed as toggles within Boaz.

2. Upload your donation spreadsheet

Return to Boaz and the Add Donation page:

  1. Enter a unique Reference Name for your donation.
  2. Enter the donor Organisation providing the donation – this may be pre-populated if you only represent one donor organisation.
  3. Enter one or more Regions for the donations stock. The stock will be made available for donation within the regions entered here.
  4. Boaz will automatically populate the Restrictions field with any restrictions assigned to the selected organisation. Use this field to add any additional restrictions.
  5. Enter the Reason for Donation, such as Excess inventory, Planned/Manufactured to donate, Disaster/Emergency request.

Upload your saved donation upload spreadsheet by finding its saved location on your computer.

Note:

  1. Boaz will review your donation upload spreadsheet for any errors or missing information. You will be provided with information regarding the error to enable you to amend your donation upload spreadsheet prior to reuploading.
  2. You won’t be able to progress to step three till your donation upload spreadsheet returns no errors.

3. Edit, match and commit your products to Donations Stock

Now that you have provided your donation upload spreadsheet, you will be able to review the information and make any edits prior to committing your product/s to donations stock. You will be able to add the product/s to an offer after you have committed your product/s to donations stock:


Note:

You can view all the donations you have uploaded into Boaz on the ‘Manage Donations’ page, found within the donations module. On this page, you can see how many of the items contained within each donation have been committed to donations stock, and how many are pending.

Scroll through the page to review each item you have uploaded for donation. The colour coding denotes whether or not the item as matched to the product library;  if there are any errors; and if it has been committed to donations stock:

  1. - Matched means the item has matched to the product library
  2.  - Unmatched means the item has not matched to the product library
  3.   - Error means the item has an error, such as missing required information
  4.  - Committed means the item has been committed to Donation Stock
  5.  - Unmatched Committed means the item does not match the Product Library but is committed to Donation Stock
  6.  - Removed / Unrequired means the item has been removed for donation or has been listed as unrequired

On the right hand side of the page, you can complete relevant actions for each line item:
  1. Use the  eye icon to preview additional information about the line item.
  2. Use the pencil icon to edit the item.
  3. Use the  arrow icon to commit the item to donations stock.
  4. Use the  cross icon to remove / unrequire the item

You can also complete bulk actions using the check mark on the left hand side of the page.


Check one or more line items to:
  1. Commit – commit the selected items to donations stock
  2. Remove – remove the items from the donation. This can only be completed prior to the item/s being committed to donations stock. (If it has already been committed, it is possible to remove the item from donations stock by making an adjustment within Donations Stock)
  3. Set restrictions – Add any restrictions to the items.

 When you have reviewed the information and have resolved any errors, commit all relevant items to donations stock in order to offer the item/s to an EXP.

Note:
  1. You are able to commit a product through to donations stock even if it does not match to the product library.
  2. If you have not yet committed any items in your donation to donations stock, you are able to remove the donation in its entirety. This may be helpful if the stock has become unavailable and can completed from the ‘Manage Donations’ page. 

Next article: Create an offer

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