It is not uncommon for shelters and rescues to partner with local retailers, like pet stores, to showcase animals for adoption. Many times these facilities have retail staff complete the adoption who do not have access to Shelterluv.
Since adoptions cannot be backdated (see Is there a way to backdate or change outcome dates?) the following workflow allows for accurate outcome reporting while not putting extra strain on off site adoption partners.
When your shelter/rescue is notified that an animal at an off site location has been adopted but you don't yet have the adopter's information, you can opt to create a placeholder person record, possibly with the animal's name and 'Adopted at Pet store' or something similar (Theo - Adopted at Pet store) and your shelter's contact information. You can then process the adoption outcome using this placeholder person record (on the correct date it occurred).
The transaction for the adoption may need to be recorded on a different day than the adoption outcome depending on your accounting preferences. This might be the case if the adoption fee was paid in cash or check and needs to be dated on the day it is received and that date is later than the day the outcome is recorded.
To do this, you can create a $0 adoption price group (see Setting up adoption price groups) to use at the time you record the adoption outcome for the placeholder person record. Then when the money is received and a transaction for that dollar amount should be recorded, you can process a second transaction using a non-adoption shopping cart item that represents the adoption fee (see Setting up non-adoption shopping cart items).
Once the adoption information (application/contract) and payment have been received from the off site partner, you can then edit the person record with the correct contact information and scan/attach the application and contract to the animal's record. After the person record's information has been updated, all reports will reflect the new contact information rather than the original placeholder data.
Please keep in mind that microchips may need to be manually re-registered to the correct adopter (rather than the placeholder record's information) if you are utilizing auto-uploads to a microchip registry (see How do we manually register microchips with Found Animals?).
You can also consider using an outcome subtype or attribute to identify and differentiate these off site adoptions in reporting (see Setting up your outcome forms and subtypes).
If you need help configuring this on your account or have questions relating to implementing this at your organization, please email email@example.com and we'll be happy to help!