How to Generate Tax Receipts for Givers (Canadian Organizations Only)


Overview

Before You Begin

Configuring Your Tax Receipts

Generating New Tax Receipts

Printing Previously Generated Tax Receipts

Finding a Previously Generated Tax Receipt

Overview

This topic shows you how to generate tax receipts for givers. The receipts fully comply with CRA (Canadian Revenue Agency) requirements regarding the information required on an official tax receipt, which includes the following:

       Unique receipt number

       Name of the registered organization

       Giver’s name, address, and year of contribution

       CRA website address.

In addition to generating receipts, this topic includes information to show you how do the following:

       Create a short, customized message to accompany receipts

       Print copies of receipts

       Use the receipt number, giver's name, or envelope number to locate an existing receipt in your system.

Before You Begin

Before you can generate tax receipts, administrators for your organization must complete a two-step setup:

  1. Change your system's country location (Higher-Level Organization Administrator)

The higher-level organization’s administrator must set the organization’s country location to Canada. Instructions for completing this task are provided in the Help file in the Administration module. The user must have the appropriate access rights to log in to the Administration module.

  1. Enter the organization’s tax registration number into the system (Organization Administrator)

The administrator within each organizational unit must enter the organization’s tax registration number into the system.

After the administrators complete the aforementioned setup tasks, individual organizations can configure, generate, and print tax receipts for their givers. Instructions for these tasks follow.

Configuring Your Tax Receipts

The tax receipt configuration enables you to create groups of tax receipts by choosing a specific fund or funds, specific givers, a tax year, and minimum or maximum donation amount. You can also configure the style of your receipts by specifying whether or not to include a customized message, your organization’s logo or letterhead, and signature image.

To access the tax receipt configuration, complete the following:

  1. If you manage several organizations, select the organization whose records you want to work with from the Organization list.

  2. Click . Then, select Contributions > Tax Receipts.

The Tax Receipt configuration page is displayed. For example:

An easy-to-use wizard interface steps you through the process of generating or printing tax receipts. The wizard prompts you for the information you must supply on a tab before you can advance to the next tab. To advance through the setup, either click the tabs along the top of the right panel or click the Next link in the lower right. At any time, you can view or make changes to information you entered earlier by clicking the desired tab or by clicking the Previous link.

As shown in the previous illustration, the tab is your starting point. On this tab, you must decide which of two tasks you want to perform.

  1. Do one of the following:

Generating New Tax Receipts

After you click the Generate New Receipts button on the Options tab, the system advances to the tab. The Fund tab lists the funds for which you can generate tax receipts.

The list includes only those funds for which you have Offering View > Print permissions assigned in your staff record.

Complete these steps to generate a new set of tax receipts for selected funds and givers. If desired, you can configure receipts that show your organization’s logo and signature. After you generate the receipts, you can either print them immediately or save them for later printing.

  1. Select the individual funds for which you want to generate receipts. Alternatively, click the checkbox in the grid header to select all funds in the list.

Clicking the checkbox in the header selects only the 10 records shown on the page you are viewing. To select the entire list of records, click the Select all records link.

  1. Click to advance to the Filters tab. Do the following:

Only the receipts matching your filter selections will be generated.

  1. Click to advance to the Givers tab.

This tab shows you the names of givers who match your filter criteria. From the list, select the names of individual givers for whom you want to generate receipts. Alternatively, click the checkbox in the header to select all givers.

Clicking the checkbox in the header selects only the 10 records listed on the page you are viewing. To select the entire list of records, click the Select all records link.

  1. Click to advance to the Template tab.

The Template tab enables you to create a custom message to accompany your receipts. You can also choose to include a logo and signature to the body of the receipt.

  1. To add a custom message, logo, and signature, complete the following:

  1. (optional) To create a custom message, select (New Template) or select an existing template if you already created and saved one. Write (or edit) the text of your message, type (or edit) the title in the field provided, and then click to save it.

You can save up to five customized messages. The text for each is limited to 200 characters.

  1. (optional) To add your organization’s letterhead or logo to the tax receipt, select the letterhead or logo file from the dropdown list.

This step assumes that the letterhead or logo file is on your hard disk. The required dimensions for the letterhead or logo image are 440 by 64. The image will appear distorted if the dimensions are incorrect so you may have to fix and re-upload the file.

  1. (optional) To add a graphical signature to the tax receipt, select the signature file from the dropdown list.

This step assumes that the graphical signature file is on your hard disk. The required dimensions for the signature image are 264 by 48. The image will appear distorted if the dimensions are incorrect so you may have to fix and re-upload the file.

  1. Click to advance to the Generate New Receipts tab, shown in the following illustration:

The Generate tab summarizes your filter selections and shows the number of receipts the system will generate based on the filters you selected. The tab also displays the number of active receipts in the database that the system will void after it generates new tax receipts.

The system voids any receipt in the database that has the same tax year and same Family DUID as a new receipt you are generating.

  1. Review the information on the Generate New Receipts tab. Then, do one of the following:

The system generates and saves the most recent receipt data to the database. The Receipts tab lists the receipts you just generated. For each receipt, you see the following information: the date, the giver’s name and envelope number, the contribution amount, and the unique, system-generated receipt number.

For example:

OR

  1. (optional) Print the receipts you just generated. To do this, complete these steps:

All generated receipts are saved in the database to enable you to print them at any time. If you do not want to print receipts you just generated , skip this step. To print later, follow the instructions under Printing Previously Generated Tax Receipts.

  1. On the tab, select specific receipts or click the checkbox in the header to select all receipts. Then, click .

The tax receipts are displayed in the Report Viewer. As shown in the following illustration, the system provides three copies of each tax receipt:

  1. Click .

The system prompts you to save the receipts in a pdf file.

  1. To print, open the pdf file and click .

Printing Previously Generated Tax Receipts

Previously generated tax receipts are saved in the database for historical use and printing. The following procedure shows you how to print previously generated tax receipts.

After you click the Print Generated Receipts button on the Options tab, the system advances to the tab. The Fund tab lists the funds for which you can generate tax receipts.

The list includes only those funds for which you have Offering View > Print permissions assigned in your staff record.

  1. Select specific funds for which you want to print tax receipts. Alternatively, click the checkbox in the header to select all funds in the list.

Clicking the checkbox in the header selects only the 10 records shown on the page you are viewing. To select the entire list of records, click the Select all records link.

  1. Click to advance to the Filters tab. Then, do the following:

Only the receipts matching your filter selections will be selected for printing.

  1. Click to advance to the Givers tab to view the names of givers who match your filter criteria. From the list, select specific givers. Alternatively, click the checkbox in the header to select all givers.

Clicking the checkbox in the header selects only the 10 records shown on the page you are viewing. To select the entire list of records, click the Select all records link.

  1. Click to advance to the Receipts tab.

The Receipts tab shows all of the previously generated receipts in your database that match your filter selections.

If no receipts were previously generated that match your filter selections, the system displays this message: No Receipts found.

For each receipt, the following information is provided: the receipt date, the giver’s name and envelope number, the contribution amount, and a unique, system-generated receipt number. For example:

  1. On the Receipts tab, individually select the receipts that you want to print. Alternatively, click the checkbox in the header to select all receipts in the list. Then, do the following:

  1. Click .

The tax receipts are displayed in the Report Viewer. As shown in the following illustration, the system provides three copies of each receipt:

  1. Click .

The system prompts you to save the receipts in a pdf file.

  1. To print, open the pdf file and click .

Finding a Previously Generated Tax Receipt

To find a previously generated tax receipt in your database, complete the following:

  1. Select the fund for which you want to locate the receipt.

  1. Click to advance to the Filters tab. Do the following:

Only the receipts matching your filter selections will be generated.

  1. Click to advance to the Givers tab.

The Givers tab shows you the names of givers who match your filter criteria. From the list, select the name of the giver for whom the receipt was generated.

  1. Click to advance to the Receipts tab.

The Receipts tab shows all of the previously generated receipts in your database that match your filter selections.

If no receipts were previously generated that match your filter selections, the system displays this message: No Receipts found.

  1. Select the desired receipt. Then, click .

The selected receipt is displayed in the Report Viewer.

  1. Do one of the following:

 

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