I work for a charity so we use sales receipts and customers for 'donations' and 'donors.' I now need to tally up each donor's year-to-date contributions in order to issue their tax receipt. Do you know how to print a sales receipt with the customer's year-to-date totals?
Quote:
"I work for a charity so we use sales receipts and customers for 'donations' and 'donors.' I now need to tally up each donor's year-to-date contributions in order to issue their tax receipt. Do you know how to print a sales receipt with the customer's year-to-date totals?"
1) You could print a report "Income by Customer" and select your donation income accounts. This would give you a list only, and you would have to write receipts by hand.
2) What I have done is pulled a customer detail report that lists the name, address, date, etc. for all donation income accounts. I then export that data to an excel table. I then use an Access program I have written to total each customers donations, and create a tax receipt.
3) Another option is on the attached file, however while this is easier, I prefer the one simple receipt with a total and all the information laid out as in a more 'typical' receipt. It also then gives me the person one copy to remit and one for their records.
There is an FAQ posted on the QuickBooks website that gives tips on how to create annual donation receipts, the link is:
This is unbelievably difficult. I have already spent about four hours trying to pull off this report that used to take me 10 minutes. Don't forget that the CRA requires that their website be on your receipts. Also required is your business address and your business number. And I have found absolutely no way to add a consecutive number to the receipts. I am desperate and about to prepare the receipts on excel one by one. I have tried the suggested steps to prepare the receipts but there is alot lacking.
DarJ,
I feel your pain. I complete the year-ends for a number of charities with the same receipt requirements, some of which are using QuickBooks for their bookkeeping needs. After trying to find a satisfactory report or receipt in QB, I finally gave up on that and set up the following work around:
I am attaching a sample receipt to show you what I have done. Let me know if you need more information.
Garett
Quote:
"DarJ,
I feel your pain. I complete the year-ends for a number of charities with the same receipt requirements, some of which are using QuickBooks for their bookkeeping needs. After trying to find a satisfactory report or receipt in QB, I finally gave up on that and set up the following work around:
I am attaching a sample receipt to show you what I have done. Let me know if you need more information.
Garett"
Your sample receipt does not specifically include the place or locality where the receipt was issued.
I have had mixed feedback from CRA on this area but with the prospect of penalties, you may as well cover tall the bases.
From IT110r3
http://www.cra-arc.gc.ca/E/pub...
PART II - OFFICIAL DONATION RECEIPTS
Contents
¶ 16. A charity may issue official receipts only while it is registered and must not issue receipts for funds
that it will not itself be responsible for spending. Part XXXV of the Regulations requires that each official receipt that a charity issues to acknowledge a donation must contain at least the following:
* a statement that it is an official receipt for income tax purposes;
* the charity's registration number, name and address in Canada as recorded with Revenue Canada, Charities Division;
* the place or locality where the receipt was issued;
* the day on which or the year during which the donation was received or, where property other than cash is received, the actual date of receipt;
* the day on which the receipt was issued when it differs from the date of the donation;
* amount of the gift; and
* the name and the address of the donor.
Each such receipt must be prepared at least in duplicate (since charities are required to keep on file a copy of every official receipt issued), must be signed by an authorized person, and must bear its own serial number. In addition, where the donation is a gift of property other than cash, the fair market value of the property at the time the gift was made, as well as the date of the gift, a description of the property, and the name and address of the appraiser (if any) of the property, is required. For further information consult the current version of IT-297, Gifts in Kind to Charity and Others.
From:
http://www.cra-arc.gc.ca/tax/c...
New requirement for official donation receipts - Questions and Answers
Q1. What is the new requirement for registered charities that issue official donation receipts?
A1. Registered charities have to include the name and Web site address of the Canada Revenue Agency on official donation receipts.
Q2. What name and Web site address must appear on all receipts?
A2. The name Canada Revenue Agency and the Web site address www.cra-arc.gc.ca/charities have to appear on all receipts.
Note
The Canada Revenue Agency (CRA) was part of the former Canada Customs and Revenue Agency (CCRA) until the reorganization of the tax and customs functions into two separate organizations. If you have used the name Canada Customs and Revenue Agency and the CCRA Web site address on your receipts, the CRA will honour them.
Q3. When will registered charities be required to include this information on their official donation receipts?
A3. Registered charities have to include the information on their receipts as of January 1, 2005.
Q4. What if your current stock of receipts does not contain this information? Do you have to throw them out and buy new ones?
A4. No. For the year 2005, it will be acceptable to include the name and Web site address of the Canada Revenue Agency by other than normally required printed means (e.g., sticker, stamp, handwritten).
Q5. Will receipts without the new information be rejected?
A5. No. The Canada Revenue Agency (CRA) will honour receipts that do not contain the new information in 2005. However, the CRA expects all registered charities to include the new information as of January 1, 2005.
Q6. Will registered charities be penalized for not including the new information?
A6. No. Registered charities will not be penalized for not including the new information in 2005. However, the Canada Revenue Agency expects that all registered charities will include the new information as of January 1, 2005.
For info on Registered Charities: Intermediate Taxes and Penalties see
http://www.fin.gc.ca/budget04/... A9.3
Quote:
"Your sample receipt does not specifically include the place or locality where the receipt was issued.
I have had mixed feedback from CRA on this area but with the prospect of penalties, you may as well cover tall the bases."
Good point, and this is something I have wondered about... In my case, all receipts are issued from the same location as the charity itself. CRA staff have indicated to me that if this is the case, the charity address covers that base. But then, how far do we trust the people who answer the phone there? B) Being unable to find any information to the contrary, I have taken their word for it.
If the receipt is being issued elsewhere, then yes, the alternate location should definitely be included.
I am in the process of doing something similar. I exported a report to Excel that has all the information (although it is in no tidy order whatsoever). I will tidy it up and then compare it to a summary report I printed from QB. If this proves to be more work than I bargained for, I am going to try the dummy QB company as you suggested. I was hoping to avoid the potential for making a data entry error.
Well I'm at least glad to know I'm not alone in this year-end receipt problem. I was thinking of printing "stationary" with all the CRA requirements, our logo etc. and then reloading it the printer and printing the modified report suggested above that has the entire total per donor for the year. Or printing the sales receipt I made in the layout feature that looks like a nice tax-receipt (but of course won't print the total) with no total and write in the total. I'll to figure out which is less time etc. Thanks for all the ideas. I don't have MS Access, so that idea wouldn't work.
Garett and spenceh, thank you for your thoughtful and thorough posts. That is the kind of support which will help this community grow into something incredibly useful.
Best regards,
Lance
Hello,
I am going to look further into the "dummy" QB file that Garret described. That seems like a great idea. Any missing information such as the location that the receipt was made out is easily remedied.
I too have spend may hours on this problem. QB's really needs to fix this glaring ommission in their program.
What I did was to make up the receipt in Excel. First make a half page receipt with all the necessary CRA requirements including donation amount, advantage & eligible amount. The advantage portion is new & very important that it shows up. Then set up your excel program to make a duplicate of your reciept on the bottom half of the page & using word art add the words "duplicate copy" as a type of water mark on the copy. The date cell can be formulated to display the current date. When set up the excel sheet can be copied within the Excel workbook for as many donors as you need receipts for. (ie: you may have 150 or more sheets within the workbook depending on the number of donors)
QB's can easily give you a contributions by donor summary for the year. This then can be entered in the appropriate cell in each Excel sheet. Of course each donors name & address also need to be entered into each sheet and a unique receipt number as well. I used the year & envelope number to achieve a unique receipt number. If you fold the finished product in half they fit nicely in a 9" x 5-1/4" envelope.
I have enclosed an example of a sample receipt.
Once this Excel workbook is set up it can be used for future years if your donor base stays similar such as in a church. If new members arrive you simply copy & add a sheet with their address. The receipt number can be changed by changing the year. Excel may even generate unique numbers within the program such as can be easily done in MS publisher but I haven't found the formula if one exists.
Now this is time consuming but it does address all of the requirements that CRA specifies. Once set up the entries are quick but care needs to be taken to match the QB report total to the correct donor.
[attachment=45:Sample_Y..._Receipt.pdf]
Quote:
"3) Another option is on the attached file, however while this is easier, I prefer the one simple receipt with a total and all the information laid out as in a more 'typical' receipt. It also then gives me the person one copy to remit and one for their records."
in the attached file, it's suggested that one can print a page per customer... but the last customer gets the grand total. How can we remove this from the report?
Quote:
"I work for a charity so we use sales receipts and customers for 'donations' and 'donors.' I now need to tally up each donor's year-to-date contributions in order to issue their tax receipt. Do you know how to print a sales receipt with the customer's year-to-date totals?"
Using live chat on the US web site I had the following conversation:[/color]
Eric : Hello! I'm happy to assist you today.
[color="#0000FF"]you: Does the non-profit version of QB handle annual receipts within the software?
Eric : Yes, it does.
Since the CN product is now based on the US product, when will we see this functionality in the Canadian product?
