It is important to recognize that donations can be entered from more then one place in Theatre Manager. You can enter a donation from the donation tab or from the orders window while a patron is purchasing tickets.
Open the Patron Record.
For details on locating a Patron Record click here.
Alternatively
To add a Donation to an existing order, or while creating an order, you would:
The Donation Detail window opens.
Campaign | The drop down list contains the possible donation campaign to give the donation to. | ||||
Date Donated | Enter the date that donation was made.
If the donation date differs from the default computer date, you can back date the donation by up to 3 months into a prior calendar year for tax purposes. Donations always appear on tax receipts according to the year on the donation date. Note that Revenue Canada has stated:
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Solicitor | Select the person responsible for receiving the donation from the drop down. This person must exist in the Employee table (see Setting up an Employee) | ||||
Donation (gift) | Click in to the amount field and enter the donation amount.
Depending on the selection in the popup to the left, this sets up an as a receivable in Theatre Manager so that the system
knows to expect a payment for this amount. It could be one payment
or it could be post
dated payments.
In the popup to the left of the amount, the typical choices are listed below. The affect how money is reported to finance to create a receivable.
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Total Payment | Amount of money received for the donation. A donation may be made in the form of a Stock and the payment amount may be more of less then the donation amount. For information on Stock gifts click here.
There are a number of rules for USA 503c registered charities that may affect the amount entered. |
WriteOff Amount | The unpaid difference between the Donation and the Total Payment. | ||
Matching Gift | Select the Matching Gift if you wish to link this donation to another patron who will also donate as a result of this patron giving a new donation. Click Here for more information. | Commission | Check the Commission Paid box to indicate if a commission was paid to a third party to procure this gift. Theatre Manager will enter the date that the commission was paid. | ||
Non-Receipt Benefit | The amount deducted from the donation receipt to cover taxable benefits received by making the donation such as a dinner or a show. You will not be able to enter a receiptable benefit unless you have set it up in the donation campaign setup. You may also have to indicate standard benefit amounts at each donation range in the giving level matrix. | ||||
Next Contact | By default, the Next Contact Date is eleven months from the date of the donation. This date can be changed should you require a different date from the default. Use it in reports to print a list of donors that need contacted at that time to ensure that they give on a regular basis. | Program Year | The Program Year defines the time frame the donation will be recognized in published material. Use it in reports to print a list of Program Names within the Program Year. | ||
Fiscal Year | The Fiscal Year is selected from the fiscal year set up in default settings. Refer to Accounting for more information | ||||
Tax Receipt Name |
This field is used to record the name of the individual who will receive the tax deductible receipt. Theatre Manager prints a receipt for tax purposes in the name of the individual recorded here, which could differ from the individual giving the donation.
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Program Name |
This field is used to record how the patron would like to be recognized on your program listings. The default name is populated into the program recognition field in the order that follows:
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Sort Name | The sort name is suggested by Theatre Manager and is used to DETERMINE THE SORT ORDER of patrons (within a giving level) on the donor program insert reports.
It is initially based on the last name or company, depending on how the default donor name is selected and it may be changed. The sort name is used to position the donor's name in the program. For example, if the Program Name is 'Anonymous', the sort name could still be 'Smith'. This would cause the program to creating a listing for 'Anonymous' under S. In order to maintain a reasonable alphabetic sort order, the sort name starts out with either:
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Tax Receipt Options |
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Click Payment for additional information.
Quick reference information Donations Overview |
A prospective donor's name may come from discussions at a Development or Staff meeting, or noticing a donor on another venue's Donor Wall that isn't in your current donor list. it might also be for the purpose of Planned Giving
As soon as you identify a prospective donor, you should start a Prospect Donation in Theatre Manager. This way, you can track the progress of moving the potential donor towards an actual gift.
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A Prospect Gift or Soft Pledge will not affect your financials in any way. Entering a Prospect Gift is simply a way of tracking a potential gift without creating any Receivables. |
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Alternatively, refer to Enter Donations on the Order Window when already within an order. |
The Donation Detail window opens.
You will also note a change in the blue text to the right of the field. It now says:
Long term prospect who may give if nurtured appropriately. Receivables/accounting entries ARE NOT created until this is converted to a gift.
Some prospect gifts will remain as prospect gifts for a long time - perhaps even forever. They will always be recorded in the Patron Record so you can see what work has been done with this particular Donor.
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A Prospect Gift or Soft Pledge will not affect your financials in any way. Entering a Prospect Gift is simply a way of tracking a potential gift without creating any Receivables. This gives you a place to track all interactions with the patron during the planned giving process. |
To handle these in Theatre Manager:
Before you actually receive the planned gift, there will undoubtably be changes to the information, discussions, reporting, etc. You can:
In the end, a planned gift is just like any other donation ..... except it starts its life as a PROSPECT before being converted to an actual gift.
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While you can put anything into the tax receipt name, there are some legal implications. If you are in Canada, please read Revenue Canada's Policy Commentary CPC-010
For those in the USA, you may wish to lookup the details of IRS publication 1771 |
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Please read about Revenue Canada's extensive policies on issuing tax receipts.. Improper receipting can result in fines. |
This handy chart below comes from the Revenue Canada web site and illustrates some common examples. In all cases, Revenue Canada indicates the need to highlight the true owner of the donation. If the donors name cannot be ascertained 100%, then no receipt should be issued.
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Please read carefully about Revenue Canada's Policies on issuing tax receipts. The CRA web site mentions:
Theatre Manager modelled the contents of receipts after the requirements/samples on Revenue Canada's Web Site.. The US has fewer, although somewhat similar requirements as mentioned in publication 1771 |
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Read how to batch print receipts that have not been printed. |
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Please note: receipts are issued for each payment made towards the donation. Receipts are not issued for the donation.
The reason is that donations are only an indication of what the patron intends to give and payments are what they actually gave. A receipt cannot be issued until the payment is made and each payment is given its own receipt number and date. |
Theatre Manager has a number of tax receipt options that you can set for each donation. In addition there is a setting for each campaign on the edits tab that can be used to only print donations above a certain amount.
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If you cannot ascertain the true donor of a gift, select No Receipt Required to comply with Revenue Canada regulations. |
To use form letter receipts:
Note: Any payment to an order with multiple donations is applied to the individual donations in this order:
Once a payment is applied to a an order with multiple donations, you cannot change the allocation of receipts unless you:
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The Order window can be accessed by purchasing ticket, a membership or by simply adding a payment to an existing order.
Click Payment for additional information.