Print Charitable Receipts for Donor

The Print Charitable Receipts for Donor batch function allows you to print all unprinted donation receipts, using parameters such as:
  • All Donation Campaigns (or just one) and/or
  • Patron Name, and/or
  • Calendar Year

The Print Charitable Receipts for Donor is accessed under the Setup>>Batch Functions>>Print Charitable Receipts for Donor menu.

Receipts only print if a payment is received, the print options on the donation require one, and the Campaign allows receipts to be printed.

 

Parts of the Print Charitable Receipts for Donor Window

If this report has previously been run, this button will add the previous criteria
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria
Allows editing of the batch print parameter for included donations. For more on the Donation Receipt tab, click here.
The Sort tab allows adjustment of the sort order of the columns found in the report. For more on the Sort tab, click here.
The Titles tab allows you to give the report a name that is meaningful to your requirements. For more on the Titles tab, click here.
Proceeds to the next tab in the Charitable Receipts for Donor Criteria.
Cancels that adding of criteria and closes the criteria window.
Completes the addition of criteria and the sorting of data, and begins to generate the donation receipts

Donation Receipt Report Parameter Tab

The Donation Receipt tab determines what receipts will print depending on the criteria entered.


Parts of the Donation Receipt Tab

Next Receipt # The next starting number for receipts. You may override this value if you wish to assign a different starting number to the next donation receipt number. However after printing this selection of receipts, Theatre Manager will revert back to the "next tax receipt #" as defined in Company Preferences.

If the starting "next tax receipt #" for all future donation receipts is required to be set to a different number, set the "next tax receipt #" in the Company Preferences.
Select Donation For A drop down to limit your donation receipts by specific campaign, or All Campaigns. By default, Theatre Manager will include receipts for all campaigns
Last Name Between An opportunity to limit the donation receipts to a specific patron or group of patrons based on Patron Last Name. By default, this is normally blank
Calendar Year Allows you to print all unprinted charitable receipts for a specific calendar year. This may be used in January to print all unprinted receipts from the previous year.

This field is mandatory for Annual Summary Charitable Receipts.

Print on Receipt Options for including:
  • Receipt # on Forms. Unless your donation receipts have pre-printed numbers on them, it is suggested to allow Theatre Manager to print the receipt number.
  • Regular Name With company. If the donation is a corporate gift, and an individual's name appears int he patron record, Theatre Manager can include both names on the donation receipt.
  • Campaign Prompt. If selected, will print the Campaign to which the donation was made on the receipt.
# of Copies Allows you to adjust the number of copies printed for each receipt. For example, if you enter "3", you will get a page with 3 copies of the same receipt on the page. This may be helpful if you are providing a copy for the patron, one for the patron's accountant and one for your files
Comments For Receipts Allows for limited comments to be printed on the receipts
Proceeds to the next tab in the Charitable Receipts for Donor Criteria
Cancels the adding of criteria and clears the window
Completes the addition of criteria and the sorting of data, and begins to generate the Charitable Receipts for Donors

Sort Tab

The Sort tab determines the sort order of the patron invoices that will be printed.


Parts of the Sort Tab

Available Sort Fields A list of fields available to sort by.
Adds the currently selected field to the sort field list.
Removes the currently selected field from the sort field list.
Selected Sort Fields The fields currently used for sorting. Default sort fields may appear here. There is a limit of nine sort fields.
Sort In Descending Order When checked, the currently selected sort field will sort in descending order.
Upper Case Conversion When checked, the currently selected sort field will be converted to upper case letters.
New Page When Field Changes When checked, the currently selected sort field will start on a new page when the field changes.
Returns to the previous tab in the Charitable Receipts for Donor Criteria.
Proceeds to the next tab in the Charitable Receipts for Donor Criteria.
Cancels the adding of criteria and clears the window.
Completes the addition of criteria and the sorting of data, and begins to generate the Charitable Receipts for Donors.

Titles Tab

Parts of the Titles Tab

Page Header Titles
Use default report title If enabled, the default report tile will print. If disabled, you can specify a specific title for the report.
Title Enter the title you want the report to have.
Display employee full name The name of the employee logged into Theatre Manager will print on the report.
Description You can enter a description of the report and/or the criteria you have selected.
Returns to the previous tab in the Charitable Receipts for Donors criteria.
Cancels that adding of criteria and closes the window.
Completes the addition of criteria and the sorting of data, and begins to generate the Charitable Receipts for Donors.

Charitable Receipt Example

You can place most of the items below like logo, address, signature and other Canada Revenue Agency requirements into company preferences donations tab.
There will be TWO dates on the tax receipt if the date of payment for the donation is different than the date tat the receipt was printed. This is a Revenue Canada requirement for official tax receipts
The image to the left an example of a Charitable Receipt

The parameters used indicated to print 3 copies of each receipt. The intention of donation receipts is that data from the database will be printed on a pre-printed, perforated form that contains other required data for a receipt.

Data preprinted on a tax receipt form is set in Company Preferences and may include (per government requirements):

  • Your Company Name
  • Your Company Address
  • Your Company Phone Number
  • Your Company's Tax ID #

In addition, you may want to include:

  • A Company Logo
  • A signature line
  • Other background graphic items or watermarks as desired