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Donation Tax Receipt Options

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Please read carefully about Revenue Canada's Policies on issuing tax receipts.. Improper receipting can result in fines.

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

Read how to batch print receipts that have not been printed.
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.


Tax Receipt Options

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.

Receipt Options are:

  • One per Payment - is the default. Each payment is issued a separate tax receipt when the payment is received. If there are 10 payments, you will create 10 receipts at when each payment is entered.
  • One per payment when fully paid - will only print all receipts once the balance for the donation is fully paid. Each receipt will record the date of original donation and actual date of payment as required by law.
  • Annual Statement Style for each payment - will print a one page report for the patron listing the original donation and the payments to date. If a receipt was previously printed, it is so indicated on the statement.
  • Annual Statement Style, when full paid - prints a one page report for the patron listing all payments, payment dates, and receipts - but only when their is no longer a balance owing on the donation.
  • One per Donation when fully paid will print one receipt per donation, once the donation is fully paid, regardless of the number of payments:
    • Receipts cannot be printed until the final payment is made
    • Each payment is assigned the same receipt number
    • The option could be used if all payments fall into a particular calendar year and should not be used if payments are expected to cross calendar years.
    • This should not generally be used in Canada or for donations that span multiple calendar years.
  • Manual On typewriter - are used when the donation and payments are complex enough and the only way to observe various government regulations is to simply type one up in a word document or on an old fashioned typewriter. Theatre Manager ill not print any receipts for this donation. Once finished the donation receipt, you may want to import a PDF of the document into a task to record what was sent.
  • Special Handling - are also used for complex receipting requirements. We suggesting that this be used if you create a form letter for this purpose
  • No Receipt Required - there are cases when you should not print a receipt for a donation even if a receipt is normally created for the campaign. Use this option when the true donor cannot be identified, or if the entire donation receives benefit.


Which receipt type to use?

  • One per payment receipts are best suited for Canada because of the governmental reporting requirements. They are also used for recurring donations that never end.
  • Annual Style receipts are best suited if the donation falls completely into the current year. They are typically used for post dated payments or for US receipts
  • Form letters can be used to print receipts if the options provided or the situation warrants something custom to be created. To use form letter receipts: mark your receipts printed manually on the receipt tab - which will generate a receipt number in Theatre Manager
  • Create a standard form letter (based on donation receipts file as per the image to the right) and place a table in the form letter containing the receipt data you want to show that also includes the receipt number.