Entering Receipts

 

The Receipts section holds all the transactions. People or Organisations can give money. There are several types of receipt, categorised by their Giving Type.

 

Giving Types

 

Normal – the default type, for a standard non-gift aid receipt.

Gift Aid – this will be the default if the person has completed a valid Gift Aid declaration.

Legacy – allows you to allocate the receipt to a legacy

Foreign Currency – allows you to specify the currency the donation was received in

Gift in Kind – allows you to enter a zero value receipt, but record what was given in kind in the Description and/or by using the Categories to say what was given.

Payroll giving – allows you to register receipts, which aren’t valid for tax claim. They can be set up as regular giving transactions.

CAF Vouchers – for donations made using the CAF scheme.

Grant – will show a list of grants for the chosen organisation and allow you to allocate the receipt to one, or even create a new grant.

 

Pledged Gift (incl. I.O.U.) – can be used to record gifts that have been promised at some future date, or on the date they were pledged.

 

Shares and Equity – for donations of shares and equity in organisations.

 

You can also add as many additional giving types as required by your organisation. This can be done by a System Administrator, see the Customise Module chapter.

Regular Giving

A donation can be repeated on a regular basis. These regular gifts can be Standing Orders, Direct Debits, a Covenant or simply a membership.

 

A regular gift can be given either weekly, fortnightly, monthly, bi-monthly, quarterly, 6 monthly, or yearly. Both of these lists of values can be amended in the Customise Module.

 

There are three styles of regular payment – Unending, Specify Number of Payments or Specify End Date.

 

Full bank details can be stored. The Bank Reference can be used to automatically synchronise payments due with a downloaded bank statement (managed via Automatic Payments). A CSV file can be imported which the system can automatically reconcile against.

 

Money against Organisations or People?

 

When you enter a receipt you can select whether a person or an organisation has made the payment. From the receipt main details screen you would select the Individual Person or Organisation/Company tab and then find or add the relevant record.

 

To use the new selection list you decide if the donor is an Individual or Organisation and click on the required tab, then you can do one of the following:

·         Start typing the name in the box, for people the format is Surname, Firstname, and the cursor will go to the nearest record to match what you are typing.

·         Click on the Search button and find the donor, as you would have before.

·         Click on Add or Quick Add to create a new individual or organisation.

·         Click on the down arrow and view all your donors, scroll down the list to find the person/organisation required.

 

Entering a Receipt transaction

Follow these steps to enter a receipt:

1.       Navigate to the Receipt Browse section and click on the New button. This will display the Receipt Main details window.

 

 

2.       Select a person from the list of Individual Donors. Start typing a name and the list will jump to the nearest match, e.g. typing “Mal” will jump to “Malachi, Paarai, Mr, MAL00001,” in the Demo data.

3.       Enter an Amount of 100.

4.       The Type will default to “NOR” for Normal, unless the person has signed a valid Gift Aid certificate, in which case it will default to “GFT” to show the gift is valid for Gift Aid.

5.       Click OK to save the changes.

 

This receipt will now display in the list of records in the Receipts Browse section.

 

Entering a Currency Receipt for an Organisation

The following example will enter a receipt in currency other than your default currency against an organisation:

 

1.       Select File, New, Receipt from the main menu. This will display the Receipt Main details window.

2.       Click on the Organisation/Company tab.

3.       Select an Organisation from the list.

4.       Select a Type of “Foreign Currency”.

5.       Select a Currency of “Italian Lira”.

6.       Enter an Amount CCY of “10000”.

7.       Click OK to save the changes.

 

When the funds clear your bank account you can enter the value of your default currency in the Amount field.

 

 

 

Entering a Legacy Receipt

When entering a legacy receipt you may allocate to an existing legacy or enter a new one.

 

1.       Select File, New, Receipt from the main menu. This will display the Receipt Main details window.

2.       Select ”JOZ00002” from the list.

3.       Enter an Amount of “1000”.

4.       Select a Type of “Legacy Pledge”.

5.       Select the legacy from the list.

6.       Click on the Edit Legacy button.

7.       Click on the Completed tick-box.

8.       Enter the Completion Date.

9.       Amend the Amount to 1000.

10.   Click OK to save the changes to the legacy and return to the Receipt.

11.   Click OK to save the changes to the receipt.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Entering a Grant Receipt

Selecting an Organisation with grant applications will default the giving Type to GNT; will show a list of grants for the chosen organisations and allow you to allocate the receipt to it, or even create a new grant application.

 

1.       Select Receipt section and the Browse list should be displayed.

2.       Click on the New button. This will display the Receipt Main details window.

3.       Click on the Organisation/Company tab.

4.       Select an Organisation from the list, e.g. SHO00001.

5.       Enter an Amount of “1000”.

 

 

6.       Select the Grant from the list.

7.       Click on the Edit Grant button.

8.       Click on the Closed/Completed tick-box.

9.       Select a Grant Stage of ‘06 Closed’.

10.   Click OK to save the changes to the Grant and return to the Receipt.

11.   Click OK to save the changes to the receipt.

 

When you next view the Grant details, you will see the £1,000 now showing in Amount Received, and the receipt will show on the Giving History tab.

 

Entering a receipt for a Target

When entering a receipt there is now a new field Against Target. Select the appropriate target from the list.

 

The value of Regular gifts allocated to a Target will show in the Target summary figures, projected up to the Target Deadline date. They are included in the Automatic Payments figure.

 

Pledge transactions can also be allocated to Targets so the expected income will show in the Total pledges outstanding figure in the Target summary figures.

 

Entering a receipt for an Event

Ideally, when entering a receipt for an Event you should enter it through Events. See the Managing Events section of this manual for creating receipts for Expenses, Tickets and Sponsorship.

 

If the donation you have received does not fall into any of the above options, you can enter a receipt like normal and select an event from a drop down list to allocate it to. This will then show against the Event in the Giving History.

 

Entering a Pledged amount

You may receive pledges from people or organisations that they will donate an amount on a future date. You can now enter a Pledged gift that can be changed to an actual receipt when the funds are received, and will be able to show any difference between what has been pledged and what has been received.

 

1.       Navigate to the Receipt Browse section and click on the New button. This will display the Receipt Main details window.

2.       Enter the Date you expect to receive the gift.

3.       Enter the Pledged Date, i.e. the date you were notified of the promise of a gift.

4.       Enter an appropriate Description.

5.       Select the donor from Individual Person or Organisation/Company.

6.       Enter the amount in the Pledge Amount.

7.       Select a Type of “Pledged Gift (incl. I.O.U)”.

8.       Allocate any Categories that are relevant.

9.       Click on OK to save the pledge.

 

When you receive the gift you can then edit the transaction and enter the actual Amount received, the Date you received the gift and the Type of gift (e.g. NOR, GFT, KND…).

 

 

 

 

 

 

No Gift Aid record exists - Click "Gift Aid" to create details

 

 

Entering a partial Gift Aid receipt

On occasion you may receive a donation that is only partially applicable for Gift Aid, for example, if the donor had only paid tax on part of the gift. When entering a receipt with a specific Gift Aid amount you should:

 

1.       Navigate to the Receipt Browse section and click on the New button. This will display the Receipt Main details window.

 

2.       Enter “Partial Gift Aid transaction” as the description.

3.       Select a person from the list of Individual Donors.

4.       Enter an Amount of 250.

5.       Select a Type of Gift Aid.

6.       Amend the Amount G/A to be 175 – to show that only 175 of the donation is valid for Gift Aid.

7.       Click OK to save the changes.

 

Managing Receipts

 

Automatic Payments – will create regular payments that are due. See chapter on Automatic Payments.

Batch/Banking – will allow you to mark receipts that show on your bank statement. See chapter on Batching/Banking.

Inland Revenue Claim – will allow you to mark receipts that have been claimed. See chapter on Gift Aid.

 

 

Configurable fields

 

 

 

There are several reference fields available for you to configure for use with the Receipts.

 

One example of using these is that you may need to show which nominal ledger code the receipt is for – especially when you are interfacing Donor Strategy with your accounting software.

 

Your System Administrator could change the Ref3 field to read “Nominal Code” and create the list of values to contain valid nominal ledger codes.

 

Relating your data

 

Relating to Receipts

Organisations – you may enter receipts from an organisation or a person. You may view all receipts from an organisation in their giving history, as well as all receipts from people who are associated with that organisation.

People – when you create a receipt you can associate it with a person. From the Giving History tab you can see all receipts from a person.

Legacy – when you create a receipt you can make it type Legacy Pledge and allocate it to an existing or new legacy for the related person.

Grants – when you create a receipt for an organisation with grant applications, the giving Type will default to GNT and you can select the appropriate grant from the list, or create a new one.

Targets – you can assign a receipt to a Target and view it from the Giving History tab on the Target window.

Events – you can assign a receipt to an Event and view it from the Giving History tab on the Event window. Receipts can also be automatically generated from event tickets, sponsorship or expenses.

Allocations – when you create allocations they can be assigned to receipts.

 

What if I forget to include a transaction in a batch?

There is now a facility to add a transaction to an existing batch.

1.       Select the transaction you wish to add in the Receipts, Browse list.

2.       From the top menu bar select Tools, Process, Add a transaction to a batch.

3.       Click on Yes to the message that checks you really want to add the transaction.

4.       Enter the batch number and click on OK.

5.       Click on Yes to the message that confirms which batch you are about to add the transaction to, and the new total for the batch.

6.       Click on OK to close the message that confirms the transaction was added to the batch.