Creating a Donation Receipt

The user can now generate a donation receipt for charitable donations through the reports left menu item.

To access:

• Reports > Accounting > Receipting > Donations

To print or save:

• Click the PDF icon

View Style: Donations Receipt

Organization Setup – Charitable Number

Description: The user can now add a Charitable Number to the Organization Setup. This MUST be set up to generate a Donation Receipt.

To add a charitable number:

1. Go to the left menu > Setup > Organization > General Information
   • Charitable Number = Enter the Organization Charitable Registered Number

Setup > GL Account for Donations

Description: The user can now add a GL Account for Donations. This must be set up to generate a Donation Receipt

1. Go to Setup > Accounting > Fee Income > Create a new Fee Income Account
   • Enter the Account Number
   • Enter the Account Name (example: Donations)
   • Click SAVE
   • Then, de-select the Posting checkmark
   • Add the sub accounts
   • Click the checkmark to apply
     • Click the SAVE icon to save all

Setup > Item for Donations

Description: The user can now add an item for Donations. This must be set up to generate a Donation Receipt

1. Go to setup > Accounting > Fee Item
2. Click Create New
   • Name = Donations
   • Description = Donations + Organization Charitable Number
   • Group = Donation (IMPORTANT for proper receipting)
   • Tax Receipt Item = Not Applicable
   • Account = Associate to the Donation GL Account
   • Tax Group = Non-Taxable
   • Active = YES
   • Prices:
     • Click the “+ Add Item Price”
     • Price = $0.00 or any amount (this can be overridden when creating a manual invoice/ payment)
     • Start Date = When does this price take into effect
     • End Date = Applicable end date, or 9999
     • Click the checkmark to apply
   • Click the SAVE icon to save all

Processing a donation in CCP MAX

Description: To process a donation in CCP MAX, the user must first invoice the payer and then apply a payment to this invoice.

Step 1: Create a manual invoice

1. Go to Accounts Receivable > Billing > Manual Invoice
   • Customer = Payer
   • Branch = Associated Branch to the Payer
   • Reference Contact = Payer
   • Date = Date received
   • Reference Date = Reference Date
   • Reference = Note that will display on the statement
   • Lines > Click the “+” icon
     • Item = Donation Item
     • Account = Associated Account
     • Branch = Associated Branch
     • Description = Donation’s description (will auto populate once you enter the item)
     • Quantity = Can override
     • Unit Price = Can override to match the donation amount
     • Click the checkmark to apply
     • Click the POST icon to complete the manual invoice

Step 2: Create a Manual Payment received from the payer 

1. Accounts Receivable > Payments > Manual Payment 
   • Contact = Payer 
   • Branch = Associated Branch
   • Reference Contact = Payer 
   • Document Date = Date payment received 
   • Reference Date = Reference Date 
   • Reference = Note that will display on statement 
   • Payment Method = select 
   • Document Total = Total funds received 
   • Memo = internal note 
2. NEXT, you MUST apply the payment to the manual invoice that was created for this donation. 
   • In the manual payment, click on the tab “Applied Documents” 
   • Select the invoice that applies, 
   • Review 
   • Click POST to complete the process. 

IMPORTANT: If you do not apply the payment in the applied documents tab, you will not be able to create a Donation Receipt. 

Step 3: Process the Donation Receipt

1. Go to Reports > Accounting > Receipting > Donations
   • Enter the Name of the Payer
   • Enter the Posted from Date (optional)Enter the Posted to Date (optional)
   • Select the view style = Donations Receipt
2. Click GO
3. To print:
   • Click the “Download/ Print PDF” icon
4. To save to device:
   • Click the “Download/ Print PDF” icon
     1. Save as PDF