What checks should be carried out before submitting a Gift Aid claim online

How to prevent online Gift Aid Submission failures
How to prepare data for online Gift Aid submissions
How to validate data before online submissions
Error: Your submission failed due to business validation errors.  Please see below for details.  A Tax Repayment must include details of Gift Aid Donations or Other Income or both.
 
When processing Gift Aid Online, HMRC validates the information transmitted so it is beneficial to check the integrity of your data before submitting a claim.  This solution looks to cover a few checks you can carry out to prevent submission failures.

The first thing you should do is make sure all the data you have entered in Config > HMRC Submissions Settings is accurate, along with the Charity claims reference number entered in Config > General.  These can prevent the authentication errors documented in BB742297.

Once this has been checked, ensure that you have data entered onto each of the constituent fields that is submitted during the claim.  The fields submitted are:
  • Constituent Surname
  • Constituent First Name
  • Preferred Address Line 1
  • Preferred Postcode
  • Preferred Country
To check data exists, create a constituent query.  You can filter the query based on claim number as well as the above fields.  As an example:

Tax Claim Number equals {Claim Number}
AND (First Name blank
OR Surname blank
OR Preferred Address Line 1 blank
OR Preferred Postcode blank
OR Preferred Country blank)

This will ensure that each of the required fields has some data entered.  If you wish to check the entire database, simply remove the Tax Claim Number field from the query filters.  


There are additional checks you can complete which will help prevent some further submission failures.  Notably, ensuring the postcodes being submitted are in a valid format.  All UK postcodes begin with an letter and the number of characters ranges from 5 to 8, depending on location and whether you include the blank space. So you can look for postcodes that do not begin with a letter, or the character count is out with the range specified, as a starting point you could use a format similar to that below:

Preferred Postcode begins with [1-9]
OR Preferred Postcode equals ???
OR Preferred Postcode equals ????
OR Preferred Postcode equals ?????????

In the above example, the '?' are wildcard characters, used simply to represent the number of characters included in the postcode.  This query will find any postcodes beginning with a number, or which have 3, 4 or 9 characters.   If you decide to do this check on the entire database, you may also want to filter on UK records, as the postcode format can vary depending on the Country. 

See Online Giving Submissions in Raiser's Edge - Checking Data Integrity Blog Post for more detailed information, if required.

How to check for postcode validity:
See here for details of how to check postcode validity via Microsoft Excel

AddressAccelerator and Blackbaud's Mailwise data cleaning service can both help you maintain accurate addresses within The Raiser's Edge.  For more information on these services, contact your Account Manager.

Note: We provide links to third-party websites in an effort to help you resolve your issue. We are not responsible for the information on third-party websites, and we cannot assist with implementing resolutions from these websites.

Environment

 The Raiser's Edge Version 7.92.5508.12

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