For most organizations, at least a few donors are likely to have given more than once throughout the year, in which case it can be important to list out the details for each of the individual transactions, along with a total given for the year (ex: Date, Fund and Received of each donation). To list out multiple donations in a single receipt document for a donor, the Entry List widget must be inserted into the template first.
The widget is a mini report of sorts that displays each donor’s donations in a table format, with columns for all of the fields the organization has chosen to include. For example, here is how a widget which uses the Date, Fund and Received field appears for a donor that has multiple donations:
As we can see, this donor had two donations on 8/14/2013 and 10/31/2013 for $10 each, with a total of $20 for the year.
Using the Entry List widget is the only way to list out details for multiple transactions within a single generated document. Without the widget, we can still list the total that each donor gave within the year, but would not be able to see the details of the transactions. To use the example above, without the widget we could see that the donor gave $20 total for the year, but would not be able to see the date and fund for each individual transaction.
For more information on how to insert the Entry List widget into your Communications template, please see How to create a template to list the details of multiple transactions for a constituent.
In addition to inserting the Entry List widget into your template, when generating the documents a specific grouping option needs to be selected on Step 2 (Document Options). On this step of the document generation process, there is a Grouping section where you can indicate how you’d like the documents to be generated:
In this section, One Document Per Account will need to be selected. With that grouping setting and the Entry List widget in the template, the receipts that are generated will list out multiple donations for a donor all within a single document.
2) Use fields to show both the non-deductible and deductible amounts
Generating receipts for tax purposes can be tricky, because in many instances not everything a donor has contributed to an organization can be claimed as deductible contributions on taxes. While generating receipts that show the full amount each donor has given can be useful, they don’t always tell the full story. Some donors may have transactions that are fully non-deductible (such as ticket purchases or auction transactions), while others may have transactions in which some part is deductible, while the rest is not. Thankfully, there are fields that can be inserted into a template that allow us to show a full breakdown of what each donor has given in deductible, non-deductible and total received contributions!
eTapestry has fields to show both the deductible and non-deductible amount for transactions, both of which are located under the Journal Fields category. To show the deductible amount, the field that would need to be inserted is Received Minus Non-Deductible, while the field to show the non-deductible amount is Non-Deductible Amount.
To insert a single merge value into a template, the Insert Date Merge Value icon needs to be clicked on first within the toolbar:
These fields can also be inserted into the Entry List widget discussed in section 1, meaning a single widget could contain fields for Received, Received Minus Non-Deductible and Non-Deductible Amount to show a complete breakdown for each transaction in terms of what is deductible on taxes and what is not. In the below example, we can see that the donor has given $120 in total for the year, $85 of which is deductible and $35 of which is non-deductible.
3) Querying on deductible transactions
- Click the Queries button on the menu bar
- Click Manage Queries
- Select a category that you want to store this query in
- Click New Query under Tasks
- Name the query “Deductible donations in 2013”
- Set the Starting Criteria to Base/All Constituents
- In the Data Return Type drop down menu, select Journal Entries
- Under MATCH select All of My Criteria
- Select Commonly Used Fields from the Available Fields drop down menu and click Journal Entry Date
- Fill in 1/1/2013-12/31/2013
- Select Amounts from the Available Fields drop down menu and click Individual Transaction Deductible
- Fill in Greater Than or Equal To .01
- Click Save and Preview
This query can then be used to generate the end of year receipts!
One of the most common difficulties with generating year end receipts is ensuring that each receipt document is only one page in length. While there is no way to verify for certain that each of your generated receipts will fill only one page as it will depend on the number of transactions each donor has (the more transactions, the lengthier the document), there are a few quick changes you can implement in order to reduce the size of your receipt template to fit each receipt onto a single page:
4) Adjust the margins for the template
The margins for any template can be changed by going to Step 1 Settings once the template is open, and then adjusting the values in the Top, Bottom, Left and Right field within the Margins section:
For example, if the Bottom margin is changed from 1.0 to .5, this will mean that the margin at the bottom of each generated receipt will take up less room, thereby allowing more content to fit onto each receipt document.
5) Try shrinking the size of the text or any images
Text within a template can be shrunk by first highlighting the text, and then selecting a smaller size in the Font Size option that appears in the toolbar.
Images can be shrunk by first double clicking on the image, which brings up the Edit Image window. In this window, fill in the smaller dimensions and click OK
Shrinking the size of text or images within a template will make room for other elements that are present, and therefore increase the likelihood that each receipt will fit onto a single page.