Receipt question

[Otto]

A long time member of the church passed away and her estate is, according to her will, donating a sum of money to the church. The estate would like a receipt right away to settle any tax liability and that in itself do not present a problem. However is there some setting or way we can mark the program preventing the same receipt being printed and issued again at the bulk mailing of tax receipts at year end other than relying on memory?

Otto.

[NeilZ]

A long time member of the church passed away and her estate is, according to her will, donating a sum of money to the church. The estate would like a receipt right away to settle any tax liability and that in itself do not present a problem. However is there some setting or way we can mark the program preventing the same receipt being printed and issued again at the bulk mailing of tax receipts at year end other than relying on memory?

Otto.

I take it that you're in Canada?

I'm not sure its possible other than a quick work around that will work for all versions of Powerchurch:

1. Create a special Contribution Fund in a number series not normally used by the church (8000-8999 ?)
2. Set the fund up with the proper income and checking accounts from Funds Accounting
3. Enter the donation using this new fund, then post the Contribution to Funds Accounting
4. Using the Individual Contribution Statement report from the Contribution reports list, issue the tax receipt using the Contribution Fund filter to select only the new fund number.
5a. (this works for all versions of PCPlus:) When creating receipts at end of year, do not default the report's filter to 'all funds'. Select the end fund as one that is normally used by the church for contributions.
5b. (this works for version 11) Go back into the Maintain List of Contribution Funds, find the new fund, and remove the checkmark from the Include Fund on Statements checkbox.


That said, if the estate wants a receipt to cover all previous donations from the deceased in this year, then here's what to do.

1. Enter the bequest as you normally would any other bequest.
2. Issue the tax receipt for all the donations for the estate.
3. After this is all done, move the envelope to a range outside the normal list of envelope numbers.

This assumes you use a numbering scheme such as this:

100 thru 999 - Active Envelopes
1000-1999 - Visitors (these could become members eventually, or deleted after 4 years)
2000-2999 - Archives - data that must be kept for at least 4 years for IRS purposes.

I'm assuming that the Revenue department in Canada has also issued guidelines for records retention. So you would move the envelope to the 2000 series of numbers. When you issue statements at the end of the year you would use the filter to limit the receipts to those in the 100 thru 999 series.

[tborgal]

One way to do it would be to change the envelope number to a number above or below the numbers that are used for your contributors. Then when you print your statements restrict the number so that the new number is outside the numbers you are printing. This may not be the only way to do this but it certainly is one way.

[Otto]

Thanks Neil and Tom, that will work fine.
Otto.