Contribution Statment Problems

[PattiD]

Our organization is a parachurch organization and have just set up PC for our province in the last month. We like to send out our contribution statements frequently with a handwritten note to the donor. I've got 2 questions about contribution statments.

1. We were wanting to start the contribution statement numbering where we left off in March when we were doing receipts manually. I got things to the point where you are ready to print and then realized there was an error in the organization's ph. # so went back to set up and fixed that. When I went back to do the contribution statements, the contribution statments numbers had jumped forward as if I had printed them off already when I hadn't. In trying to figure this out, this happened a couple of times resulting that when I did print off the statements, the #s were about 150 further along than I had intended. So, have I messed things up in any major way other than starting with a different # than I had wanted? What are any implications of what I have done? Is there a place in PC I can look to see what contribution statements have been printed and the #s associated with each? Do I need to reverse something? (I couldn't figure out what could be done)

2. After printing these off, I found out that someone had changed her name and wants her receipt in her married name. What do I do about this?

Thank you for any help,
Patti

[NeilZ]

Our organization is a parachurch organization and have just set up PC for our province in the last month. We like to send out our contribution statements frequently with a handwritten note to the donor. I've got 2 questions about contribution statments.

1. We were wanting to start the contribution statement numbering where we left off in March when we were doing receipts manually. I got things to the point where you are ready to print and then realized there was an error in the organization's ph. # so went back to set up and fixed that. When I went back to do the contribution statements, the contribution statments numbers had jumped forward as if I had printed them off already when I hadn't. In trying to figure this out, this happened a couple of times resulting that when I did print off the statements, the #s were about 150 further along than I had intended. So, have I messed things up in any major way other than starting with a different # than I had wanted? What are any implications of what I have done? Is there a place in PC I can look to see what contribution statements have been printed and the #s associated with each? Do I need to reverse something? (I couldn't figure out what could be done)

I take it that you are in Canada ?? If I remember right, numbers are issued sequentially, and cannot be restarted or reused. Its one of those things that I know Canadian users have asked about, but that also ties in to your part 2.

2. After printing these off, I found out that someone had changed her name and wants her receipt in her married name. What do I do about this?

Thank you for any help,
Patti

Did she already receive the receipt ?? I'm not certain of Canadian laws about receipts, or how you go about voiding one so it can't be used with taxes since you can't reissue with the same receipt number.

[PattiD]

Hi, You're right, I'm in the Great White North (we still have a 2 foot pile of the white stuff melting in our driveway!).

If a mistake was made when we wrote our contribution receipts out by hand, we'd just write void across it and issue a good one. I'm not sure what to do if you find out after the fact,that you made a mistake, what to do here.

I only printed off one receipt for each of April's contributors, but because I made a correction to the original layout (the person who loaded the program hadn't put the dashes in our phone number so I went back and corrected that) and then couldn't get back to my starting contribution statement #, does PowerChurch think I've got 3 contribution statements instead of one for each person because I kept trying things that didn't work to get back to my original number? Is there a place in PC where you can see the contribution statement numbers linked up with the corresponding donation? Because I actually only printed 1 receipt for each contributor, does PC know that?

Yes, this person has received a contribution statement already. I suppose the gov't is used to women's names changing and them having receipts during a tax year in both names.

Thank you for your help, Neil,
Patti

[NeilZ]

Patti,

I've reached the end of my knowledge of the Canadian options ... but I don't think you can verify the number used, I'd have to check the manual. Which version are you using ??

[PattiD]

11.5

[NeilZ]

11.5

Did a search in the Online Help, and found this:

PowerChurch Plus keeps a log of the numbered tax receipts issued by Canadian users. The View Tax Receipt History screen can be found under Contributions > Setup.

Note: This menu option will not be visible if the church/organization is not in Canada. If the organization is in Canada, but you do not have this menu option, ensure that "Canada (All other locations)" is selected on the System Setup Options screen. Tax Receipts issued from Versions 11 and prior of PowerChurch Plus will not be listed in this log. Unique receipt number tracking was added in Version 11.5.

The View Tax Receipt History screen displays the receipt number, envelope number, and name that was listed on the receipt. When you select an entry in the list, more detailed information about the receipt is shown below, including the date and time the receipt was issued, the date range of contributions included on the receipt, the authorized officer, charity registration number, contributor's address, and the total eligible amount reported on the receipt.

Click the Filter button to narrow the list of receipts that are shown in the grid by date, receipt number, or envelope number. Click the Report button to print a hard copy of the list of receipts shown in the current view.

This should help you .. you can print a list of existing receipts, but it appears you can't renumber.

[PattiD]

Neil, you're a gem! Thank you so very much! Have a blessed day, Patti