Editing Official Receipts (section)

= Preparation =

'''Notes:'''

* Official Receipts for In-Kind donations must be produced before Monetary contributions. Once a Receipt is issued, it will not be issued again. It may be cancelled and (optionally) re-issued. 
* An Official Receipt WILL be issued for contributions with Financial Type = "Event Fees". Note that as of January 2017 "Event Fees" for Party business meetings (e.g. Conventions and Annual General Meetings) were NOT to be considered as donations. This has since been revoked. Event Fees are treated as donations.
* Before printing any Receipts, it is a good idea to ensure Receipts will be issued for all valid donations and only valid donations. It is a good practice to reconcile the accounting records (e.g. Quicken) with CRM on a regular basis. The accounting system should be able to list by date and total all deposits to the chequing account, all transfers from PayPal to the chequing account, and all donations of Goods and Services. It may help to list "Other Income" as well, in the event out-of-province amounts were recorded as donations.
* '''New Treasurer''' - The name and signature of the new Treasurer must be updated in CRM before any Official Receipts are produced.  Go to <Administer - CiviContribute - CDN Tax Receipts>. The mailing address and Party Logo may also be updated on this page. 
== Reconciliation Procedure ==

This is a revised (simplified?) procedure used for 2017 and later years. <span style="color:#e74c3c;">The following procedures may need to be updated for CRM Version 8 and subsequent upgrades.&nbsp;</span>

#In CRM, click on <Donations - Find Donations> and search for all "Completed" donations in the "Previous Year." If doing a mid-year reconcilliation, specify the appropriate "From"&nbsp;and "To" dates.&nbsp; 
#Export all selected records using the "Donation Reconciliation" Saved Field Mapping. 
#Open the downloaded file. Make the Header row bold and Freeze it <Alt-W F F>. 
#Check for blank "Contribution Type ID" and correct the CRM Record. 
#If the previous year included an election or by-election delete wrong "Contribution Type ID" (e.g. 17 for items not treated as donations). 
#If the Total Amount of the found records is the same as the Accounting total, it may not be necessary to go further. 
#Sort the file by '''Financial Type''' and delete all rows with "Other Income" in this column. 
#Sort file by Province. If any records have other than ON, locate the donations in CRM and change the '''Financial Type''' to "Other Income." Note that these donations Must be limited to the Membership Fee (or $25?) and should be included in the [[Real_Time_Disclosure|Real Time Disclosure]] process. 
#Take the sum of all donations. If this does not match the accounting records, split the records into groups for comparison to the records in the Accounting list. (Make sure the Accounting report includes donations from Delayed Donations (i.e. late arriving donations). 
##Sort the donation records by '''Receive Date''' and then by '''Payment Instrument'''. This will separate deposits to the Chequing Account and donations made through Stripe.
##Get the total for "Other" (In Kind) donations, "Cash" and "Cheque" (deposited offline to chequing) donations, and for "Credit Card" (PayPal) donations and compare each to the accounting totals. 
##Where a total does not agree, compare the details to the details from the accounting system. (The accounting system should have separate entries for each deposit of of cash and cheques, each transfer of funds from PayPal, and each contribution of Goods and Service.) 
##If the deposits to the chequing account do not agree, you will need to sort the Deposits by date to combine any cash donations with the cheques deposited on the same date. Compare the total of donations deposited on the same date to the deposit transaction. if it doesn't match, compare it to the documentation for the deposit. If a donation is missing check the donor's record on CRM. 
##Use the PayPal transfer documentation to accumulate the total for contributions in each transfer. This should identify missing or extra records. 
##Make the required corrections to CRM and/or the accounting records. 
##When the records are in balance, recreate the CRM list of donations and/or the Accounting list for audit purposes.   

The following in the procedure used for 2016 Receipts.

#Check that there are no Donation records from any province other than Ontario. Supporters outside of Ontario may only pay a membership fee ($10). Such records should be identified as "Other Income". Such records should be identified when funds are transferred from the Stripe Account to the chequing account, or when preparing [[Real_Time_Disclosure|Real Time Disclosure]] files for Elections Ontario. 
#Reconcile the total donations for the year (or campaign) recorded on CRM agrees with the total to be reported to Elections Ontario in the AR-10 Annual Report (or CR-10 Campaign Report). This can be accomplished if accounting software (such as Quicken) is used and reconciled with the bank statements. The accounting software should be able to separate "In Kind" donations from "Monetary" donations. It will also help (in the case of a discrepancy) if it can also separate donations by source (e.g. Stripe, Credit Cards, Cheques).
#If the total of the donations selected does not match the accounting records, look for donations with an amount in the "Non-deductible" field, 
#The "Contribution Type ID" is the key for selecting donations to be receipted. Elections Ontario will advise what code to use at the start of each year and each by-election or general election. The default value for "Contribution Type ID" must be updated at the start of each year. Unfortunately PayPal subscription donations do not use the current code. To ensure all contributions have the correct code - 
##Search for "Financial Type" = "Donations", Completed in the Previous Year with "Contribution Type ID" less than the code for the previous year. If preparing to produce Official Receipts for a Campaign, search for "Financial Type" = "Campaign Contributions" instead. 
##If any are found, select all and choose "Batch Update Donations Via Profile." 
##Select "Donation Updates." 
##Change "Contribution Type ID" in the first record to the appropriate code, and click the Copy Icon (two pages) in the heading. This will copy the "Contribution Type ID" from the first record to all remaining records. 
##Scroll to the bottom of the page and click on [Update Donations].   

#Repeat the above process for "Financial Type" = "Member Dues" and "Financial Type" = "Contribution to Party (In Kind)". 
#Repeat the above process for "Financial Type" = "Event Fees" and "Contribution Type ID" = 33. Since these are not contributions, follow the above steps to blank the "Contribution Type ID". 
#Similarly for "Financial Type" = "Other".