[Donor Management System] Issuing In Kind Receipts

In Kind Receipts in the DMS have the same format as regular Tax Receipts and are fully compliant with the CRA.

Note: You cannot issue Combined Tax Receipts for In-Kind Contributions due to the unique nature of each In-Kind donation.

In Kind Receipts have In Kind only fields that you can set per Contribution, related to appraisals and the property being donated.

First step: Adding a Single Contribution with In Kind Fields

1. Go to the Contributions Tab

2. Select Add Contribution on the top right corner of the screen

3. Fill out all mandatory and necessary fields on the New Contribution page:

Main Fields:

  • Contributor: the Contact making this donation.
    • You can further narrow your search based on specific criteria.
  • Payment Method: the payment method used to make this donation.
  • Transaction ID: an additional external ID in addition to the automatic one created in the DMS (e.g. ID from an external payment processor).
  • Total Amount: the total monetary amount for this donation.
  • Data Received: the date this donation was received.
  • Fund: the Fund this donation is going into.
  • Campaign: the Campaign associated with this donation.
  • Source: which source the donation is coming from (e.g. Historical Data Import). You can also add a new Source by selecting +Add New Source on the right.
    • When adding an offline Contribution, the default Source will be DMS Manual.
    • Contributions coming from CanadaHelps.org will have a default source of CanadaHelps.

Contribution Details:

  • Exclude From Tax Receipting: Select Yes if a Tax Receipt for this Contribution has already been issued externally, or if it is not eligible for Receipting. Otherwise, you can either select No or leave the question blank.
  • External Receipt Number: if the Contribution has been receipted externally, add the external receipt number.
  • Contribution Note: optional note for the whole Contribution.
  • Mark Contribution as Recurring: indicates if the donation is recurring. If it is, you still have to manually process the subsequent Contributions.

Dedication Information:

  • In Memory Of: if the donation is in memory of something and/or someone.
  • In Honour Of: if the donation is in honour of something and/or someone.
  • Name of Honoree: the name of the honoree associated with this dedication.
  • Message: optional message associated with the dedication.

Additional Details:

  • Advantage Amount: the total monetary amount of the Advantage.
  • Advantage Description: optional description for this Advantage (75 character limit).
  • Fee Amount: external fee in addition to any CH fees (e.g. a fee from an external payment processor)
  • Thank-you Date: the date and time that this donation has been thanked. The Contribution will be marked as Thanked.

4. Select In Kind as the Payment Method. The Fund will be automatically set as In Kind.

5. A new In Kind donation fields section will show up with the following fields:

  • Address of Appraiser: the full address of the Appraiser (55 character limit).
  • Appraised By: who appraised this In Kind donation.
  • Description of Property: the description of the received Property (75 character limit).
  • Original Cost: the original cost of the received Property (55 character limit).

6. After filling out all necessary fields, Select Save to add the new Contribution.

Issuing In Kind Receipts

After adding a Contribution with In Kind fields, you can then issue an In Kind Tax Receipt for it.

Single In Kind Receipts

1. Go to the Contributions Tab

2. Search for the specific Contribution you wish to issue a Tax Receipt for

3. Select the specific Contribution Amount

4. On the next page, select Issue Tax Receipt at the top right

5. You will then see more information on how to receipt this Contribution

6. Select Run in preview mode? (1) and then Issue Tax Receipt (2) to see a preview of the Receipt before actually issuing it

6. Once you’re ready to issue the Tax Receipt, select either:

  • Download to save the receipt as a PDF, or
  • Email and Download to save the receipt as a PDF (via your backend email for receipt communications) and email the Contact with the attached PDF.

7. Then, select Issue Tax Receipt

8. The Tax Receipt will then be downloaded and/or sent to the Contact’s registered email address.

Multiple In Kind Receipts

1. Go to the Contributions Tab

2. Search for a specific Contribution or select either:

  • (1) The specific Contributions you wish to issue Tax Receipts for,
  • (2) Every listed Contribution on the page, or
  • (3) All Contributions in your search criteria

3. Select the Actions menu at the upper-left side of the Contributions list

4. Select either

5. You will then be directed to the specific Receipting Page (depending on which option you selected) which will be covered below

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