Generate Yearly Tax Receipts

1. Navigate to the Donors page.
2. Enter the donor name in the Search Donors field and select the donor from the drop-down list. 
   
    
3. Locate the row of buttons at the top of the record, and then click Yearly Tax Receipt.
4. Enter the Start Date and End Date, and then click Submit.
   • To limit results to donations with serial numbers, check the Only Include Donations With Serial Numbers box.
   • To combine donations made by households, check the Combine Households box.
     • If checked, yearly tax receipts will roll up any profile linked to the household and will pull in all household and member donations for the receipt. 
     • The yearly tax receipt will use the household profile for the email and/or address, salutations, etc.
       • If the household does not have an email, then an error will display. 

   • To display public securities in the total, check the Include Public Securities In Total box.

     
     
      
5. Email the receipt to an address in the profile or a new email address or download the receipt as a PDF or Microsoft Word document.
    

Batch yearly tax receipts can be generated from a filtered profiles list, the donors list, and from a custom report. It is recommended to use custom reports so donors without addresses can be filtered out. Jobs containing profiles without addresses will not complete.
 

Custom Reports

Yearly tax receipts can also be generated from Custom Reports. This can be useful to avoid sending duplicate tax receipts, both email and printed, to donors who have both an email and mailing address listed on their profile. By generating yearly tax receipts from a custom report, a list of which donor records have email and mailing addresses and which ones do not can be seen. 

This section outlines building a profiles report, but yearly tax receipts can be sent from any custom report that includes Profile ID. Yearly tax receipts will only generate for profiles with donations in the time period selected.

1. Navigate to the Reports page.
2. Click Create Report in the left-side menu.
3. Click Profile in the Object column.
    
4. Check the Profile Fields boxes of Name, Profile Id, and Email, and then click Save.
    
   • After saving, various bulk actions become available in the left-side menu.
     • Bulk actions are available when Profile Id is on any custom report.
5. Click Filter.
    
6. Click Email.
   
    
7. Filter the report for donors with or without email addresses.
   • Use the settings below to view all donor records that do not have an email address in the profile.
     1. Click the radio button IS.
     2. Check the NULL box.
     3. Click Apply Report Filter. 
        
         
   • Use the settings below to view all donor records that have an email address on the profile.
     1. Click the radio button IS.
     2. Check the Match Type "contains."
     3. Enter the "@" Character Value.
     4. Click Apply.
        
         
8. Click Bulk Actions in the left-side menu to access yearly tax receipts options of email, print, or print envelopes as defined in steps 4-7 above. 

Donors List

These instructions outline starting from the Donors page, but starting from the Profiles List view is also possible.

1. Navigate to the Donors page.
2. Click List in the left-side menu.
3. Apply one or multiple filters to the list of donors.
4. Click Bulk Action in the left-side menu.
5. Click Email Yearly Tax Receipt, Print Yearly Tax Receipt, or Print Yearly Receipt Envelope in the Bulk Actions list.
6. Enter the Start Date and End Date, and then click Submit.
   • To limit results to donations with serial numbers, check the Only Include Donations With Serial Numbers box.
   • To combine donations made by households, check the Combine Households box.
     • If checked, yearly tax receipts will roll up any profile linked to the household and will pull in all household and member donations for the receipt. 
     • The yearly tax receipt will use the household profile for the email and/or address, salutations, etc.
       • If the household does not have an email, then an error will display. 
   • To display public securities in the grant total, check the Include Public Securities In Total box.
      
7. Click [Yes] to confirm.
   
    
   • The number of yearly tax receipts may be different than the number of profiles in the list if a donation time frame filter that matches the tax year date range was not used.
   • This starts a background job to generate the file.
8. Click Click here to see the status of the job.
   
   • Once the tax receipt job has finished, the Last Status column will read Job completed.

To print the yearly tax receipts, click the Print File link to download the file.
 

Household Rollup combines all donations from household members and household profile IDs onto a single yearly receipt. Use this feature when a household files a joint tax return, but donations are recorded across a combination of individual and household profiles. 

Scenario: Not All Household Donations are Recorded to the Household Profile
An organization may know that a household files jointly while some donations are still recorded to an individual profile instead of the household profile. For example, a household member may be serving on the board of directors at the organization or part of a giving circle, and may have those donations recorded to their individual profile rather than the household profile. Household Rollup still combines these individual and household donations onto one receipt.

How Does the Yearly Tax Receipt Appear When Using Household Rollup?
Household Rollup should only be used when the organization has confirmed the household files a joint tax return, because the yearly receipt cannot list whether a donation was recorded to the individual or household profile. The receipt defaults to a receipt for the household, and which profile ID the donation was recorded to does not make a difference.
 

When the Auto Tax Receipt setting is enabled in Donation Settings, a tax receipt is sent for every online donation, so yearly tax receipts are not required to fulfill the organization's receipting obligations.

How Does Auto Tax Receipt Work for Online and Recurring Donations?
When Auto Tax Receipt is enabled, all online donations send a tax receipt to the email entered on the donation transaction. CommunitySuite does not have an option to turn off auto receipting on a per-profile basis for donors who prefer an annual receipt instead. This also applies to recurring donations made by credit card through the Giving Hub. A tax receipt is sent to the primary profile email each time a recurring donation is processed.

Should Organizations Still Send Yearly Tax Receipts for Online Donations?
Organizations may still choose to issue yearly tax receipts to all online donors, and online donors may prefer or request one based on their own preferences, experience, or recordkeeping habits. There is no harm in issuing yearly tax receipts to online donors who have already received an auto tax receipt for each online donation.