It's always good to say thanks for the gifts you receive. Not only is it polite, but it helps foster relationships with donors and reaffirms your appreciation of their contributions. In addition, to help donors track their giving for tax purposes, you should provide receipts for their gifts. On a gift's record, you can manage details about its acknowledgement letter and receipt under Acknowledgements and receipts.
To thank the donor for a gift, you should send an acknowledgement letter to recognize their generosity. At the top of a gift's record, and in the Acknowledgement status field under Acknowledgements and receipts, you can view whether it's been acknowledged.
Acknowledged — For an acknowledged gift, you can view which acknowledgement letter the donor received, and when it was sent.
Needs acknowledgement — For gifts that aren't yet acknowledged, you can view which letter to use.
Do not acknowledge — If the donor won't receive a letter, such as if you only acknowledge certain types or amounts of gifts, Do not acknowledge appears.
Tip: As you create acknowledgements, there are several things to keep in mind to craft a successful acknowledgement letter. For more information, see Acknowledgements Best Practices.
Note: To generate acknowledgement letters, use the Donor Acknowledgement Letters task in Mail in the database view.
To help the donor track the charitable giving for tax purposes, you should provide a receipt for the gift. When you create a receipt, include all required tax-deductible related information and verbiage, and mention any benefits the donor receives in exchange for the gift, such as a coffee mug or t-shirt.
Under Acknowledgements and receipts on a gift record, you can view whether the gift was receipted in the Receipt status field.
Receipted — For a receipted gift, you can view details about the receipt.
Receipt date — When the gift was receipted
Receipt amount — The tax-deductible amount of the gift, such as the gift amount minus the value of any benefits the donor received
Receipt number — The number of the receipt the donor received
Needs receipt — For a gift that’s not yet receipted, you can view the tax-deductible amount to include.
Do not receipt — If the donor won't receive a receipt, such as if you send them for only certain types or amounts of gifts, Do not receipt appears.
Note: To generate receipts for gifts, use the Receipts task in Mail in the database view. When you run the Receipts task, the database view automatically updates the status and enters the receipt numbers for the gifts receipted.
On a gift's record, you can manage details about its acknowledgement letter and receipt under Acknowledgements and receipts.
Under Acknowledgements and receipts on a gift’s record, select Edit.
In the Acknowledgement status and Acknowledgement date fields, select whether and when you sent an acknowledgment.
In the Acknowledgement letter field, select the correspondence you used.
In the Receipt status and Receipt date fields, select whether and when you provided a receipt.
If you provided a receipt for a value other than the gift amount, such as the tax-deductible value, enter it in the Receipt amount field.
Note: To calculate the tax-deductible amount, subtract the value of any benefits the donor received — such as a mug or t-shirt — from the gift amount.