Creating The Export You Need To Submit A Gift Aid Claim

Transcription

1 Creating The Export You Need To Submit A Gift Aid Claim This document describes the steps for creating the standard export with the information needed for the HMRC R68i. Here are steps on how to create an export needed for you to Claim Your Gift Aid on your Gift Aid able Donations: Firstly, there are some important considerations you will need to know before going through these steps: etapestry will not prevent you from adding an incorrectly completed Declaration to a Joint Account or to Business Account which is not a Partnership. This means their donations would be marked as eligible. If your organisation receives donations from either of these review the HMRC guidelines at and adjust the query described at 2. Grouping the eligible donations together appropriately. To help ensure that only Individuals are included in the Gift Aid claim process we strongly recommend that when an account is added to etapestry the field called Account type is used to identify individuals or organisation s. This already exists in your database: (Management> User Defined Fields> Base> All Account Types)

2 If you see other values there, such as Trust/Foundation, rename them, for example, to Trust/Foundation-OLD and then disable the value. Codes such as these are Attributes. You should also consider making this field required. Step 1: Make sure that your Gifts are Gift Aid Eligible first before going through the process of creating your export: How to make sure that your donations are Gift Aid Eligible is by making sure that they have the Journal Entry Gift Aid Declaration as Confirmed :

3 Make sure that in their Donations that Gift Aid Eligible is ticked on their Transaction:

4 Also make sure that the Tick Box Final is not ticked. If this is ticked then you will not be able to claim Gift Aid on this transaction. Be aware that you cannot claim Gift Aid on all Gift Types: Please find here on the UK Government Website on what you cannot claim Gift Aid For: Remember: If a donation isn t qualified and that donor has a valid gift aid declaration, you must untick the box Gift Aid Eligible.

5 Step 2: Create your Query to Group All Gift Aid able Donations Together: Click into Queries Click into Manage Queries Create New Category- Name this Gift Aid In your new category, create new query In this Query, it will group all transactions that are: Gift Aid Ready, Journal Entry s on which Gifts can be claimed, include transaction Gift Types that can be claimed on, Returns the data type All Journal Entries and Groups all of these criteria s together. Name your Query Gift Aid able Donations

6 Select Starting Query Category to be: Base Query: All journal Entries Data return: Journal Entries Criteria: Match Each Criteria

7 Fields: Transaction Gift Aid Ready- Yes Journal Entry Types- Gift, Payment, Split Transaction, Recurring Gift Transaction Gift Types- Cash, Credit/ Debit Card, Cheque, Electronic Funds Transfer, Direct Debit Account Type Constituent- Individual:

8 Once you pull these fields out- Click Save and Preview. **Be aware that you may have more Journal Entries in your Query results than there should be. You will see a more accurate result of how many Gift Aid able Donations there should be in the Preview Report in your Gift Aid Mass Update** ** if you also Notice that there is Gift Aid Donations missing, look over Step 1 and make sure that these Gifts don t have anything missing** Step 3: Mass Update (Click into Management> Mass Update> Gift Aid) Mass Update Step 1: Select your Gift Aid able Donations Query:

9 Click Next, Step 2: Here is where you can View a more Accurate Report on those donations that will be Gift Aid Claimed On: If you then click next, it will then mass update all of those transactions and claim gift aid them in etapestry. ** If you ever get this error message, it means there are no donations where the Final box is not ticked. That means all the donations have had Gift Aid applied. If you are sure there should be donations then there has been a data entry error which need to be fixed ** If everything s fixed, re-run the Mass Update, or if all is OK then click next or finish. You will get this message. It s not an error, just a heads-up. Now you should make sure that other users are log-out of etapestry.

10 Click OK. You will get this message: To make sure that this Mass Update was Successful: Click into one of the donations Check that it has been marked as Final Check that it has Gift Aid Claimed Once you have checked this has been done successfully, the donations are now ready to be included in the export which will provide the information you need for HMRC

11 Group donations which have had Gift Aid Claimed: Create a new Query: Click into your Gift Aid Category Click New Query Name this Query Gift Aid Submission Starting Query: Base> All Constituents Return Type: Journal Entries Criteria: All Each Criteria Fields: Pull out the field: Transaction Gift Aid Claimed Date Select the date you claimed your Gift Aid On (The date you did the mass update) Select field Journal Entry Types- Gift, Payment, Split Transaction, Recurring Gift

12 Click Save Run Export that will return the information you need for HMRC This Export will provide the information you need, showing information that is the same as HMRCs spreadsheets: If you are not familiar with HMRC requirements visit this link for full instructions: Click on Management and select Standard Exports Select Gift Aid Export for Charities Online:

13 Select your query Called Gift Aid Submission. Select CSV File- Download: Click Submit, your file will then download into an Excel File Download.