Contents - Index

Sending Electronic Copies of Each Tax Receipt

To send tax receipts as PDF files by email:

1. You need to install a PDF printer driver.  There are three which will work:
 a) One is the eDocPrinter PDF printer driver, from ITekSoft. (Click here for instructions on how to download and install eDocPrinter.) There is a free version of eDocPrinter you can download which works but puts a watermark on all pages. To remove the watermark, you need the full version. ($29 US)  You can also encrypt the PDFs and lock them so they cannot be changed as required for PDF receipts.
b) Another is the Win2PDF Pro PDF printer driver from Dane Prairie Systems. (Click here for instructions on how to download and install Win2PDF Pro.)  They have a regular version of Win2PDF ($46 US) and a Pro version ($91 US). Only the Pro version encrypts files.
c) Another is Bullzip.  They have a free version and three paid versions. All versions encrypt the PDFs and lock them so they cannot be changed.  The paid versions have more bits for the encryption.
d) If you have a Mac (OS X) you can use PDFWriter.  This is a free product.  Please be aware that PDFWriter does not encrypt the PDF files.  There is also a newer version called RTWS PDFWriter.

2. If you have not done so already, select which donors will get receipts by email and which will get paper copies.  To do this, click on Donors and choose Add/Edit Donors....  Then for each donor that wants their receipt emailed to them select PDF Receipts by Email. If you want everyone with an email address to get receipts by email then select it for one donor then go back to the choices and select All=>PDF Receipts by Email.  This box will only appear after you install one of the above PDF printer drivers.    (Requires the purchase of the Letters/Emails/Text Messages module)

3. Click the Tax Receipts icon and choose View Tax Receipts...

4. Select only those donors who want a PDF copy of their receipt emailed to them.

5. Put a checkmark where it says:
 Create a PDF of each receipt
 This box will only appear after you install one of the above PDF printer drivers. If you have more than one installed, select which one you want to use.

6. Fill in any other options and click OK.  You will see the tax receipts.

7. Click [Create PDF] in the menu bar. The PDF of each receipt will be stored in the folder:
 C:\Donarius\PDFReceipts
 Each PDF will have the end date and receipt# as part of the file name.  For example, a 1 per donation receipt for the date range Mar 1, 2012 to Mar 15, 2012 with a receipt # of 73029 will have the file name: Receipt_15Mar2012_73029.pdf

8. Only individuals and businesses get official tax receipts.  When you receive money from other churches or charities, they do not get an official tax receipt.  You should follow the steps above a second time, to create PDFs of non-official receipts or statements.  Put a checkmark at the bottom left on Non-official receipts for other charities.  Below, when you email your tax receipts it will send both the official and non-official ones.

9. Click on Mailings and choose View Emails...   (Requires the purchase of the Letters/Emails/Text Messages module)

10. Where it says Email to View choose one of the following, depending on what type of receipt you want to send:
  Pdf-yearly  Yearly receipt
  Pdf-1per  "1 per donation" receipt
  Pdf-gik-gwa  "Gifts in Kind" or "Gifts with Advantage"

 If you have just created the PDFs for yearly receipts, it should show a date range from the first to the last day of the tax year.
 If you have created PDFs for "1 per donation" or "Gifts in Kind/with Advantage" receipts, is should show the same date range you used when you created the PDFs.
 You should also already have a checkmark on all categories

11. Click OK.  You will see the email for the first person, to send their tax receipts.

12. Click [Send Emails] in the menu bar then click Send.  The first time you send an email, you will need to setup the SMTP settings. (To find out how, click here then read steps 17-20.)

Note: To edit the message in the email, click on Mailings and choose Setup Emails....  Change only the body of the email. Do not alter the name of the attached file or it will not work.




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