Contents - Index

Setting up Donation Categories

To add, edit or delete donation categories:

1. Click the Church or Organization icon.

2. The donation categories are listed at the top right. To add a category decide where in the list you want it to be.  Choose a category before or after that point.  Click Add After to add it after the one you chose or Add Before to add it before the one you chose.  Enter the name of the new category in the dialog box that pops up.  To make a category non-receiptable click on the Non-receiptable checkbox.  (NR) will be added to the end of the category name.  Eg Organist (NR).  Those categories will not be included in the donation total of a tax receipt, but they will be included in the year-to-date summary on the receipt.  On customized tax receipts you have the option of including or omitting them. To have a category that is not shown on any reports that donors see, click on the Hidden from donor checkbox.  (H) will be added to the end of the category name.  Eg PayPal Fees (H). Hidden categories will not show up on quarterly statements, tax receipts or mailings. In your accounting or ledger software you may have an account or reference # for each income account.  If you want this number as part of the category name put it at the end.  For example, Building - 3000. If you don't want the number to be visible on donor reports (tax receipts, statements or mailings) put a # sign before the numeric part. For example, Building #3000. On donor reports it will just say Building.

3. There are two types of categories: a main category and a sub-category of a main category.  A sub-category has the main category name, followed by a colon then the sub-category name.  For example you may have a main Holy Days category and want to divide it into several sub-categories, such as: Holy Days:Christmas, Holy Days:Lent, Holy Days:Good Friday, Holy Days:Easter and Holy Days:Advent.  When doing reports you will be able to select sub-categories and/or a total for the main category.

4. To correct the name of a category, double-click it or choose it then click Edit.  Correct the name in the dialog box that pops up and click OK.

5. Your church/organization may have more than one bank account.  In that case you need to indicate which category gets deposited into which account.  Click Edit then type the name of the first bank account.  To add another one, click the Add button, type the name then click Save.  When you do a bank deposit, you will get one page for each bank account. (You can have up to 5 bank accounts)

6. You may be accepting donations in a foreign currency and deposit those into a different bank account.  For example, you are a Canadian church and deposit donations in US dollars into a US dollar bank account.  This means that donations to a category are split depending one which currency they were made in.  (i.e. Canadian dollars go to one account and US dollars to the other)  To handle this, first enter at least one donation in the foreign currency.  (This is so the software knows the name of the currency.)  Then go back to editing the category and enter both the Canadian and US bank accounts.  Put a checkmark on and with US$ account then select the name of the US$ bank account below it.  If you are a US organization, do the reverse.

7. You may want certain categories to be used for only certain types of donors.  When you are editing a category a list of donor types is shown.  Remove the checkmark from:
 All categories used by all types
Uncheck the donor types that are not used by this category.  You would usually want all sub-categories of a main category to be setup with the same donor types.  When you are editing a sub-category put a checkmark where it says:
 All sub-categories match this
When most categories are not to be used by a certain donor type, you go to one of the categories that should use that donor type and put a checkmark where it says:
 Omit from all other categories
All other categories will have the donor type removed.  Then go to any categories that do use that donor type and select the donor type.

8. To rearrange the order of the categories choose one then click on the up or down arrow buttons.

9. To delete a category you don't need anymore, choose it then click Delete.  If the category was never used you will be asked to confirm that you want to delete it.  Answer Yes or No.  If you want to delete a category that has donations you will be asked which category to transfer those donations to.  Pick a category then click Yes.  You cannot delete a category with donations in the current year because you will need it when you print your tax receipts.  On June 1st you can delete a category with donations in the previous year.  For countries with a taxation year that is different from the calendar year, you must wait 5 months after your taxation year end.

10. Click Save or press the Enter key.


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