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1 Gift Aid Guide

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. GiftAidGuide-2012

3 Contents GIFT AID Understand Gift Aid Set Up Gift Aid Define Gift Aid Settings Configure the Quick Entry Screen for Gift Aid Configure the Cancel button on the Quick Entry Screen for Gift Aid Define Commissions Define Taxes for Charity Deductions Define Tax Parameters Define Charities Define Charity Sources Define Donation Confirmation Methods Define Conversion Definitions Link Charities Qualify Donors for Gift Aid Process Gift Aid Process Gift Aid in CRM Process Gift Aid on the Standard Sales Screen Process Gift Aid on the General Admission Sales Screen Gift Aid Claim Report Gift Aid Declarations Design Gift Aid Declaration Form Print Gift Aid Declarations in CRM INDEX

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5 chapter 1 Gift Aid Understand Gift Aid Set Up Gift Aid Link Charities Qualify Donors for Gift Aid Process Gift Aid Gift Aid Claim Report Gift Aid Declarations Gift Aid increases the giving levels of your regular donors. Under the Gift Aid scheme, you can reclaim the tax a donor has paid on a gift from the HM Revenue & Customs (HMRC), at the current basic rate of tax of 20%. In effect, the total value of a gift to your organisation increases by 28%, at no additional cost to the donor. For every 1 given to your organisation, you can claim an additional 28 pence from the HMRC. If you have many regular supporters giving recurring gifts, this can quickly add up to much additional revenue for your organisation! Understand Gift Aid ThePatron Edge supports Gift Aid on events, series, merchandise, and memberships. To turn donations into Gift Aid, the donor must be a UK taxpayer and make a Gift Aid declaration. Gift Aid declarations can be used for a one-time gift, multiple gifts, or gifts given up to six years after the donation was made. Gift Aid declarations can be made orally, electronically, or in writing. Once the donor makes the declaration, you write the donor confirming the details of the declaration and give the donor 30days to withdraw the declaration. If the declaration was made orally, the donor must return the declaration to you. To accept donations in the Gift Aid scheme, your organisation must be a charity. In England and Wales, charities must be registered with the Charity Commission ( In Scotland and Northern Ireland, charities must be recognised by the HMRC. For more information about Gift Aid, see the HMRC website at Note: The tax reclaim amount is calculated using this formula: Total Gift Amount / (100 - Tax Rate) x Tax Rate. For example, a donation of 50 has a tax claim amount of using the 22% tax rate: 50 / (100-22) x 22 =

6 2 CHAPTER 1 Set Up Gift Aid To process Gift Aid donations, you must configure Patron Edge settings through a series of tasks in Administration. Define Gift Aid settings. Use the Maintain Company Table screen to turn on Gift Aid in ThePatron Edge and define related system settings. Configure the quick entry screen for use during general admission sales processes. The quick entry screen, which is turned off by default, provides the capability to qualify new and existing patrons for Gift Aid declarations quickly without the need to access a patron s CRM record. This is an optional step. Define commissions. Define a commission that implements the Gift Aid donation. You can create a transaction-based or ticket-based commission. Define taxes for charity deductions. Define the tax types a charity can claim for Gift Aid relief. Define tax parameters. ThePatron Edge uses the parameters defined in the Taxes Definition screen to calculate tax relief. Define charities. Create a charity that is assigned to an event and made eligible for Gift Aid. Define charity sources. A charity source is how a patron becomes aware of your organisation, for example, radio, TV, or newspaper. Define giving methods. Use giving methods to confirm Gift Aid declarations, for example, in person, phone, or letter. Define funds, campaigns, and appeals in Administration to monitor how donations are received and to properly account for the money collected. When you add your conversion definitions you can specify the fund, campaign, and appeal to associate with the Gift Aid donation. For detailed steps that guide you through defining funds, campaigns, and appeals, see the Donations chapter of the Box Office Setup Guide. Define conversion definitions. You must define a conversion definition for each Gift Aid commission you add. Define Gift Aid Settings From the Gift Aid tab on the Maintain Company Table screen in Administration, you activate Gift Aid and define various system settings related to Gift Aid. The following procedure guides you through the necessary steps. Note: The Gift Aid tab includes a number of settings related to the quick entry screen which you can use to make new and existing patrons eligible for Gift Aid declarations during sales transactions processed through the general admissions sales screen. For detailed information about the settings for configuring and using the quick entry screen, see Configure the Quick Entry Screen for Gift Aid on page4. Define Gift Aid settings 1. From ThePatron Edge, access the navigation bar and click Administration. The Administration screen appears

7 GIFT AID 3 2. In the treeview on the left, expand the Administration folder, then the System Setup folder. 3. Double-click Company. The Maintain Company Table screen appears. 4. Select the Gift Aid tab. Note: The following steps discuss configuration options for activating Gift Aid and related system settings. This tab also displays a number of options used to configure the quick entry screen for Gift Aid. The options related to the quick entry are not covered in this procedure. For information about configuring quick entry screen options, see Configure the Quick Entry Screen for Gift Aid on page For Is Gift Aid In Use?, select Yes. This turns on Gift Aid in ThePatron Edge. Selecting No disables all Gift Aid features. 6. In the Gift Aid Tax Type Default field, select Gift Aid. 7. In the Begin Calculating Date field, enter the start date tax claims are eligible. 8. In the Giftaid retroactive calculation declaration given after date field, enter the date (up to six years in the past) Gift Aid declarations can be claimed for donations. 9. The Is Calc Gift Aid by Group Leader Declaration? field determines if memberships purchased by a group leader for group members are eligible for Gift Aid and included in Gift Aid calculations. For example, John Doe is a patron in your database and is designated as a group leader. Jane Doe, his wife, is also a patron in your database and is included in John s group. If you select Yes for Is Calc Gift Aid by Group Leader Declaration?, a membership that John purchases for Sally is eligible for Gift Aid and will appear on the Gift Aid Report. If you select No for this option, any memberships purchased for group members by the group leader are not included in Gift Aid calculations. 10. Click OK. A message appears indicating the data has been updated.

8 4 CHAPTER To return to the Administration screen, click Back. Configure the Quick Entry Screen for Gift Aid When processing a regular sale through the general admissions sales screen (also referred to as the touch screen in the application), you can use the optional quick entry screen to efficiently add new patrons to the system and make them eligible to make Gift Aid donations, which adds a Gift Aid declaration to their CRM record. If you do not use the quick entry screen, you need to access a patron s CRM record to make them eligible to be a Gift Aid donor. During a transaction, when you add a new patron record and select Yes in the Gift Aid? field using the quick entry screen, a declaration is added to the patron record and the patron will be eligible for Gift Aid for the current transaction. Additionally, if a patron already has a CRM record in the database and their Gift Aid eligibility is set to No, you can change it to Yes for an individual transaction using the quick entry screen. If you change a patron s Gift Aid eligibility using the quick entry screen, you must have approval from the patron. Note: If you change an existing patron s Gift Aid eligibility on the quick entry screen, the change is not saved to their CRM record. Instead, it simply means the patron is eligible to be a Gift Aid donor for the corresponding transaction. The following screen shot provides an example of the quick entry screen (also referred to as the Now Sale screen in the application). If you activate this screen, it appears after you click Complete Sale on the general admissions sales screen.

9 GIFT AID 5 You can also use this screen to update the and mail communication preferences for existing clients. These communication preferences are the ONLY items you can update on this screen that will be saved on a patron s CRM record. Any additional changes you make to other patron information fields, including First Name, Last Name, Phone, and Address will NOT be saved to the patron s CRM record. By default, the quick entry screen is turned off. If you want to use the quick entry screen, you must enable it in Administration and configure a number of settings. The following procedure guides you through the steps required to enable and configure the quick entry screen. Warning: The quick entry screen described here will not work when processing phone sales through the general admissions sales screen. When processing phone sales, you will still need to access a patron s CRM record to change their Gift Aid eligibility. Configure the quick entry screen for Gift Aid 1. From the Administration screen, expand the Administration and the System Set Up folders. Double-click Company. The Maintain Company Table screen appears. 2. Select the Gift Aid tab. Note: The following steps discuss configuration options for the quick entry screen for Gift Aid. Options that appear on the Gift Aid tab that are not related to the quick entry screen are not covered in this procedure. For information about general Gift Aid settings, see Define Gift Aid Settings on page In the Client Charity Status for Gift Aid - TS Sale field, select Active. This determines the default charity status used for Gift Aid donations processed using the quick entry method where the status is not manually selected during a transaction. TS is short for touch screen which refers to the general admission sales screen.

10 6 CHAPTER 1 4. In the Client Duplication Group Code for Gift Aid - TS Sales, select the code that corresponds with the client duplication parameters you have configured. These duplication group helps you recognize possible duplicate patrons before you add a new record to the database. You set up a duplication group in Administration/Client Tables/Duplication Conditions. 5. The Data Protection Default value option controls whether the default value for the Send ? and Send mail? communication preference fields on the quick entry screen defaults to Yes or No. If the default value should be Yes, select the Yes radio button. If the default value should be No, select the No radio button. 6. The Gift Aid consent default answer option controls whether the default value for the Gift Aid? field on the quick entry screen defaults to Yes or No. If the default value should be Yes, select the Yes radio button. If the default value should be No, select the No radio button. 7. In the Giving Method for Gift Aid declaration - TS Sale, select the default giving method to use for gift declarations processed through the general admission sales screen when using the quick entry screen. Because the general admissions sales screen is generally for walk-up sales, select In person. 8. Order Type Title for sales with Gift Aid declarations on TS is the option that enables or disables the quick entry data screen for sales processed through the general admission sales screen. To use the quick entry data screen, select Now sale. To disable the quick entry screen, select the blank entry. The quick entry screen is turned off by default. 9. In the Source of Gift Aid - TS field, select the default source of Gift Aid donations processed using the quick entry method where the source is not manually selected during a transaction. 10. The following three options determine whether or not you display specific fields in the Delivery section of the quick entry data screen. With the Hide Addressee field in Quick Entry Data screen option, you can choose to display or hide the Addressee field in the quick entry screen. For example, if the patron purchasing tickets wants them delivered to another person, you can use the Addressee field to enter that person s name. To display this field, select No. To hide this field, select Yes. With the Hide Commission field in Quick Entry Data screen option, you can choose to display a commission drop-down on the quick entry screen. If you charge additional fees for transactions and you want the ability to select that fee from the quick entry screen, select No. To hide this field, select Yes. With the Hide Delivery field in Quick Entry Data screen option, you can choose to display a delivery method drop-down on the quick entry screen. If you offer various delivery methods for sales processed through the general admission sales screen, select No to display the field. To hide this field, select Yes. 11. Click OK. A message appears indicating the data has been updated. 12. To return to the Administration screen, click Back.

11 GIFT AID 7 Configure the Cancel button on the Quick Entry Screen for Gift Aid From the Touch Screen tab on the Maintain Company Table screen in Administration, you can customise the Cancel button that appears on the optional quick entry screen (also referred to as the Now Sale screen). When processing a regular sale through the general admissions sales screen (also referred to as the touch screen in the application), you can use the optional quick entry screen to efficiently add new patrons to the system and make them eligible to make Gift Aid donations. Configure the Cancel button on the quick entry screen for Gift Aid 1. From the Administration screen, expand the Administration and the System Set Up folders. Double-click Company. The Maintain Company Table screen appears. 2. Select the Touch Screen tab. 3. In the Clicking Cancel in Client Details window field, select one of the following three options to determine the behaviour of the Cancel button that displays on the optional quick entry screen (also referred to as the Now Sale screen). Abort transaction - When you select this option and click Cancel on the Now Sale screen, the Now Sale screen closes.

12 8 CHAPTER 1 Completes transaction without client data - When you select this option and click Cancel on the Now Sale screen, you can complete the transaction without associating Gift Aid information with the patron s record. Prompts for directions - When you select this option and click Cancel on the Now Sale screen, a message appears confirming that Gift Aid will not be applied to the transaction. When you click Yes, the transaction completes without client details. When you click No, you return to the sales screen. 4. Click OK. A message appears indicating the data has been updated. 5. To return to the Administration screen, click Back. Define Commissions The Gift Aid scheme functions similarly to a regular commission it is a charge in addition to the ticket price and can be paid on either the transaction or ticket level. Effective 6 April, 2006, regulations from the HMRC state that Gift Aid on tickets can be claimed if the patron makes a gift at least 10% above the ticket price. This overage is tracked in ThePatron Edge through the Commission table. You must create a unique commission for each charity that requires a gift over and above the ticket price in order to claim Gift Aid. Once the commission is defined, you can link it to a charity. For more information on charities, see Define Charities on page11. You will also need to add a conversion definition for each commission you add. For more information on charities, see Define Conversion Definitions on page 13. Define a commission 1. From the Administration screen, expand the Administration folder and then expand the Pricing folder. Double-click Commissions. The Administration [Commissions] grid appears. 2. On the toolbar, click the New button. The Commissions Add New screen appears. 3. The program automatically applies a serial number for the commission. It is displayed in the Code field, which can only be viewed and not edited. 4. In the Base of Calculation field, select Transaction.

13 GIFT AID 9 5. In the Description field, enter a name for this commission type. For example, enter Gift Aid. This name appears throughout The Patron Edge. 6. To add a Gift Aid percentage to the base price, enter it in the Percent field. Review the current HMRC regulations to determine the correct percentage. 7. If the commission is a fixed value and not a percentage, enter the monetary value of the commission in the Nominal Sum field. 8. In the Commission Source field, select Normal. 9. In the Category field, select Client Types. When you select Client Types, the Base of Calculation field and the Commission Level field are locked and become non-editable. 10. To begin using this commission type throughout the program, mark Active. 11. If applicable, in the Account No. or Project Code field, select the appropriate account or project code for accounting purposes. Otherwise, leave the fields blank. 12. If your organisation shares a single ticketing database with other organisations or other parts of your organisation, in the Organisation Unit field, select the owner of the commission. 13. In the Short Description field, enter a short description for this commission. This is an optional step. 14. Click OK. You return to the Administration [Commissions] grid. Define Taxes for Charity Deductions Tax Types are names of taxes a charity can claim as Gift Aid tax relief. To use a tax type on a charity, select Tax Types in the tree view under Gift Aid in Administration. Define taxes for charity deductions 1. On the Administration screen, expand the Administration folder and then expand the Gift Aid folder. Double-click Tax Types. The Administration [Tax Types] grid appears. 2. Click the New button on the toolbar. The Tax Types Add New screen appears. 3. In the Description field, enter the tax type name, for example, Gift Aid. 4. In the Tax Code field, enter the tax code.

14 10 CHAPTER 1 5. To begin using this tax type, mark Active. 6. To return to the Administration [Tax Types] grid, click OK. Define Tax Parameters Tax Definitions define the parameters ThePatron Edge uses to calculate tax relief. The Tax Definitions table can include several records for the same Tax Type, for example different time periods. Define a tax parameter 1. From the Administration screen, expand the Administration folder and then expand the Gift Aid folder. Double-click Tax Definitions. The Administration [Tax Definitions] grid appears. 2. Click the New button on the toolbar. The Tax Definitions Add New screen appears. 3. In the Tax Type field, select a tax type for the parameter, for example, Gift Aid. 4. In the Minimum Ticket Price field, enter the lowest ticket price qualifying for Gift Aid. 5. In the Valid From field, enter a date or select one from the drop-down calendar. The date selected is the date the charity deduction becomes available. 6. In the Valid To field, enter a date or select one from the drop-down calendar. The date selected is the date the charity deduction is no longer available. 7. In the Tax Percent field, enter the percentage of tax, for example If the tax is a fixed value and not a percentage, enter the monetary value of the tax in the Tax Nominal field. 9. To begin using this tax definition, mark Active. 10. To return to the Administration [Tax Definitions] grid, click OK.

15 GIFT AID 11 Define Charities Before your can assign a charity to an event, membership, series, or merchandise item and make them eligible for Gift Aid, the charity must be defined in Administration. Define a charity 1. From the Administration screen, expand the Administration folder and then expand the Gift Aid folder. Double-click Charities. The Administration [Charities] grid appears. 2. Click the New button on the toolbar. The Charities Add New screen appears. 3. In the Description field, type the name of the charity. 4. In the Start Date field, enter a date or select one from the drop-down calendar. The charity is effective as of this date. Note: The date may be changed individually per patron when approving the charity deduction. 5. In the End Date field, enter a date or select one from the drop-down calendar. The charity expires as of this date. 6. In the Tax Type field, select a tax type for this charity, for example, Gift Aid. 7. If applicable, in the Account or Project Code field, select the appropriate account or project code for accounting purposes. Otherwise, leave the fields blank. 8. To begin using this charity, next to Status, mark Active.

16 12 CHAPTER 1 9. In the Require donation field, select Yes if the charity requires a donation of 10% or more over the ticket price in order to claim Gift Aid. Otherwise select No. Note: For more information on defining commissions, see Define Commissions on page If Yes was selected in the Require donation field, the Commissions field becomes accessible. Select the Gift Aid commission for this charity. 11. Click OK to return to the Administration [Charities] grid. Define Charity Sources When a patron grants your organisation permission to claim Gift Aid on their donation, you can indicate how that patron learned about your organisation by selecting a charity source (for example radio, TV, newspaper, or mail). Charity sources are defined by selecting Charities Source in the tree view under Administration/Gift Aid in Administration. Define a charity source 1. From the Administration screen, expand the Administration folder and then expand the Gift Aid folder. Double-click Charities Source. The Administration- Charities Source grid appears. 2. Click the New button on the toolbar. The Charities Source Add New screen appears. 3. In the Description field, type the name of the charity source, for example TV. 4. Click OK to return to the Administration [Charities Source] grid. Define Donation Confirmation Methods When a patron makes a Gift Aid declaration on their donation, the charity must confirm the declaration before processing the donation, for example by letter, over the phone or in person. Giving Methods in Administration is where you define the confirmation methods. Define a donation confirmation method 1. From the Administration screen, expand the Administration folder and then expand the Gift Aid folder. Double-click Giving Methods. The Administration [Giving Methods] grid appears.

17 GIFT AID Click New on the toolbar. The Giving Methods Add New screen appears. 3. In the Description field, describe how a declaration is confirmed for example, enter By Phone. 4. In the Status field, select Active if this method of confirmation qualifies as a final confirmation. Select Verbal if further confirmation is required to make the Gift Aid declaration final. 5. To return to the Administration [Giving Methods] grid click OK. Define Conversion Definitions You must define a conversion definition for each Gift Aid commission you add and intend to use. BEfore you add conversion definitions you should define funds, campaigns, and appeals in Administration to monitor how donations are received and to properly account for the money collected. When you add your conversion definitions you can specify the fund, campaign, and appeal to associate with the Gift Aid donation. For detailed steps that guide you through defining funds, campaigns, and appeals, see the Donations chapter of the Box Office Setup Guide. Define a conversion definition 1. From the Administration screen, expand the Administration folder and then expand the Gift Aid folder. Double-click Conversion definitions. The Administration [Conversion definitions] screen appears.

18 14 CHAPTER 1 2. On the toolbar, click the New button. The Conversion definitions Add New screen appears. 3. In the Commission field, select a commission you created for Gift Aid. You must add a conversion definition for each Gift Aid commission you add and intend to use. 4. In the Donation Fund field, select the fund to associate with the Gift Aid donation. 5. In the Donation Appeal field, select the appeal to associate with the Gift Aid donation. 6. In the Donation Campaign field, select the campaign to associate with the Gift Aid donation. 7. To begin using this conversion definition, mark Active. 8. In the Charity field, select the charity to associate with the Gift Aid donation. 9. Click OK. You return to the Administration [Commissions] grid. Link Charities When you create a charity in Administration (see Define Charities on page11), you can link the charity to events, series, memberships, and merchandise. If the Charity field does not appear on a record, you may need to access the Maintain Table Definitions screen for that record and check Yes in the Display column for the Charity field.

19 GIFT AID 15 Link a charity to an event In this procedure, we link a charity to an event. However, you can use these same basic steps to link a charity to a series, merchandise, or membership record. 1. From the Administration screen, expand the Administration folder and then expand the Events folder. Double-click Events. The Administration [Events] grid appears. 2. Select an event from the grid and click the Edit button on the toolbar. The Events-Edit screen appears. 3. In the Charity field, select a charity to link to the event. Effective since 6 April 2006, to claim Gift Aid, you must select a charity that requires a donation in addition to the ticket price for the event. To determine if a specific charity requires a donation, go to the charities grid and open the charity record (see Define Charities on page 11).

20 16 CHAPTER 1 4. Click OK to return to the Administration [Events] grid. Qualify Donors for Gift Aid If a patron qualifies to be a Gift Aid donor, you can indicate that in the CRM record. See the HMRevenue& Customs website at for more information on what qualifies a patron to be a Gift Aid donor. Make a patron eligible for Gift Aid 1. On the Main Menu, click CRM. 2. In CRM, locate the customer record. For information about searching for client records, see the Access Client Records section of the Client Relationship Management (CRM) Guide. 3. On the top half of the Client Portal screen, click Edit. The Record Details screen appears. 4. At the bottom of this screen, locate Gift Aid Eligible. 5. To make the customer eligible to make Gift Aid declarations, select Yes. 6. Click OK to return to the Client Portal record. Click Back to return to the CRM screen.

21 GIFT AID 17 Process Gift Aid To process a donation for Gift Aid, the patron must give approval. The patron s declarations appear on the Gift Aid Declaration tab of the client record. Gift Aid declarations can be made manually on the client record or automatically through the sale of events, memberships, series, or merchandise that are linked to a specific charity. Process Gift Aid in CRM Use the Gift Aid Declaration option in the Client Portal to add, edit, or delete patron Gift Aid declarations for various charities. Add a Gift Aid declaration to a client record 1. On the Main Menu, click CRM. 2. In CRM, locate the customer record. For information about searching for client records, see the Access Client Records section of the Client Relationship Management (CRM) Guide.

22 18 CHAPTER 1 3. In the Client Portal tree view on the right side, expand the Gift Aid Declaration folder and then click Add Gift Aid. The Client Gift Aid Add New screen appears. 4. In the Giving Method field, select how the client confirms their gift aid declaration, for example by phone, by post, or in person. You defined the giving methods in Administration. For more information about giving methods, see Define Donation Confirmation Methods on page In the Creation Date field, enter a date or select one from the drop-down calendar the declaration was made. 6. In the Verbal Given Date field, enter a date or select one from the drop-down calendar that the verbal declaration was given. 7. In the Confirmation Date field, enter a date or select one from the calendar that the confirmation was made. 8. In the Effective From Date field, enter a date or select one from the drop-down calendar that the declaration becomes effective. 9. In the Effective To Date field, enter a date or select one from the drop-down calendar that the declaration is no longer effective. 10. In the Status field, select Active. 11. Click OK. You return to the Client Portal screen and the declaration is added to the Gift Aid declaration grid. Process Gift Aid on the Standard Sales Screen When a patron purchases tickets to an event linked to a charity, ThePatron Edge verifies Gift Aid approval. If the patron is eligible for Gift Aid (see Qualify Donors for Gift Aid on page16), the donation is processed.

23 GIFT AID 19 Process Gift Aid with a reserved-seat ticket sale 1. On the Main Menu, click CRM. 2. In CRM, locate the customer purchasing tickets. For information about searching for client records, see the Access Client Records section of the Client Relationship Management (CRM) Guide. 3. In the Client Portal tree view on the right side, expand the Sales folder and then click Tickets. The Search screen for events appears.

24 20 CHAPTER 1 4. Select an event or events from the list and complete the purchase. If the tickets purchased for the event are linked to a charity that requires a donation, the Gift Aid screen appears. For more information about purchasing tickets, see the Sales Guide. 5. In the Giving Method field, select how the client confirms their gift aid declaration, for example by phone, by post, or in person. You defined giving methods in Administration. For more information about giving methods, see Define Donation Confirmation Methods on page In the Source field, select the source that the customer learned about the charity, for example TV or Newspaper. 7. Check the checkbox or checkboxes under Selection to choose the charities that will receive a donation. 8. The Increase Ticket Price By column displays the minimum donation required to claim Gift Aid. You can edit the overage to increase or decrease the amount. However, Gift Aid can be claimed only if the amount is at least the minimum value displayed. If you enter an amount less than the minimum amount displayed, a message appears and the system will not process the Gift Aid. 9. For events that do not require an overage, this field is not accessible. The total amount due is displayed at the bottom of the Gift Aid screen. 10. Click OK. The payment screen appears. Proceed to pay for the tickets as usual. For more information about using the Payment screen, see the Payment Guide. 11. ThePatron Edge checks if the patron s record has a valid Gift Aid declaration (through the Gift Aid Declaration tab of the client portal screen). If there is no declaration, it is added to the patron record. Process Gift Aid on the General Admission Sales Screen When a customer purchases tickets to an event linked to a charity, ThePatron Edge verifies Gift Aid approval. If the customer is eligible for Gift Aid, you can process the donation.

25 GIFT AID 21 When processing a regular sale through the general admissions sales screen (also referred to as the touch screen in the application), you can use the optional new quick entry screen to efficiently add new patrons to the system and qualify them to make Gift Aid declarations. If you do not use the quick entry screen, you need to access a patron s CRM record to make them eligible to be a Gift Aid donor. Additionally, if a patron already has a CRM record in the database and their Gift Aid eligibility is set to No, you can change it to Yes for an individual transaction using the quick entry screen. For more information about configuring the quick entry screen, see Configure the Quick Entry Screen for Gift Aid on page4. This section provides two procedures. The first procedure guides you through processing Gift Aid on the general admissions sales screen WITHOUT using the quick entry screen. The second procedure guides you through processing Gift Aid on the general admissions sales screen WITH the quick entry screen enabled. Process gift aid with a general admission ticket sale (without the quick entry screen) 1. From the main menu screen, on the navigation bar, click Sales. The general admission sales screen opens on the Tickets tab.

26 22 CHAPTER 1 2. To locate the event to which the customer is buying tickets, click Events. For more information about how to search for events, see the Tickets chapter of the General Admission Sales Guide. Once you select the event, you return to the general admission sales screen. 3. On the general admission sales screen, select the tickets. For example, the customer is purchasing four full-price tickets. On the number pad click 4, and on the Tickets tab, click Full Price to add the tickets to the basket. 4. To access the customer s client record, click Search for Member at the bottom left of the screen. CRM opens and the CRM Search Criteria screen appears. For more information about how to search for a client record, see the Access Client Records section of the Client Relationship Management (CRM) Guide. 5. Locate the record and click Select Client. You return to the general admission sales screen. The member s name now appears at the bottom left of the screen. Because this customer qualifies as a Gift Aid donor, the Gift Aid button on the sales screen becomes active. If the user does not currently qualify as a Gift Aid donor but they would like to qualify, you can access their CRM record and edit their Gift Aid eligibility. Tip: If you use the quick entry screen for Gift Aid you can make patrons eligible for Gift Aid on a per transaction basis directly from the general admissions sales screen without accessing their CRM record. For more information about using this screen, see Configure the Quick Entry Screen for Gift Aid on page4.

27 GIFT AID In the payment section, click the payment type button that corresponds to the customer's method of payment, for example, Cash. The payment appears in the next row in the basket. 7. Click Complete Sale. If the patron is eligible for Gift Aid, the Gift Aid screen appears. Note: You can also access the open the Gift Aid screen by clicking the Gift Aid button located at the bottom of the screen.

28 24 CHAPTER 1 8. In the Giving Method field, select how the customer confirms her gift aid declaration, for example, In person. 9. In the Source field, select the source where the customer learned about the charity, for example, TV. 10. Check the checkbox in the Selection column to select the charity to receive the donation. 11. The Increase Ticket Price By column displays the minimum donation required to claim Gift Aid. You can edit the amount; however, the customer can claim Gift Aid only if the amount is at least the minimum value displayed. If you enter an amount less than the minimum amount displayed, a message appears and the program will not process the Gift Aid. For events that do not require an overage, you cannot edit this amount. The total amount due appears in the Total due display at the bottom of the Gift Aid screen. 12. Click OK. A message appears, telling you the donation has been added to the basket and how much the donation is for. 13. Click OK. You return to the general admission sales screen, and the Gift Aid donation appears in the basket. To add the donation to the customer s total payment, click the payment method button, for example, Cash. The program recalculates the payment and updates the basket. Note: If the patron wants to opt-out of the Gift Aid donation after it has been added to the basket, click the plus sign next to Total Transaction Fees & Taxes. Select the Gift Aid item and then click the red X to remove the donation from the order. If the patron changes their mind before the transaction is complete, you can re-add the removed Gift Aid donation to the order by accessing the Fees/Disc tab and clicking the corresponding button.

29 GIFT AID Click Complete Sale. Depending on the type of sale, a screen appears so you can confirm the customer s information. After you verify the information is correct, click Confirm. 15. A confirmation message appears with the transaction and order numbers. Click OK. The program completes the sale, and you return to the general admission sales screen. Process gift aid with a general admission ticket sale (with the quick entry screen) 1. From the main menu screen, on the navigation bar, click Sales. The general admission sales screen opens on the Tickets tab.

30 26 CHAPTER 1 2. To locate the event to which the customer is buying tickets, click Events. For more information about how to search for events, see the Tickets chapter of the General Admission Sales Guide. Once you select the event, you return to the general admission sales screen. 3. On the general admission sales screen, select the tickets. For example, the customer is purchasing four full-price tickets. On the number pad click 4, and on the Tickets tab, click Full Price to add the tickets to the basket. 4. To access the customer s client record, click Search for Member at the bottom left of the screen. CRM opens and the CRM Search Criteria screen appears. For more information about how to search for a client record, see the Access Client Records section of the Client Relationship Management (CRM) Guide. 5. Locate the record and click Select Client. You return to the general admission sales screen. The member s name now appears at the bottom left of the screen. If the customer you select qualifies as a Gift Aid donor, the Gift Aid button on the sales screen becomes active. If the user does not currently qualify as a Gift Aid donor but they would like to qualify, you can make them eligible for this transaction only when the quick entry screen appears later in this process. Tip: If you use the quick entry screen for Gift Aid you can make patrons eligible for Gift Aid on a per transaction basis directly form the general admissions sales screen without accessing their CRM record. To use this screen it must be enabled. For more information, see Configure the Quick Entry Screen for Gift Aid on page4.

31 GIFT AID In the payment section, click the payment type button that corresponds to the customer's method of payment, for example, Cash. The payment appears in the next row in the basket.

32 28 CHAPTER 1 7. Click Complete Sale. If the patron is not currently eligible for gift aid, the quick entry screen appears. 8. To create a Gift Aid declaration for this user and make them eligible for Gift Aid for this transaction, select Yes in the in the Gift Aid? field. Note: On the quick entry screen, you can also update the and mail communication preferences for existing clients. These communication preferences are the ONLY items you can update on this screen that will be saved on a patron s CRM record. Any additional changes you make to other patron information fields, including First Name, Last Name, Phone, and Address will NOT be saved to the patron s CRM record. 9. Click Confirm to proceed. 10. A confirmation message appears with the transaction and order numbers. Click OK. The program completes the sale, and you return to the general admission sales screen. Note: You can customise the Cancel button to allow you to close the Now Sale screen, complete the transaction without adding Gift Aid information for the user, or display a message confirming that you do not want to apply Gift Aid for the user. For more information about how to customise the Cancel button, see

33 GIFT AID 29 Gift Aid Claim Report The Gift Aid Claim Report lists all charity claims for a specific period of time. You file this report with HM Revenue & Customs. In addition, the report calculates Gift Aid in a way that maximises the potential gift aidable amount (ticket price + donation) among all tickets for a charity within the same transaction. For example, if the donation percentage is 10% and two tickets are purchased and a Gift Aid donation is made for 11.00, the Gift Aid Claim Report shows a 5.50 donation on each ticket. This results in a better gift aidable amount than calculating one commission of on only one of the tickets. Generate a gift aid claim report 1. From the navigation bar, click Administration. The Administration screen appears. Expand the Administration folder and the Gift Aid folder. 2. Double-click Gift Aid Batch. The Gift-Aid Batch screen appears. 3. On the left side of the Gift-Aid Batch screen, click the Draft button to generate a draft report. 4. In the Description field, enter the report title, for example, Smalls Foundation Report. 5. In the From Date field, enter a date or select one from the drop-down calendar. 6. In the To Date field, enter a date or select one from the drop-down calendar. 7. Click Start to begin the batch process. A message appears to indicate the batch was successful.

34 30 CHAPTER 1 8. Click Print to generate the report. The report appears in the Crystal Viewer screen. 9. On the toolbar, click the Print Report button. The report is sent to your default printer. Generate a final gift aid report 1. To generate a final report based on the draft report, on the left side of the Gift-Aid Batch screen, click Final. 2. Clicking Final disables the Description, From Date, and To Date fields. To generate a final report with different parameters you must click Draft, set the parameters as desired, generate the draft report, and then click Final again. 3. To generate a claim report based on the final report, click Claim. Once a claim report is generated you cannot generate another report for the selected period. Gift Aid Declarations To turn donations into Gift Aid, the donor must give approval or make a declaration. Gift Aid declarations can be used for a one-time gift, multiple gifts, or gifts given up to six years after the donation was made. Gift Aid declarations can be made verbally, electronically, or in writing. Once the donor makes the declaration, you must confirm the details of the declaration and give the donor 30 days to withdraw the declaration using a Gift Aid declaration form. You can design Gift Aid declaration forms, using Document Designer in Administration. You can print Gift Aid declaration forms through the client record in CRM or at the end of a specific transaction, for example a group sale. You can send declaration forms to your donors for recordkeeping or if the declaration was made verbally, have the donors return the declaration forms to your organisation. Design Gift Aid Declaration Form With ThePatron Edge Document Designer, you can create and customize the Gift Aid declaration form. You can specify which database fields appear on the declaration document, add labels for text to appear the same on each declaration document, draw lines or boxes, add pictures, and more.

35 GIFT AID 31 Create a Gift Aid declaration form 1. On the Main Menu screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration folder and then expand the Document Design folder. Double-click Ticket Design. The Document Designer screen appears. 3. From the menu bar, select File, New Document. The New Document screen appears. 4. To name the new Gift Aid document, enter a name in the Document Name field, for example, Gift Aid Declaration 5. To define the type for the new document, in the Document Type field, select Gift Aid. 6. Click OK. You return to the Document Designer screen.

36 32 CHAPTER 1 7. To design the new document, from the menu bar, select File, New Printer Document. The New Printer Document screen appears. 8. In the Document Name field, select the name of the document you defined in step 4. Gift Aid automatically appears in the Document Type field. This field is for your information only and defaults to the type you selected in step In the Printer Type field, select your document printer. 10. In the Horizontal Resolution and Vertical Resolution fields, enter the appropriate resolution amounts in dots per inch. 11. In the Document Size box, mark In dots/symbols, In millimeters, or In inches and enter the length and width. For example, to design a Gift Aid declaration document that is 5 inches in length and 3 inches in width, you would mark In inches and enter 5 in the Height field and 3 in the Width field.

37 GIFT AID Click OK. The New Printer Document screen appears displaying a blank form with dimensions you defined. 13. The box on the left displays the fields you can add to this form. To add a field, drag it from the box onto your blank form. You can move the fields around on the form as needed by dragging them. To remove a field, select it and click Delete on your keyboard. 14. To add the customer s name and address to the form, first drag the Client Full Name field from the box onto the document. Next, drag the Label field and place it below Client Full Name. When you release the Label field, you are prompted to enter text. Enter the first line of your address and click OK. The first line of your address should appear on the Gift Aid declaration form. Drag additional Label fields onto the form and repeat this process until your entire address is displayed. To make a field longer, select it, move your cursor to the edge, and drag the side out.

38 34 CHAPTER After adding the customers name and address, drag the remaining required fields onto the form. For example, you would drag the Charity Description field onto the form and then the Customer Reference Number. 16. After you add and arrange the required form fields and labels, save the document. From the menu bar, select File, Save. The Gift Aid declaration form is saved. To return to Administration, close the Document Designer screen. Next, define the print options for the Gift Aid declaration form. Define print options for the Gift Aid Declaration form 1. On the Main screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration folder and then expand the Print Setup folder. Double-click Print Options. The Administration- Print Options screen appears.

39 GIFT AID In the grid, locate an action type to associate with the Gift Aid Declaration form. For example, to print a Gift Aid Declaration at the end of a group sale transaction, in the grid, select the Group Sale action type that is associated with the Gift Aid doc type. 4. On the toolbar, click the Edit button. The Print Options-Edit screen appears. 5. In the Status field, select how the Gift Aid Declaration should be printed for the action type selected. Your options include Delayed printing, Display Printing Option, Immediate printing and Do not print. 6. In the Printable Documents field, select the name of the document you defined during Create a Gift Aid declaration form on page The Number of Copies field displays the number of Gift Aid Declaration copies to print by default. 8. In the Print Order field, enter the number of Gift Aid Declaration copies to print by default. For some Gift Aid action types, this field contains a default number. Make sure you double-check and enter the correct number of Gift Aid Declarations to print. 9. Click OK. You return to the print options grid and can now print Gift Aid Declarations for the action type selected. Repeat this process to associate the Gift Aid Declarations with additional action types. Print Gift Aid Declarations in CRM Once you design the Gift Aid declaration form in Administration, you can print that form in CRM from the client record. Gift Aid declarations are listed on the Gift Aid Declaration tab of the client record. You can reprint Gift Aid declarations as often as you like. The Print Count column indicates how many times each Gift Aid declaration form was printed.

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