The Donation Sequence ID is a number assigned to Donations processed in Spektrix, which can be used in tax receipts and for auditing purposes. IDs are assigned in sequential order according to when the Donation is confirmed. You can output the Donation Sequence ID in Reports.
What is a Donation Sequence ID?
In order to consider a Donation tax receipt as official in Canada, the receipt needs a unique sequential ID.
TIP: For more information on issuing completing and accurate Donation receipts, please consult the Canada Revenue Agency website.
Each Donation processed in Spektrix is assigned a Donation Sequence ID at the time it’s confirmed.
-
Any Donations added to the Basket/Cart but then removed before confirming the transaction aren’t assigned a Donation Sequence ID.
-
Donations that are returned retain their Donation Sequence ID.
-
Any Donation exchanged, for example when changing its Fund or correcting its Accounting Date, receives a new Donation Sequence ID based on when it’s confirmed. The Donation that is returned in the exchange keeps its Donation Sequence ID.
- In an Order with multiple Donations, each Donation is assigned its own Donation Sequence ID.
Types of Donations that are eligible for a Donation Sequence ID include:
- Donations, including those made towards Pledges and Legacies
- Ticket Donations
- Donation portion of Memberships
TIP: You may receive Donations that don’t qualify for tax receipts. However, anything processed as a “Donation” in Spektrix is assigned an ID. In Identifying a Donation Not Eligible for a Tax Receipt, we show you how to differentiate these Donations using Fund Attributes or Order Attributes.
The Donation Sequence ID isn’t visible on any Spektrix interface and can only be output in Reports. You can select the Donation Sequence ID metric as an output in custom Analysis Reports and custom Accounting Reports. The Donation Sequence ID isn’t visible in any Standard Reports.
TIP: If you’d like a customized copy of a Standard Report with Donation Sequence ID, contact Support by following the instructions in How to Request Help with Reports.
Identifying a Donation Not Eligible for a Tax Receipt
As per Canada Revenue Agency guidelines, some Donations don’t qualify for a tax receipt. However, it’s still important for those Donations to have an ID assigned.
TIP: For more information on which Donations require receipts, consult the Canada Revenue Agency website.
All Donations are assigned a Donation Sequence ID. We recommend identifying receipt-ineligible Donations with either a Fund Attribute or Order Attribute.
You can then filter your data and exclude any Donations using the Attribute in a Criteria Set. For a full picture of all your Donations, you can output the Donation Sequence ID and the Attribute.
-
Use a Fund Attribute to identify Donations that are either eligible or ineligible for tax receipts. Fund Attributes apply to the Fund, which means all Donations made through this Fund are marked as all eligible or all ineligible.
For example, you may have an In-Kind Donation Fund where any Donation made through this Fund is ineligible for tax receipts. You should not process any Donations to this fund if eligible for a tax receipt.
In this example, we’ve set up a checkbox Fund Attribute:
Then we create the Fund and check the box to apply the Attribute:
For instructions on how to set up and apply your Fund Attribute, take a look at How to create a Fund Attribute.
-
Use an Order Attribute to identify Donations that are ineligible for tax receipts. Order Attributes apply to the Order, meaning only the Donations in that Order are identified as ineligible for tax receipts. If an Order has multiple Donations, all the Donations are marked as ineligible.
In this example, we’ve set up a checkbox Order Attribute:
As an Order is confirmed, the Attribute is applied by checking the box:
For instructions on how to set up and apply your Order Attribute, take a look at How to create an Order Attribute.
Reporting on Donation Sequence ID
Donation Sequence ID is an output metric available in Analysis and Accounting Reports.
REMINDER: Donation Sequence IDs are not available in Standard Reports. If you’d like a customized copy of a Standard Report with Donation Sequence ID, contact Support by following the instructions in How to Request Help with Reports.
The Donation Sequence ID metric can be found in the Donations wrapper (uncheck Only show commonly used criteria):
The following image displays an example of a custom Report exported as an Excel file with the Donation Sequence ID output column:
If you use Attributes to show Donations ineligible for tax receipts, you can output them in your Report. Attribute output metrics display all Attributes of that concept, for example selecting the Order Attributes output column will display all Order Attributes in your system.
In the image below we can see the same Report with Order Attributes. You can see all Order Attributes in this system:
TIP: After opening the file, you can edit the file to remove any irrelevant attributes. You can convert the data into a table and sort and filter the data. For example, you can filter by eligible or ineligible attributes.
Key Takeaways
-
Donation Sequence ID is a number assigned to Donations processed in Spektrix, including Donations made through Pledges and Legacies, Ticket Donations and the Donation portion of Memberships.
-
Donation Sequence IDs are assigned in sequential order according to when the Donation is confirmed.
-
Returned Donations retain their Donation ID number.
-
Exchanged Donations will generate a new Donation Sequence ID. The returned Donation in the exchange will retain its Donation Sequence ID number.
-
The Donation Sequence ID can be output in custom Analysis and Accounting Reports.
- Donation Sequence IDs are assigned to all Donations. Some Donations don’t qualify for tax receipts. We recommend identifying them using Attributes.
Further Reading
To learn more about Donations, take a look at the Customer loyalty and fundraising section of the Support Centre.