Tax Receipts

 

Overview

Uplifter can help you track registrations and payments from members to allow you to automatically generate tax receipts at the end of each calendar year. If you operate in a jurisdiction that allows individuals to claim tax incentives or tax credits based on programs that you offer (eg, Fitness Tax Credits), you can use Uplifter to generate receipts for these purposes separate from the members' individual invoices.

 

The Difference Between Invoice Receipts and Tax Receipts

You may be pondering over how tax receipts differ from standard invoice receipts. Well, tax receipts are only issued for programs and subscriptions that you set as tax credit eligible. They are issued for each eligible participant and each unique billing address for a member account (displaying the participant name and their date of birth for reference). And, finally, they capture all of the applicable invoice payments for any given calendar year.

You should check with your tax jurisdiction to ensure that the tax receipts generated by Uplifter will capture all the necessary details required by your tax authority. It is also your responsibility as a club to ensure that you've properly captured which programs and subscriptions are actually tax receipt eligible.

 

Enabling Tax Credit Eligibility

  • select to create or Edit Edit-L.gif the desired item
  • Check Check-L.gif Tax Credit Eligible
  • select to Save

To enable tax credit eligibility on a program, a product, a ticket, or a subscription, simply check the box next to Tax Credit Eligible when editing or creating the item.

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Forgot to enable an item's eligibility? Not to worry, simply select to Edit Edit-L.gif the item, mark the checkbox next to Tax Credit Eligible, and Save. This will retroactively set this item to tax credit eligible for all past purchases. Please note that you will need to regenerate your tax receipts if you have already generated them once.

 

Set Your Max Age

Before generating your tax receipts you will want to set the max eligible age of the participant who will receive the tax receipt. This setting is found via Settings > Global Settings > Site Options tab > Birthdate / Age & Editable Settings section. 

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Be sure to verify the maximum age a participant can be to receive a tax credit within your region.

 

Generate Your Tax Receipts

  • select Generate-A.png Generate Tax Receipts
  • select Generate next to the desired year
  • accept the pop-up by clicking OK

To generate your tax receipts you will want to navigate to Accounting > Tax Receipts. On the tax receipts page select Generate-A.png Generate Tax Receipts from the toolbar. In the tax receipt generation pop-up select Generate next to the year you wish to generate tax receipts for. You will be notified that the system is generating tax receipts and to check back later. Select OK to acknowledge the notice and return in the future. Generally the system is quite fast, but the larger your club the longer generation will take. Feel free to return every 20-30 minutes until you see your receipts listed. 

 

Review Your Tax Receipts

  • select to View View-L.gif any desired receipts
  • select to Edit Edit-L.gif any receipts that need to be adjusted

Once you have generated your receipts you will want to review them. You can do so by selecting to View View-L.gif any receipt you wish. Should you find any that you wish to update you can select to Edit Edit-L.gif these tax receipts and make your desired adjustments (see: How To Edit A Tax Receipts). You may wish to filter your Tax Receipts page by the Refunded? filter to see only those tax receipts that have negative values.

 

Important Notes About Tax Receipt Generation

When generating your tax receipts, it is important to note:

  • only items marked Tax Credit Eligible will be used during tax receipt generation
  • only items set to apply to participant are tax credit eligible.
  • only participants at or under the Maximum Age setting will see tax receipts generated for them
  • tax receipts will generate based on the invoice's Billing Information field
  • tax receipts generate based on Payment Time, not Processing Time. If installment payments span into the new year, only those that were paid in the previous year will be considered.
  • regular Member/Participant Maintenance is important to ensuring accurate tax receipt generation
  • refunds will show on tax receipts as negative values which may result in negative value tax receipts. Admins should review the refunded amount to determine if the amount should be captured on the year's tax receipt.

 

Edit Your Tax Receipts

There may be several instances where a tax receipt will need to be edited. For instance, you may have only begun using Uplifter mid-season. Or perhaps eligible amounts were received from outside sources and should still be captured on a single tax receipt. Below are the methods you can employ to update your tax receipts accordingly.

 

Add Custom Lines

  • select to Edit Edit-L.gif the desired tax receipt
  • select to Add from the toolbar
  • enter the required information
  • select Add

To add your own, custom line on a member's tax receipt first select to Edit Edit-L.gif the tax receipt of the member. Next, select Add from the toolbar. In the new pop-up window enter in the line description, the payment date, and the amount of the payment. Once done, select Add to include it on the tax receipt. If happy with the tax receipt as a whole, don't forget to Save!

 

Edit A Tax Receipt Line Amount

  • select to Edit Edit-L.gif the desired tax receipt
  • use the Amount field to adjust the value of the line
  • select Save

To update the value of a tax receipt line, select to Edit Edit-L.gif the desired tax receipt. On the edit page, use the Amount field to update the amount to the desired value. Select to Save to keep any changes.

 

Update The Name On A Tax Receipt

  • navigate to the invoice(s) the receipt is generated from
  • update the Billing Information section with the correct member
  • delete the current tax receipt
  • generate the new tax receipt

To update the name of a member on any give tax receipt you must first update the invoices that are generating the tax receipt. To do so, navigate to Accounting > Invoices and select to Edit Edit-L.gif the invoice(s) in question. Update the Billing Information section on the invoice and Post to save. Next, delete the tax receipts as noted in the Delete A Tax Receipt section. Finally, select to generate the tax receipt, as noted in the Regenerate Your Tax Receipts section (or the Regenerate An Individual Tax Receipt, if applicable).

 

Remove A Line On A Tax Receipt

  • select to Edit Edit-L.gif the desired tax receipt
  • select to Delete the unwanted line
  • select Save

To remove an unwanted line from a tax receipt first navigate to the tax receipt in question. Next, select the Delete option to the right of the unwanted line. Select Save to keep any changes.

 

Delete A Tax Receipt

  • select to Edit Edit-L.gif the undesired tax receipt
  • select to Delete all lines
  • select Save

To remove a tax receipt from your system completely you need only remove all of its lines. To do so, select to Edit Edit-L.gif the undesired tax receipt. Select to Delete all lines from the tax receipt, then select Save. This will remove the listing from your tax receipts page. Note that if you should need this tax receipt again you will want to Regenerate Your Tax Receipts.

 

Publish Your Tax Receipts

  • filter the page by 'Unpublished'
  • select Publish Tax Receipts

Now that you have generated and reviewed your tax receipts you can publish them for member review and use. Navigate to Accounting > Tax Receipts and filter the page by (at least)  'Unpublished' status. After doing so the option to Publish Tax Receipts will be enabled along the toolbar. Select this option to officially publish all listed tax receipts.

 

Publish An Individual Tax Receipt

  • select to View the desired unpublished receipt
  • select Publish This Receipt

To publish a singular tax receipt select to View the tax receipt from the list of unpublished tax receipts found via Accounting > Tax Receipts. Select Publish This Receipt.

 

Unpublish An Individual Tax Receipt

  • select to View View-L.gif the desired published receipt
  • select Unpublish This Receipt

To unpublish a singular tax receipt select to View View-L.gif the tax receipt from the list of published tax receipts found via Accounting > Tax Receipts. Select Unpublish This Receipt. Please note, you cannot unpublish more than one tax receipt at a time.

 

Email Your Tax Receipts

  • filter by your desired tax year and 'Published'
  • select Email Tax Receipts

Once you have reviewed and published your tax receipts you can email those receipts to your members. To do so, filter the Tax Receipts page by the desired tax year as well as the 'Published' status. Once you have done so the option to Email Tax Receipts will enable. Select this to email all tax receipts. 

 

Email An Individual Tax Receipt

  • select to View View-L.gif the desired tax receipt
  • select Email This Receipt

If you would prefer to send out an individual tax receipt via email you can do so. First, select to View View-L.gif the desired tax receipt. From the view page select Email This Receipt.

 

Regenerate Your Tax Receipts

  • select Generate Tax Receipts
  • Check Check-L.gif 'Delete all unpublished tax receipts first' if desired
  • select Regenerate

To regenerate your tax receipts select Generate Tax Receipts from the toolbar. If desired, select 'Delete all unpublished tax receipts first' and, finally, select Regenerate. Please note that selecting 'Delete all unpublished tax receipts first' will remove all currently unpublished tax receipts and any adjustments you may have made to them. Please be sure you will not be losing any required changes. 

This process is similar to generating your tax receipts originally and, as such, it may take some time for the system to process the request. 

 

Regenerate An Individual Tax Receipt

  • navigate to the member's account
  • select the Tax Receipts menu item
  • select Generate Tax Receipts
  • Check Check-L.gif 'Delete all unpublished tax receipts first' if desired
  • select Regenerate

It may be desired to regenerate tax receipts for a single member. To do so, navigate to the member's account. From here, select the Tax Receipts menu item. Choose Generate Tax Receipts from the toolbar, mark 'Delete all unpublished tax receipts first' if desired and select Regenerate.

 

Why You May Need To Regenerate

In some cases, you may have some missing tax receipts or missing tax receipt lines. For example, if you've added a payment for the previous year to an invoice after generating the tax receipts. Or, perhaps you marked a pending payment from the previous year as paid after generating the tax receipts. Or maybe you've accidentally deleted lines from a tax receipt.

By regenerating the tax receipts for a given year you can create tax receipts for these new payments and optionally bring back deleted tax receipts/deleted tax receipt lines.

 

Important Notes About Tax Receipt Reeneration

When generating your tax receipts, it is important to note:

  • Re-generating tax receipts will not affect manual edits to tax receipt line amounts you have made. 
  • Selecting "Delete all unpublished tax receipts first" will remove all unpublished tax receipts and any/all information currently adjusted. 
  • Re-generating tax receipts does not create duplicate tax receipts of the tax receipts that already exist.
  • However, Re-generating tax receipts will create new tax receipts for any payments not already accounted for in a previous tax receipt - it does not add to existing tax receipts. This may result in multiple tax receipts per participant.

 

Troubleshoot Your Tax Receipts

If you are having troubles following through on some of the elements above, you may need to perform some troubleshooting in order to get started and start generating and working with tax receipts.

 

I Can't Generate Any Tax Receipts

Most often, when a club cannot generate tax receipts at the site level, it is due to a limited number of factors.

  1. Ensure You've Set an Age Limit - navigate to Settings -> Global Settings -> [Site Details] tab. Scroll down to the "Maximum Age for Tax Receipts" header and ensure there is an applicable age in the "Maximum Age" field. 
  2. Ensure You Have Valid Payments - if you are generating tax receipts for, say, 2016 you will want to ensure you have valid payments within that year. These payments must have been completed within the year you are generating for and completed within the Uplifter system. You can have invoices created within one year with payments in the next. Tax receipts are generated based on payment time.
  3. Ensure Your Programs Are Tax Eligible - navigate to Products & Programs -> Programs. Select the pencil to edit each of your programs. Verify the check box beside "Tax Receipt Eligible" is marked. As well, navigate to a participant's invoice-edit page (People -> Invoices -> select to edit your desired invoice) and verify the programs listed are marked for tax receipt eligibility. 

 

I Can't Generate A Specific Tax Receipt

When a club can generate most tax receipts without issue, but cannot generate a tax receipt for a specific member, it is often due to a limited number of factors.

  1. Ensure The Participant Is Eligible - compare your club's Maximum Age (Settings -> Global Settings -> [Site Details] tab -> scroll to the "Maximum Age for Tax Receipts" header) to the age of the participant. If the participant is older than your club's Maximum Age setting the participant does not qualify for a tax receipt. 
  2. Ensure You Have Valid Payments - see "Ensure You Have Valid Payments" under "I Can't Generate Any Tax Receipts", above.
  3. Ensure The Invoices Are For The Member - Some accounts may be merged with our family functionality. Because of this, there may be instances where you are attempting to generate tax receipts for member A when they are really for member B. To verify, check the Billing Information on each invoice. This is the information considered by the system when generating tax receipts.
  4. Ensure Your Programs Are Tax Eligible -see "Ensure Your Programs Are Tax Eligible " under "I Can't Generate Any Tax Receipts", above.

 

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