Word, Excel or Access - Making Reciepts

Hi, I am sorry if this isn't posted in the correct section, I am new at forums. I was wondering if someone might be able to help me or guide me where to source help. I am building a database for a charitable foundation. I am looking to be able to make and print receipts for when someone makes a donation. Here is what I am looking to build and every receipt must populate or generate a new number on the page.

Foundation Logo
Name and Address of foundation Receipt # (every receipt is by Project "“so NSS2011 00001)



Received: ------$xxxx.xxx---------00/xx $____________________


Name: __________________________________

Address: The name & address have to fit into a windowed envelope so there is no need to write out the address or do up a label

Registered Charitable No.. Signed By
xxxxxxxxxxxxxxxxxxxxxx _________________________

Canada Revenue Agency www.cra.gc.ca/charities


We have to have duplicate receipts, probably 4 receipts to a page - Receipt original as laid out above goes to donor Same receipt so as you are filling in original the second one is populating, but this one will have a duplicate watermark on it Receipt original "“ 4 on a page (1 original at top, perforated/then duplicate, then another original and duplicate. I hope this makes sense and I am hoping someone might be able to help me out.

Thanks Becky.

 

Microsoft offers hundreds of free templates for their Office suite. The entire list of categories is on this page.

The list of receipt templates is on this page.

If the duplicate is solely for your records, remember you can keep a copy of every receipt you make on your computer. Are you sure you need to make (and store) all those hard copies?

If you do go with keeping hard copies, you'll have to find a source for the perforated paper. Office can do many things but making perforations on paper isn't one of them.

While you're getting everything set up, don't forget to set up a regular backup schedule, preferably automated. You don't want to risk losing the data you will be generating.

 

Thank you so much for your help, yes we need all those copies as they are for revenue canada. I did already look under the templates but I couldn't find one that could generate reciept numbers without having to type in the next number everytime,

 

On the page with the receipt templates, the third one from the left on the top row has auto numbering. Also the second one from the left in the third row down are numbered starting with 1001.

Maybe the Canadian dept. of revenue will accept printouts of the copies kept on the hard drive. I know the US dept. of revenue accepts those. That would save some money since you won't have to buy perforated paper to print them on. The printouts would be exact copies, including the numbering, as the ones you printed out to give to the donor.

It isn't unrealistic that they would accept printouts of receipts. Otherwise all businesses in Canada would have to hand write or type all receipts in order to generate carbons. I suspect tax laws in both countries are crazy but surely not that crazy!

 

It finally occurred to me that you're thinking in terms of old-fashioned handwritten or typed receipts.

If you're going to generate them in Word or Excel, you're going to be printing them out anyway. You don't need two copies of the same receipt with the same number and other information. All you need is to print the same receipt out twice.

When you print it is irrelevant. I keep copies of all the bills and receipts I type in Word and Excel, then print out the "copies" at tax time. That way I don't have to store a pile of hard copies, just a few backup CDs and DVDs.

 

I use Excel and Word to generate receipts. I created a receipt template in MS Word. I store (tabulate) the data in Excel. I generate receipts using Mail Merge feature of MS Word. Like Miz points out - print as many copies as you wish, no need to store lots of paper receipts. I do not keep soft or hard copies of the receipts (only the Excel table) because with mail merge I can regenerate the receipts very easily. Just be sure the Excel table and MS Word receipt template are backed up.. Generation of receipt numbers is a bit "manual" - I use drag-and-drop in Excel to generate sequential numbers. I need to figure out how to add the duplicate water mark.

Quite often, I email rather than print receipts for my clients. The client's email address forms part of the record in Excel. Mail merge automatically emails the receipt using MS Outlook.

I don't know about Canada - but in my country you need to inform the tax body whether your receipts will be generated electronically or manually.