When you apply to become §8A-approved, it requires that your organisation meets specific requirements and can correctly document your donations and members. This article guides you through the process of extracting the necessary data from OnlineFundraising.

Overview

• What are the requirements for the application?
• What documentation to you need?
• How to retrieve the documentation in OnlineFundraising

What are the requirements for the application?

In order for you to obtain tax deductibility, your organisation must meet a number of requirements, which you can read more about in the article: How your organisation can become §8a-approved.

Rule of thumb: 100 unique donors giving DKK 200 each, and 300 unique members.

• 100 donors have given at least DKK 200 in the past year:
  Each donor must have given at least DKK 200 during the year. This may be spread across several donations.

• 300 members:
  The organisation must have at least 300 fee-paying members each year. Membership income must cover the organisation’s normal administrative costs.

What documentation do you need?

You must be able to document your donors and members with name, address, and amount. We recommend collecting the following information in your campaign form:

• Name

• Address

• Amount

• For one-off donations: (here you may advantageously nudge towards DKK 200)

• For regular support

• CPR number (not required for the application, but required for tax deduction, so it can be collected later)

• Email (for donation receipt, not necessary for the §8A application)

How to retrieve documentation in OnlineFundraising

1. Perform a duplicate check

To ensure that you are counting unique donors, you should check your contacts for duplicates before exporting the file. This only applies if you do not have a CRM system that manages duplicates for you.

A duplicate check is generally recommended as a monthly task if you do not have a CRM system.

To export the list, you need to:

• Go to Export in the main menu of OnlineFundraising

• Click New Export in the top right corner

• Select Contacts under "What would you like to export?"

• Choose Select field and then Created timestamp.

• Under Comparison, choose before and a future date.

• When you have downloaded the file, open it in Excel. Here you can search for duplicates by phone number, email, and CPR number.

• Highlight the cells you want to check for duplicates (e.g. email or address – it is possible to check for duplicates by name, but note that there may be several people with the same name without them being duplicates).

• Note: Excel cannot highlight duplicates in the Values area of a pivot table.

• Go to Home > Conditional Formatting > Highlight Cells Rules > Duplicate Values.

• Next, choose the formatting you want for your duplicates (for example, red fill colour).

Once you have identified your duplicates in the Excel sheet, you can look them up in OnlineFundraising and merge the contacts. Read how to do that here.

2. Find your unique donors

Once you have merged the duplicates in OnlineFundraising, you can identify your unique donors via the Export module:

• Go to Export in the main menu of OnlineFundraising
• Click New Export in the top right corner

• Select Payments under What would you like to export?

• Choose Select field and then Created timestamp.

• Under Comparison, choose within dates and then This year (for example, if you are creating the file in October).

• Remember to include data from Contacts, so data on the donor is included in the file:
  

When you have downloaded the file, open it in Excel. To identify the unique donors, you need to distinguish donations from memberships.

Your Purpose Accounting Code should indicate whether it is a membership fee or a donation. You can either sort by the column payment-purpose_accounting_code to find the donors or create a pivot table.

If you create a pivot table:

• Select Insert > PivotTable

• Then choose where the pivot table should be placed. Select New Worksheet to insert it in a new worksheet, or Existing Worksheet and then select where the new pivot table should appear.

• Add a field to the pivot table by ticking the field name in the PivotTable Fields pane.

• Add payment-purpose_accounting_code to the Rows area.

• Add payment-amount to the Values area.

• Double-click on the total amount for donations, which will open a new tab with the donations.

• Rename the tab to "Donations" and do the same for the membership payments.

Next, click on the tab with donations. Since you need to identify unique donors, you must account for those who give regularly and make sure they do not appear multiple times.

To do this, you can create another pivot table, where you add contact-contact_guid to the Values area. Double-click on the count, and you will get a tab with unique donors – even if they donate every month (they will only appear once).