Author Topic: Check Date vs receive date -- how important is it to keep the date on the check (Read 2069 times)

questions · November 18, 2010, 08:40:12 am

I'm converting from a legacy system. In that system there is a field for the date that is written on the check. Based upon a query of forum, it looks like there isn't a field for this by default and I'd need to add a custom field if I want it.

My question is, in practice how important is this information. Have any of you using CiviC who don't record this info found any issues with not having it?

Of course, it's nice to be able tell a donor if they call about a donation, oh yes, here it is, check no xxx written on yyy, but do that many people really care or need the date they wrote the check?

If I can get away with not keeping track of that, it makes less data entry and work in setting up and possible report writing, etc.

Thanks

Susanh · November 29, 2010, 12:35:22 pm

We used to routinely keep this information in the database because our old system had distinct fields for reveive date/gift date/cheque date/acknowledge date etc.

We also photocopy any cheque donations we receive, so when we moved to CiviCRM it was easy for us to decide that this info is now kept on the paper copy only, for those very few occasions where you need it.

I'm not sure what standard practice is, but it's worked for us!

greenyoga · November 29, 2010, 12:59:08 pm

It can be important, if you are a 501c3 organization, when checks are written/mailed in December but not received till January. The donor can then use the tax-deduction for year in which the donation was mailed, and your "Thank You" letter should note that date. For accounting, your reports probably will want to use the January date.

Susanh · November 29, 2010, 01:16:06 pm

Interesting, as a Candian charity, the cutoff is determined by the postmark on the envelope, so we save all the envelopes we receive for the last/first month of the year.

For receipting purposes, if the cheque is dated in 2010, but the postmark shows Jan 2011, the donor will be issued a 2011 receipt. The cheque date is good to keep if the donor has an inquiry, but is not relevant to the receipt issued.

CiviCRM Community Forums (archive)

News:

Author Topic: Check Date vs receive date -- how important is it to keep the date on the check (Read 2069 times)

questions

Check Date vs receive date -- how important is it to keep the date on the check

Susanh

Re: Check Date vs receive date -- how important is it to keep the date on the check

greenyoga

Re: Check Date vs receive date -- how important is it to keep the date on the check

Susanh

Re: Check Date vs receive date -- how important is it to keep the date on the check