Giftaid is a UK specific method for charities to be able to claim back the tax on a donation. It is specific to the UK and therefore infoodle has this feature only for UK clients. This is available as a package on its own or as part of the other infoodle packages such as CRM or Finance.
If you have just the Gift Aid package then this provides the features and tools you need in order to gather the contact and transactional data from your donors either directly or via xero. Once gathered, you are able to file the claim either electronically with the HMRC or using the GASD excel spreadsheet supplied by HMRC together with a download of data from infoodle. Once a file has been made, you can create an invoice directly in xero for the claim amount.
Here are the steps to consider and how to go about completing a claim starting from a blank site:
|1||Xero||Record the addresses consistently in xero. The key is being able to separate the House name (or number) from the rest of the first line of address for UK households
|2||All||Login to infoodle for the first time. You are asked for
|3||Xero||Prepare your data in xero.
|4||Xero||You need to configure a few settings in respect to xero and infoodle
|4||Non Xero||You will need to get your contacts into infoodle by using the ‘add’ function available by clicking ‘People & Households’ and ‘Add’.
You will also need to get the transactions you want to claim into infoodle. You can enter them one at a time, or you can import from statements and reconciling them.
|5||All||Each person who has given you permission to claim their gift aid needs their data adding to infoodle.
|5||All||Click ‘finance’ and ‘Claims’. This will show the list of claims you are preparing.
Beside the current one – click the ‘Action’ and ‘Review’
There are 3 areas of errors:
1.The dates selected (start and/or end) are not passed. Either adjust the dates or wait for the period to be in the past.
2.There are no transactions in the ‘claimable’ section. Either add transactions, or check and review the people who have given donations and check they have the right Gift Aid settings.
For a transaction to be claimable, the account code that the transaction is connected to must be set to 'tax reclaimable' in Finance / Account codes. Also, for the transaction type and it must not be an 'in-kind' transactions. Note: The screen which shows 'not claimable' transactions has had a 'reason' added to the transaction so you can see why infoodle has not included it.
3.The address data isn’t correct. Click ‘Errors’ to be taken to a screen where you can edit these details. Note that a household name (or number) and a valid post code is required for all UK addresses. Overseas addresses don’t need these details but they are helpful!
|5||All||When reviewing a claim:
At any time you can ‘save’ to ‘Draft’. This marks these records as in draft claim mode so you can review it and check changes later. This step is optional.
Once there are no errors showing you must save the claim as ‘final’ by clicking ‘Save’ then ‘Final’ to return to the claims screen.
|6||All||Once a claim is in ‘Final’ status, you can click ‘Action’ and choose ‘File to HMRC’. This takes you to the review screen.
Choose those you want to file your claim.
|7||All||If you choose: File directly to HMRC
Make sure you have configured all the Gift Aid settings by clicking ‘settings’. You will need the correct details or the charity and the authorising officer. All fields are required and are validated by the HMRC at the time of filing.
Once the settings are complete, you can click ‘Submit to HMRC’
If all is Ok you will receive a message saying it has been filed. Otherwise errors are reported which should be clear to adjust.
|7||All||If you choose: File manually
Click the ‘download’ button and you receive a file that can be opened and copy/pasted into the GADS file received from the HMRC.
You now need to submit this to the HMRC using their own website – outside of infoodle.
Once completed you can return to infoodle and click ‘Mark this claim as filed’. You need to do this before you can prepare the next claim.
|8||Xero||Once a claim has been filed, you have the option to create the invoice. Click Settings to check the xero settings such as contact name and account code to file it against.
From the claim screen – or review claim screen – you can click ‘Create invoice’ and infoodle will create an invoice in your xero account. If there are any mistakes you can delete the invoice in xero and repeat the process in infoodle.