Issue donation receipts (tax acknowledgements)
How to record donations received, prepare receipts as drafts and issue them with consecutive numbers.
FinancesBase (gratuit)Vérifié le 30.10.2026
Cet article n’est pour l’instant disponible qu’en allemand et en anglais ; nous affichons la version anglaise.
Spende erfassen und Zuwendungsbestätigung erstellen
Steuerdaten hinterlegen, eine eingegangene Spende verbuchen, den Entwurf der Zuwendungsbestätigung prüfen, ausstellen und als PDF ausgeben.
Afficher la transcription
- In diesem Video erfasst du eine Spende und erstellst dafür eine Zuwendungsbestätigung. Du findest alles im Vereinsleben bei den Spenden.
- Ein Klick auf „Spendenbescheinigungen“ öffnet die Verwaltung. Zuerst brauchst du die Steuerdaten: Ohne sie kannst du Spenden nur verbuchen, nicht bescheinigen.
- Trage Finanzamt und Steuernummer ein, dazu Art und Datum des Bescheids, den begünstigten Zweck und die unterzeichnende Person. Danach speicherst du.
- Im Reiter „Buchungen“ verbuchst du die eingegangene Spende: Art, Betrag, Eingangsdatum sowie Name und Anschrift der spendenden Person. Ich nehme erfundene Angaben.
- Mit „Verbuchen“ steht die Spende in der Liste. Markiere sie und lege einen Entwurf der Einzelbestätigung an.
- Unter „Entwürfe“ kontrollierst du den Wortlaut mit „Ansehen“. Ein Entwurf hat noch keine Nummer und gilt nicht.
- Passt alles, stellst du die Bestätigung mit „Jetzt ausstellen“ aus. Sie bekommt eine fortlaufende Nummer und lässt sich nicht mehr ändern.
- Im „Register der Bestätigungen“ gibst du das Original genau einmal als PDF aus. Jeder weitere Abruf ist ein Duplikat. Bei einem Fehler stornierst du und ersetzt die Bestätigung.
Prérequis
- The club is a registered non-profit and has a valid exemption or assessment notice from the tax office.
- The donation has actually been received (money or goods).
Qui peut le faire ?
Anyone with “Manage finances” can create bookings and drafts. Only owners and the board (right “Export member list”) can issue, hand out the original, send electronically and cancel, so that draft and receipt need not come from the same role alone. Donors only see their own.
Pas à pas
Enter tax details
Open “Manage donation appeals” and then the donation receipts. On the “Tax details” tab enter “Tax office”, “Tax number”, “Notice” (exemption or determination under § 60a AO), “Date of notice”, “Assessment period”, “Beneficiary purpose” and the “Signing person”. Then “Save”. Without them you can book donations but not certify them.
Record a donation received
Under “Record a donation received” choose the “Type” (cash donation, in-kind donation or waiver of expense reimbursement), “Amount in euros”, “Received on”, name and address of the donor. For in-kind donations the origin and valuation documents are required. Then “Record”. Pledges from a donation appeal are never certified.
Create a draft
In the “Bookings” list select one or more bookings and create a “Draft single receipt” or “Draft collective receipt”. A collective receipt covers one donor and one calendar year.
Check the draft
Under “Drafts” you see “Check, then issue”. Use “View” or “Draft as PDF” to check the wording. A draft has no number and is not valid. “Please check” points out problems such as missing valuation documents.
Issue
“Issue now” gives the receipt a consecutive number and makes it unchangeable. Only owners and the board may do this.
Hand out or send the original
In the “Register of receipts” you hand out the original exactly once as PDF (“Original as PDF”) or send it electronically with “Send to the person” (the person finds it under Settings, Donation receipts). Every further retrieval is marked “Duplicate as PDF”.
Correct mistakes
“Cancel and replace” cancels the receipt and prepares a draft for the replacement receipt. The number stays used.
Vous trouverez la fonction ici : /organisation/<verein>/vereinsleben/spenden/bescheinigungen
Erreurs fréquentes et solutions
- “First enter the club's tax details (tax office, tax number, notice).”
- Complete the “Tax details” tab.
- “Only donations that have already been received can be recorded. Pledges are non-binding and are not certified.”
- Record the donation only once the money or goods have arrived.
- “Membership fees can only be certified if the tax details confirm that your club's fees are deductible.”
- Tick the box in the tax details only if your club has a deductible purpose. If in doubt, ask your tax adviser.
- “For an in-kind donation it must be confirmed that valuation documents exist (invoice, appraisal).”
- Tick the box about the documents once you have them.
- “At least one booking is already certified. A donation is never confirmed twice.”
- Cancel the old receipt first if you want to replace it.
- Warning that the notice is too old
- Request a current notice from the tax office and enter it. Otherwise the receipt is not recognized for tax purposes.
Bon à savoir
- Not tax or legal advice: the template follows the official model of the Federal Ministry of Finance, but must be compared with the current model before first use. Have your tax adviser review the process.
- Name, address and amount are stored encrypted and visible only to the leadership. The duplicate is kept for ten years.
- Free plan: single and collective receipt for one donor. Premium (receipts in series): drafts for all donors of a year, “Take over fees” and bulk issuing and sending.