Hello,
I'm just wanting to get a general idea of how different organisations go about confirming verbal declarations as I don't think our way is the quickest or easiest.
Currently we run the Gift Aid Declaration Report and set at Output Only, we then save that to a list which is then changed into a suitable output set. This is then saved and a mail merge is done, letters printed and posted. Once we've done this, we then run the Gift Aid Declaration Report again and this time set it to Update Declarations. This is great as it updates the Confirm Date, but its doesn't update the Document Status which we then have to do manually. Has anyone found a way in which the Document Status can be automatically updated?
We've been looking at designing a verbal declaration letter which Box Office can post out with the tickets - does anyone do this already?
Another issue we've got is how much information to keep in case HMRC audit us. We currently have the lists which show who received the verbal declaration, and we also write it in the Gift Aid Declaration Notes. Currently we are looking at attaching each letter to each customer record, however the only way we can think of doing this is by scanning in each individual letter. Any suggestions on other ways would be much appreciated.
Thank you in advance
Jess