How to Make a PDF Receipt Template in Open Office (LibreOffice)

1. Download LibreOffice HERE

2. Download the pre-made receipt template HERE (download the Canadian Style Donation Receipt template in ODT format).

3. Open the ODT template in LibreOffice.

4. In the View menu (top left), highlight Toolbars, and select Form Controls from the resulting menu. This opens the Form Controls panel (see below), which allows you do things with your form, like add new fields, edit fields, etc.

PDF template

The Form Controls panel contains a number of icons. Most of the other icons are for creating new fields in the form, but there are only a few icons you need to be familiar with:

PDF templateThe Design Mode On/Off icon allows you to turn the Form Controls on or off. When Design Mode is turned OFF, most of the form controls become inactive. When the Design Mode is turned ON, the form controls become active and you can customize your form further.

PDF templateThe Select icon allows you to select fields in a form and move them as needed.

PDF templateThe Text Box icon allows you to create new text fields in the form.

5. Edit your receipt document as required. Make sure to include your logo, address, etc. In the original ODT template, there are several areas highlighted in Blue.. These areas should all be customized to suit your organizations needs.

The original ODT template made by Sumac includes all the necessary information that is required for a thank you letter and receipt (e.g. donor’s name, address, donation amount, receipt number, date received, date issued, etc.). However, if you need to add a new embedded fields – for example, to add a field for an in-honour contact’s name, follow these instructions:

      a) In the Form Controls panel, select the Text Box icon.

      b) Draw a text box to hold the field you want to merge into this document (in this case, the In-Honour contact’s name).

      c) Double-click the new Text Box, and the Properties window appears for that new Text Box:
      PDF template

      d) In the Name field, insert the formula for the Sumac field you want to merge in this Text Box, for example <<c_Name>>.

      e) The default font will likely be set to Arial, 12 point font, but you can use the Font field to change this if necessary.

      f) In the Border field, remove “3D look” and change it to “Without Frame.”

      g) Make any further changes you’d like to this Text Box.

      h) Once you’re done editing this Text Box, close the Properties window.

6. When you are done editing, save the document in ODT format in an appropriate place (e.g. on your server in a folder called “Sumac Templates”).

7. Export the template as a PDF. In the File menu (top left), click “Export as PDF.” This window will appear:
PDF template

All the default settings in that window should be correct. Click Export and save the PDF template in the same folder where you saved the ODT version of the template.

8. Test your template. In Sumac, expand Fundraising, then select Donations. If you have a donation record you want to use as an example, search in the Donations list to find that record. If not, create a new donation record for testing purposes.

Have a look at the Mail Merge Training Video to learn how to use the Mail Merge feature to test your template.

9. Once you’ve tested your template and everything is working well, you can move on to creating your receipts and emailing them to your donors. Watch these training videos to learn how to go through this process:

Make Donation Receipts
Email Donation Receipts

Helpful Links and Resources

Canada Revenue Agency’s guidelines for sending and storing electronic tax receipts
Please note that the above link is for the Canada Revenue Agency website, and the advice contained on this page is from the CRA, not Sumac.

Find more How-To videos related to managing donations in Sumac HERE
Find more pre-made templates HERE
Find articles that provide guidance, strategic best practices, and expert advice on topics that are important to the non-profit sector HERE