SmartSimple facilitates the automatic verification of organizations through multiple databases, including the Internal Revenue Service (IRS) and Canadian Charities (CRA). System Administrators can set up automatic verifications (once a month, once every two months, or once every three months) for organizations under specific categories against these databases, with results recorded as transactions in the organization's profile.
When configured, this feature presents each verification against the online database as a transaction within the organization profile. Distinct types of checks may appear under separate tabs.
Configure Automatic Verification
To configure automatic verification for a Transaction Type, navigate to Global Settings and complete the following setup:
- Click the System Administration gear in the upper navigation bar, and then select Global Settings.
- Click the Transactions tab, and then click Types.
- Select the Transaction Type for which you want to enable automation.
- Toggle Use Third Party Verification Service on, then select the Default Verification Service to use for synchronization with the external database.
- Click Save.
- Click Verification Mapping in the left-side menu to open the mapping page.
- On the Verification Mapping page, select the custom fields created within the Transaction that will retain the values returned from the external database search.
- Organization Registration ID - stores the outcome of the search on the organization profile.
- CRA/IRS - allows you to select custom fields on the transaction to store tax details such as Tax Code, Income Amount, and Tax Amount.
- Other Verification Mapping Settings - allows mapping of ID and Database IDs.
- Under Automatic Verification Settings, configure the schedule, database, and user options for automatic checking.
View Tax Check Records
Click Open to view a specific tax check transaction. The verification details include the date the check was conducted and a notification indicating whether the record was found in the IRS database. Information returned includes the following, which can be used to determine status: Organization Status, Foundation Code, Foundation Type, and Organization Type.
From a specific tax check, click Search to manually run an additional verification against the online database.
Trigger a Manual Verification
IRS or CRA checks can be triggered manually from the organization profile. The option appears in the Tools drop-down menu using the name of the transaction configured with the IRS or CRA verification mapping.
To manually trigger a verification from the organization profile:
- Navigate to the organization profile and select Tools from the drop-down menu.
- Click the transaction name corresponding to the IRS or CRA verification.
- On the search screen, click the IRS record and then click Create.
Triggering a manual verification does not affect the automated verification schedule, which continues to run uninterrupted.
IRS Data Updates
IRS data comes directly from the IRS. The IRS releases updated files monthly, and records are refreshed on the 16th of each month. If a discrepancy is noticed, check back after the 16th to see if the IRS has corrected or added the data.
Automatic Verification Settings Fields
| Field | Description | Options |
|---|---|---|
| Automatic Checking Schedule | Controls how often the system runs automatic verifications. | N/A, once a month, once every two months, once every three months |
| Automatic Checking Database | Selects which external database to use for automatic checks. | IRS, Canadian Charities, OFAC |
| Automatic Checking As User | Selects an internal user to run the automatic checks. | Select from the drop-down menu of internal users. |