Issuing and viewing charitable receipts

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Any donation, charitable event registration, or purchase of a charitable item can be issued a receipt. For charitable events, a Start date must be defined. If an End date is not defined, the Start date will be used as both the Start and End dates. Receipts will only be issued for events whose End date is the current day or is a date that has passed.

You have the option to automatically issue gifts as they are received or manually issue receipts:

  • Automatically issuing receipts: There are three out-of-the-box scheduled tasks that you can utilize to issue receipts automatically. You must enable the scheduled tasks to begin automatically sending gift receipts. Receipts that are sent automatically by way of email are logged as an interaction with the donor and can be reprinted.

  • Manually issuing receipts: When manually issuing receipts to donors, staff users have the option to email or print the receipts.

Before you issue receipts (automatically or manually), you should tailor the gift receipt template that will be sent to donors with both print and email receipts.

Do the following to tailor the gift receipt template:

  1. Go to Marketing > Communication templates.
  2. Open the Receipts folder, then click the Gift Receipt Template.

  3. Click Organize > Copy.
  4. Click Organize > Paste. Make sure you paste the template in the Receipts folder.

  5. Open the pasted template for edit.
  6. (Header tab) Update the Template name to something unique, then change the From address.

  7. (Body tab) The following edits are required to change:

  8. Save the template.
  9. Go to Fundraising > Receipting > Issue receipts and confirm your new template appears in the Receipt template drop-down.

  10. (optional) If you would like to use the Gift Receipt Template (Itemized) template, perform the same steps with that template.

You can automatically send up-to-date gift receipts to donors that respect their receipting preferences.

When the task runs, an email is sent to each donor with a PDF attachment of their receipt. After the receipts are sent at the specified date and time, they are available at Fundraising > Receipting > Find issued receipts.

The following outlines how to automatically send gift receipts to donors who have a receipt preference of immediate. To automatically send gift receipts, do the following:

  1. From the Staff site, go to RiSE > Process automation.
  2. From the Name contains field, enter receipts. The three out-of-the-box tasks are displayed.

    • Issue Gift Receipts - Immediately: Issues and emails gift receipts to donors who prefer to receive receipts immediately.
    • Issue Gift Receipts - Monthly: Issues and emails gift receipts once per month to donors who prefer to receive receipts monthly.
    • Issue Gift Receipts - Daily: An alternative to the Immediately task. This task will issue and send gift receipts to donors who prefer to receive receipts immediately but will issue all receipts for the day in one send, rather than one-at-a-time.

  3. Open the Immediately task.
  4. Click the Actions tab. The Actions tab has a default communication template selected. You must choose an organization-specific template, so the out-of-the-box template with iMIS details does not get sent to your donors. See Tailoring the gift receipt template.

    5. The out-of-the-box template has iMIS and ASI details in the template that you must replace before you can use the scheduled task.

    Before:

    After:

  5. After you have replaced the communication template on the Actions tab with an organization-specific template, enable the scheduled task and click Save.

After the task runs, each donor with a valid email address receives an email with a receipt attachment for all of the gifts that were included in the Gift data source. You can go to Fundraising > Receipting > Find issued receipts to see if your automated job ran successfully.

When you issue a receipt, regardless of whether you email the receipt to the donor or print the receipt, it is marked as Sent. However, when the system is unable to email a receipt to a donor because their email address is missing or invalid, the status will be Issued Not Sent.

To manually issue receipts, do the following:

  1. Make sure you have tailored the gift receipt template.
  2. Go to Fundraising > Receipting > Issue receipts.
  3. In the Send options, choose from the following:
    • Email receipts to donor - Sends an email communication to the donor with a PDF of the receipt attached.
    • Print receipts - Downloads a PDF of the receipts.
  4. Choose your custom Receipt template. You should have made a copy of one or both of the following templates:
    • Gift Receipt Template:
      • If Group gifts from the same donor into a single receipt is not selected, a receipt is generated for each donation.
      • If Group gifts from the same donor into a single receipt is selected, then one receipt is generated for all grouped donations. The gift date is the date of the last donation made, and the gift items do not display.
    • Gift Receipt Template (Itemized):
      • If Group gifts from the same donor into a single receipt is not selected, a receipt is generated for each donation and displays in a tabular format.
      • If Group gifts from the same donor into a single receipt is selected, one receipt is generated for all grouped donations. This option has a tabular format for the donation details.
  5. (Print receipts only) Print the template attachment only: You can select to Print the template attachment only or also print the body of the communication template along with the receipt. This option is available only if Print receipts is selected and the selected Receipt template has an attachment selected by default.
  6. Group gifts from the same donor into a single receipt: This option is dependent upon the selected Receipt template.
  7. Select the Receipts to issue from the Select a query drop-down:
    • Receipts not yet generated (with email) - This is the Default query. This query displays donations with unsent receipts for donors with an email.
    • Receipts not yet generated (no email) - This query displays donations with unsent receipts for donors without an email, and includes columns for the donor’s mailing address.

      • Creating a custom query for receipting

      Add custom receipting queries to the $/Fundraising/DefaultSystem/Queries/Receipts/Issue receipts folder. Each custom receipting query must contain the following as a Display property:

      • PartyId aliased as
      • PaymentId aliased as
      • ReceiptLineId aliased as key_ReceiptLineId)
      • ReceiptNumber aliased as
      • ReceiptKey aliased as key_ReceiptKey

    8. If any of these Display properties are missing, an error is displayed. It is recommended that you use the business object as a source for these queries because it uses all of these fields.

    Warning!
    The query selected will be used to replace the recipient query of the communication template. Customized queries will not resolve in an individual template correctly. Instead, it is recommended to add additional data sources.

  8. Click Issue receipts to generate automatically numbered receipts. The receipts will be emailed or printed according to the selected Send options.
  9. You will see a confirmation message that says the selected receipts have been submitted for processing and to visit the Receipt logs to review the results.

    10. When you issue a receipt, it is marked as Sent whether it is emailed or printed. The only exception is when the system is unable to email a receipt to a donor because their email address is missing or invalid. In this case, the status will be Issued Not Sent.

To find issued receipts, do the following:

  1. From the Staff site, go to Fundraising > Receipting > Find issued receipts.
  2. A list of query results displays all issued receipts.

    3. Note: By default, the Find issued receipts query is located in the $/Fundraising/DefaultSystem/Queries/Receipts/Find receipts folder. You can place your own custom queries in this folder.
    You can also configure the Receipt Creator content item to use another query.

  3. To filter the list of receipts, enter a parameter, such as a donor name, receipt number or a date range, then click Find.
  4. To print the receipts, click Print receipts. Printing a receipt marks it as Sent if it has not already been sent.
  5. You will see a confirmation message that says the selected receipts have been submitted for processing and to visit the Receipt logs to review the results.

    6. Note: To see the status change, enter in the same parameters, then click Find.

To review the receipt logs to check the status of issues receipts, go to Fundraising > Receipting > Receipt logs.

Select the logs you want to view by selecting the Task Run ID. The Receipt log detail will display all of the receipts that were issues along with the receipt number, date the receipt was created on, gift date, donor, gift amount and the status of the issued receipts. If the receipt failed, the reason will be noted in the Information column.

To review the specific communication logs for the receipt task, go back to the Receipt logs window and select Communication log.

To download printed receipts, select Download receipts. A PDF will automatically download all of the printed receipts in no particular order. The option to download receipts will only appear for printed receipts.

The Download receipts option will be available for seven days. After seven days have passed, there will be a Regenerate option to regenerate the PDFs. After you click Regenerate, you will see a confirmation message that says the Regenerate download is processing. Once the Regenerate option has been selected, you will have the option to download the receipts for seven more days.

For each issued receipt, regardless of whether it is emailed to the donor or printed, a PDF of the receipt is generated and logged as an interaction with the donor. You can access these interactions in the Interaction Log content item on the donor’s account page or for printed receipts, you can go to Fundraising > Receipting > Receipt logs.

Note: On the default staff account page, the Interaction Log content item is located on the Participation tab and titled Communications. You can, however, customize your staff account page to move or rename the Interaction Log content item.

From the Interaction Log, you can reprint the PDFs for previously issued receipts.