Add a Receipt Process Screen

Name

This required field has a limit of 100 characters. Enter a name for the process that is easily recognizable when you use the process again.

Description

This field has a limit of 255 characters. Enter description information that further identifies the process. For example, you can enter “Only use for Annual Fund donors.”

Site

Select the site that uses this process. If the process is available to users associated with any site, select “All sites.”

Receipt type

You must select Per payment or Consolidated. To process a receipt for each gift, select Per payment. To process one receipt for multiple gifts, select Consolidated.

The receipt type system default is Per payment. This can be changed for recurring gift payments and pledge payments on the Configure system receipt and acknowledgement preferences configuration task. System defaults are used when the donor’s communication preference is No preference.

Receipt stack

If you use receipt stacks, select the receipt stack to associate with the receipt process. For information, see Receipt Stacks.

Output type

You must select whether to generate receipts using fields from an output format or fields from an export definition. The program defines the fields to export for each output format. You define the fields to export for an export definition.

If the selected receipt type is "Consolidated," you must use the "Output format" output type.

Output format (this field also appears on the Generate header file screen Generate header file under Tasks)

This field appears when you select Output format in the Output type field. The output format determines the fields to export for receipts to merge with the Word form template. The output format options vary depending on your selection in the Receipt type field.

For more information, see Generate a Header File, Output Formats for Receipts, and Receipt Output.

To view the fields to export, view the header row in your .csv file after you run the process.

Export definition (this field also appears on the Generate header file screen Generate header file under Tasks)

This field appears when you select Export definition in the Output type field. You define the fields to export for an export definition and then merge the receipt data with the Word form template.

The receipts will be sorted based on the sort order defined on the export definition you select.

To select an export definition, select the binoculars. A search screen appears for you to add or select an existing export definition to use for receipts.

For more information, see Generate a Header File.

To view the fields to export, view the header row in your .csv file after you run the process.

Letter template

You must use a Word form template to generate a receipt. To navigate to your receipt form on your hard drive or network, select Choose file. After you save a process, the document name becomes a link. To make change the file, edit the document in Word. To update the file, select Clear file and select the document in this field again.

Label template

You must use a Word template to print labels. To navigate to the label file on your hard drive or network, select Choose file. After you save a process, the document name becomes a link. To change the file, edit the document in Word. To update the file, select Clear file and select the document in this field again.

Receipt: All ‘Not receipted’ payments

To generate receipts for all revenue with a Receipt status of “Not receipted,” select this option.

If the receipt type is "Consolidated," you must use the "Output format" output type.

Select this option to include re-receipt payments that receive a new receipt number.

Include payments for re-receipt that will use the same receipt number.

Select this option to include re-receipt payments that keep the same receipt number.

Receipt: Selected payments

To choose a Revenue query of records to receipt, select this option. When you select this, the Selection field enables.

Recurring gifts and pledges cannot be receipted. If the receipt type is "Consolidated," you cannot select payments.

Selection

To specify a Revenue Transaction selection, select the binoculars. The Selection Search screen appears for you to add or select an existing query to use for receipts. If the selection you need does not appear in search results, confirm that the Record type is Revenue Transaction. If you choose an Ad-hoc or Smart query, you can select Edit Query to modify the query.

Exclusions

To exclude constituents who request not to be contacted or solicited in certain ways, select Exclusions. The Exclusions screen appears. Exclusions help eliminate constituents from the process. For example, Mark Adamson requests that you not send email messages to him. If on his constituent page, through Communications, you add a solicit code that states “Do not email,” Mark will be removed from the process output when a matching exclusion is listed on the Exclusions screen.

For more information about the Exclusions screen, see Set Exclusions for a Correspondence Process.

Mark revenue ‘Receipted’ when process completes

To change the Receipt status on revenue from Not receipted to Receipted when the process completes, select this checkbox. If you do not select this checkbox, Pending appears in Receipt status when the process completes. The status remains Pending until you select the revenue receipted or you clear the results.

To preview the data for accuracy after you run the process, do not select the checkbox. After you run a receipt process, you cannot run the process again for the same revenue.You can mark revenue receipted at a later time on the Recent Status tab or History tab. You can also mark revenue receipted on the Review Receipts tab.

Receipt date

When you select the Mark revenue ‘Receipted’ when process completes checkbox, this field enables. This date defaults on the payment in the Receipt date field. To select a date other than today’s date, select the drop down arrow and select <Specific date>. An additional field appears on the right for you to enter a date. To use a calendar to select the date, select the drop down arrow in this field.

Create selection from results

To create a new selection for a group of constituents or payments contained in the receipt process, select this checkbox. If you select this checkbox, the remaining fields and checkbox enables.

Selection type

When you select Create selection from results, this is a required field. Choose to create a Constituent or Revenue Transaction type of selection.

Selection name

When you select Create selection from results, this is a required field. Enter the name for the new selection the process generates.

Overwrite existing selection

To overwrite the selection selected in the Selection name field, select this checkbox.