ProDon:Cancelling, Reissuing and Reprinting Receipts

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Introduction

Once a receipt has been issued, it is possible to cancel, reissue or reprint it. These three functions can be used in different situations. For instance, when a receipt is lost, you must reissue it, when you receive a bad cheque, you must cancel the receipt and credit or cancel the transaction. When a transaction has been entered and transferred by mistake, you must also cancel the receipt and credit or cancel the transaction, etc.

CAUTION: The reprinting of receipts should not be used, except for internal purposes.

In ProDon, it is possible to cancel, reissue and reprint receipts from two different places; the client file and "Analysis and history".

Cancelling, Reissuing and Reprinting Receipts

To cancel, reissue or reprint the receipt of a particular client, open his or her client file.

Once in the client file, go to the "Tr. received" tab.
A: The button allows you to choose whether or not the search bar should be displayed, in order to search the transaction for which the receipt must be cancelled, reissued ou reprinted.	B: Select the transaction for which the receipt must be cancelled, reissued or reprinted.
C: Click on the button.	NOTE: It is possible to cancel, reissue or reprint one receipt at a time from a client file.

By clicking on the button, these three options become available:

• Receipt cancellation
• Receipt reissuance
• Receipt reprint

Cancelling a Receipt

Most of the time, if a receipt must be cancelled, the transaction that is linked to it must also be credited or cancelled.

In the event, for example, that you receive a bad cheque; the deposit has been done, but no payment was received. You must therefore cancel the receipt and credit the transaction. If a payment is received subsequently, a new transaction will have to be entered and a new receipt will be issued for this new transaction. It is also possible, instead of crediting the transaction, to cancel the transaction linked to the receipt, but in this case you have to make sure that the information has been sent to the accounting software.

To cancel the receipt, select the transaction of the receipt to be cancelled as explained at A and B of this section, then click on the button. After clicking on the  button, this window opens.
A: This feature allows you to cancel a receipt that has already been issued.	B: By checking this box, the status will be modified automatically to "To be issued", if it is possible, depending on ProDon's validations. For instance, it will be possible to reissue a receipt if a client has asked to never receive receipts or if the activity in question does not allow for the issuance of receipts, etc.
C: This field allows you to enter the reason for the receipt cancellation.	D: After checking the desired information, click on the " Continue".
NOTE: Do not check the box at B if the transaction linked to the receipt must be credited or cancelled. This box must be checked only if a new receipt must be issued for this transaction (for instance, a receipt lost by the donor).

After clicking on " Continue" in the previous window, the receipt status is modified automatically in the client file. NOTE: Depending on ProDon's validations, it is possible that the receipt can not be reissued, for instance, if the client has asked to never receive receipts or if the activity in question does not allow for the reissuance of receipts, etc. CAUTION: It is important to check if the status change has been made, since ProDon does not display any error message on that matter. In this example, since the box "Reset receipt status to be issued if possible" has been checked, the receipt status is modified to "To be issued" instead of "Issued". The receipt also appears in "Batch processing: Receipts", in order to issue the receipt again. If the box "Reset receipt status to be issued if possible" had not been checked, the receipt status would have been modified to "None" instead of "Issued". In this case, the receipt does not appear in "Batch processing: Receipts".

 Once the receipt is cancelled, two options are possible:

• Cancel or credit the transaction linked to the cancelled receipt
• Leave the "To be issued" receipt awaiting for a subsequent payment. Upon receipt of the payment, proceed to the reissuance of the receipt from a client file or from "Batch processing: Receipts"

CAUTION: Make sure that the information has been sent to accounting since there will not be any other transaction to be entered in ProDon.

Cancelling or Crediting a Transaction of the Cancelled Receipt

In the case where the receipt is cancelled because of an error in the transaction, it might also be necessary to cancel or credit the transaction.

To learn how to cancel a transaction, see the "Cancelling a Transaction" procedure.

To credit a transaction, simply save the negative transaction that contains the same donation occasion and activity minus the same amount.

Reissuing a Receipt from the Client File upon Receipt of a Payment

To reissue the receipt from the client file, select the transaction of the receipt to be reissued as explained at A and B, then click on the button at C of this section. After clicking on the button, this window opens.

To replace the old receipt, click on the " Yes" button.

After clicking on the " Yes" button, this window opens.

To generate the receipt, click on " Continue".

After clicking on " Continue", the new receipt is displayed on screen. Verify the receipt on screen, print it, verify the printing (low toner, paper, etc.) and when everything is in order, close the window. After closing the receipt window, this window opens.

To accept the reissuance of the receipt, click on " Yes".

The receipt status is then modiifed to "Issued" in the client file.

Reissuing a Receipt from "Batch processing: Receipts" upon Receipt of a Payment

To learn how to issue a receipt from "Batch processing: Receipts", see the "Processing Receipts to be Issued" procedure.

Reissuing a Receipt

To reissue a receipt, select the transaction of the receipt to be reissued as explained at A and B, then click on the  button at C of this section. After clicking on the button, this window opens.
A: This feature allows you to reissue a receipt that has already been issued.	B: If this box is checked, a box stating that the new receipt cancels and replaces the old one is displayed on the new receipt.
C: This field indicates the next receipt number that will be used.	D: This field allows you to enter the reason for the receipt cancellation.
E: Allows you to choose the printer with which the receipt will be printed.	F: Allows you to generate the new receipt and to display it on screen. NOTE: If this box is chosen, you will then have to print the receipt manually.
G: Allows you to generate and print the new receipt. NOTE: This option is not recommended since it does not allow the verification of the receipt on screen prior to printing.	H: Allows you to generate the receipt on screen without printing it.

Once the desired options are checked, click on " Continue".

After clicking on the " Continue", the receipt will be generated, displayed on screen or printed depending on the option checked at F, G or H.

If the receipt is displayed on screen, verify it, and print it. Then close the receipt window.

After having clicked on " Continue", and closed the receipt window, this window opens.

If the receipt has been generated and printed adequately, click on " Yes", to cancel the old receipt, then create the new one.

Reprinting a Receipt

To reprint a receipt, select the transaction of the receipt to be reprinted as explained at A and B, then click on the button at C of this section. After clicking on the button, this window opens.
A: Allows you to choose on which printer the receipt will be printed.	B: This feature allows you to reprint a receipt that has already been issued.
C: Allows you to print a copy of the receipt that has already been issued. CAUTION: Verify with the CRA the cases where it is possible to use a "Duplicate" receipt.	D: Allows you to print the original copy of the receipt that has already been issued.
E: Allows you to generate the receipt and to display it on screen. NOTE: If this box is chosen, you will then have to print the receipt manually.	F: Allows you to generate and print the receipt. NOTE: This option is not recommended since it does not allow for verification on the receipt on screen prior to printing it.
CAUTION: The reprinting option is strongly not recommended and must be used only for internal purposes. It is preferable to always cancel the issued receipt or to reissue it rather than reprinting it.

Once the desired options have been checked, click on " Continue".

After clicking on the " Continue" button, the receipt will be generated, displayed on screen or printed depending on the option checked at E or F.

If the receipt is displayed on screen, verify it and print it. Then close the receipt window.

After having clicked on " Continue", and closed the receipt window, this window opens.

If the receipt has been generated and printed adequately, click on " Yes", to update the receipt information.

Cancelling, Reissuing, Reprinting Receipts from "Analysis and History"

From ProDon's "Analysis and history management", it is possible to perform massive changes for many receipts at the time.

To cancel, reissue or reprint many receipts at a time, contact Logilys' technical support.

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Document name: ProDon:Cancelling, Reissuing and Reprinting Receipts

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