ProDon:'To be calculated' Status to 'To be issued'

'To be calculated' Status to 'To be issued'

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CAUTION: This document is currently being revised, it may be possible that some parts are missing or outdated

Introduction

In the ProDon "Batch processing: Receipts" menu, there are 5 different types of receipts. Among others, there are the "To be calculated" type receipts.

The "To be calculated" type receipt is a receipt for which the value of the benefit (advantage) has not yet been established; but for instance, it could be that the tickets sale has already begun.

The value of the benefit (advantage) is the value of the good or the service that the donor receives during the event. For example, in a golf tournament, the donor can get a round of golf or a dinner.

When the value of the benefit (advantage) is known, you must enter it in the donation occasion activity, so that the "To be calculated" receipts would move in one of the four other tabs of "Batch processing: Receipts", since a "To be calculated" receipt cannot be issued.

Editing the Status "To be calculated" to "To be issued"

First verify if the "To be calculated" tab, in the "Batch processing: Receipts" contains receipts to be calculated.

To do so, from the software home page, click on the "Batch processing: Receipts" menu, then select " Receipts".

After clicking on " Receipts", this window opens. Go in the "Receipts to be calculated" tab.

A: In this example, there is a "To be calculated" receipt for which the donation occasion is "Golf Tournament 2012" and the activity is "Ticket for dinner and golf".

There are two ways to modify the status of a "To be calculated" receipt and to add the value of the benefit (advantage):

• From "Batch processing: Receipts"
• From the "Donation occasion management"

CAUTION: Whatever method you choose, it will modify all the receipts linked to this "donation occasion-activity".

Editing the Receipt Status from "Batch processing: Receipts"

Go to the "Receipts to be calculated" tab, in the "Batch processing: Receipts".
A: Select the receipts for which the donation occasion has to be modified.	B: Click on the button to open the activity.

Continue the modification by clicking on "Edit the donation occasion activity".

Editing the Receipt Status from the "Donation occasion management"

Go to the "Donation occasion management". From the software home page, click on the "Transactions" menu, then select " Donation occasions".

After clicking on " Donation occasions", this window opens.
A: Search, using the search bar, the donation occasion for which the value of the benefit (advantage) is to be added.	B: Double-click on this donation occasion to be able to modify it.

After double-clicking on the donation occasion, this window opens.

A: At the bottom of the window of the "Activities" tab, double-click on the activity for which the value of the benefit (advantage) is to be added.

Editing the Donation Occasion Activity

After double-clicking on the activity or clicking on the button, this window opens.

A: Check the "Benefit" box instead of the "To be calculated" box.

After checking the "Benefit" box, these boxes appear.
A: Enter the value of the benefit (advantage) in this box.	B: Enter the description of the goods or services the donor has received. CAUTION: This description is the one that will appear on the receipt.
C: The amount of the receipt is entered automatically by entering the amount of the benefit (advantage) in A.	D: After filling in the previous boxes, click on " Confirm edit".

After clicking on the " Confirm edit" button, this window opens.

Click on " Yes" to modify the status of the receipt from "To be calculated" to "To be issued".

After clicking on " Yes", go to "Batch processing: Receipts", to verify if the status of the receipt has really been modified.

A: The receipt is no longer in the "Receipts to be calculated" tab.	B: It is now in the "Receipts to be issued" tab.
NOTE: Depending on the receipt type, the receipt might be found in the "Annual receipts", "Receipts with thank-yous" or "Annual receipts with thank-yous" tabs.

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Document name: ProDon:'To be calculated' Status to 'To be issued'
Version : 4.6.6.7

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