ProDon:Processing Receipts to be Issued

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Introduction

Following the transaction transfer, it is possible to issue receipts for each transaction. The issuing of receipts can be done for the entire transactions or for a part only.

Diagram

Receipt Types

There are five different receipt types: The "Receipts to be issued", the "Annual receipts", the "Receipts with thank-yous", the "Annual receipts with thank-yous" and the "Receipts to be calculated".

Processing Receipts to be Issued 001.png

A: The "Receipts to be issued" tab contains the receipts for which the amount is known and that can be issued.

B: The "Annual receipts" tab contains the receipts for which the amount is the cumulative of a donor's donations and is usually generated once a year.

This option is used in three different contexts:

  • On a case-by-case basis, for a client who wants to receive, only once a year, the receipts for all the transactions that he or she has made during the year. This option is activated in the client files.
  • Based on the donation occasion / activity, for all the transactions corresponding to a particular donation occasion / activity (For example, for a commitment activity in which the clients have to make several payments throughout the year, it is much easier to generate one receipt per client at the end of the year than one receipt per transaction.). This option is activated in the configuration of the activity.
  • For a client who wishes to receive a particular receipt only at the end of the year. This option is activated in the entry of a transaction.

C: The receipts that are in the "Receipts with thank-yous" tab are generated only once a year and contain a thank you note. This thank you note is chosen in the configuration of the donation occasion. For more information concerning the thank you note, consult this procedure.

D: The receipts that are in the "Annual receipts with thank-yous" tab are generated only once a year and contain a thank you note. See letters B and C for more details on the "Annual receipts" and the "Receipts with thank-yous".

NOTE: To be added, the client's receipts have to contain the same thank you note.

E: The "Receipts to be calculated" tab contains the receipts for which the amount is not known yet. For instance, if the price of an activity is established, but the advantage has not been calculated yet; it is impossible to know the amount to enter on the receipt.

NOTE: As soon as the amount allotted to the advantage is known, you must enter it in the activity of the donation occasion. When the donation occasion will be modified, all the transactions relating to this activity will be in one of the four other tabs. For more information concerning the activities with selling price, click here.

Processing of Receipts to be Issued

This operation consists of issuing receipts following the transfer of the donation transactions. In "Batch processing: Receipts", the transactions for which there are receipts to be issued are displayed in the active list.


Processing Receipts to be Issued 002.png

A: Get positioned on the tab proper to the receipt type to be issued and if need be, search or filter the transactions so that the active list only contains the receipts to generate. For instance, it is possible to generate all the receipts of a specific donation occasion.

B: If it is necessary to create envelopes or labels for the receipts, it is important to do it before generating the receipts; because once the receipts are generated, the list will no longer be available.

C: Click on the Button Generate transfer.png button to begin the production of receipts.

NOTE: If the Word receipts are used, it is important to close Word before continuing.


After clicking on the Button Generate transfer.png button, this window opens.

Processing Receipts to be Issued 003.png

A: Allows you to select the printer with which the receipts will be printed out.

B: This option allows you to generate all the receipts of the active list that has been created earlier.

C: This option allows you to generate the selected receipt only.

D: This option allows you to generate a receipt per transaction. For example, if a client has two commitments of $5.00 per month and that he or she pays these commitments monthly with a $10.00 cheque, this client will receive twenty-four receipts for $5.00 throughout the year.

E: This option allows you to generate one receipt per donor. For instance, if a client has two commitments of $5.00 per month and he or she pays these commitments monthly with a $10.00 cheque, this client will receive one receipt for $120.00 in the year.

NOTE: Certain transactions can not be combined on the same receipt. For example, the gifts in properties or transactions with different advantages. In these cases, ProDon will generate several receipts.

F: This option allows you to generate one receipt per payment reference. For example, if a client has two commitments of $5.00 per month and he or she pays these commitments monthly with a $10.00 cheque, this client will receive twelve receipts for $10.00 throughout the year.

G: Displays the receipts onscreen before printing them out. This option is strongly recommended, since it allows you to verify the receipts before printing.

CAUTION: Do not forget to print out the receipts after the onscreen verification.

H: Allows you to print out the receipts directly.

CAUTION: This option does not allow you to verify the receipts before printing.

I: Allows you to have the receipts printed by an external company. However, this process is very complex; it is therefore strongly recommended to contact Logilys before using it.

NOTE: There are two receipt formats available: the Word receipts and the standard receipts. For the Word receipts, it is not necessary to save the result of the merge; because it is possible to generate it again. To learn how to configure the receipt formats, click here.


CAUTION: Do not click on "Button Check mark Confirm.png


When all the options are selected, click on "Button Generate transfer.png Generate the documents".


Once all the receipts are generated, the "Confirmation" window opens. Do not click on "Button Check mark Confirm.png Yes" at this window as long as the receipts are not printed, otherwise they will disappear from the active list.


Once all the receipts are printed, check if they are all there. Then once all the receipts have been verified, answer this question:

Processing Receipts to be Issued 004.png


If all the receipts are printed correctly, click on "Button Check mark Confirm.png Yes", the printed receipts will disappear from the active list.

If the printing is inadequate (for example, by lack on ink), click on "Button cancel.png No". This way, the receipts will remain in the active list and it will be possible to resume the printing process.



Document name: ProDon:Processing Receipts to be Issued

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