Causeview Did You Know? Consolidated Receipts
Donor stewardship, donor stewardship, donor stewardship. Sorry if I sound like a broken record (take a look at our blog, it’s all about donor stewardship), but developing solid relationships with your donors is your primary responsibility as a fundraiser. A key part of developing solid relationships is acknowledging donors contributions. Receipting is part of acknowledging a donor’s contribution. Causeview provides you with the flexibility to choose the type of receipt to issue to your donor, either a single or consolidated receipt.
When a payment is included in a receipt (whether it is a single receipt or a consolidated receipt), the payment record contains a look-up to the receipt record.
From time-to-time, donors may request a consolidated receipt of their contributions. Did you know that there are two ways to create Consolidated receipts in Causeview? You can choose to schedule a job to create consolidated receipts automatically or you can choose to manually create consolidated receipts.
Scheduling a Job to Automatically Create Consolidated Receipts
Scheduling the job to automatically create consolidated receipts is a convenient way to have the application create consolidated receipts in bulk. This is particularly handy when you want to create consolidated receipts for all of your donors at the end of the calendar year.
How does it work?
The consolidated receipt job looks for all transactions for each donor where the receipt type is set to “Consolidated” and where a consolidated receipt has not been created. It then creates one consolidated receipt for each donor and the consolidated receipt can be found in the most recent transaction where the receipt type is set to “Consolidated”.
So for example, if John Smith has five transactions (Transaction No. 000010, 000011, 000025, 000042 and 000065) that have a receipt type of “Consolidated”, the job will create one consolidated receipt containing these five transactions. The consolidated receipt can then be found in Transaction No. 0000065 because it is the most recent of the five transactions.
How do you schedule the job?
First, make sure you have the necessary permissions to be able to access Setup. System Administrators usually have full access to Setup and can schedule the job.
To schedule the job, follow these instructions:
1. Go to Setup.
2. On the left side of the page, you will find a heading called “App Setup” (in some instances, this is labeled as “Build”), expand the “Develop” menu.
3. Under Develop, click on Apex Classes.
4. A list of Apex Classes will be displayed on your screen. On top of the list, click on the “Schedule Apex” button.
5. Provide the following information:
a. Job Name: ConsolidatedReceiptYearEnd
b. Apex Class: search and select “ConsolidatedReceiptScheduler”
c. Schedule for a one-time run
6. Monitor the job to confirm completion.
a. In Setup, on the left side of the page, you will find a heading called “Monitor”. Expand the Job menu.
b. Under Jobs, click on Apex Jobs.
c. Look for the job with the Apex called “ConsolidatedReceiptScheduler”. The status will update to “Completed” when the job is complete.
7. You can now navigate to a donor’s record, look for the most recent transaction with a receipt type of “Consolidated” and verify that the consolidated receipt has been created. Click on the “Print Receipt” button to issue the consolidated receipt. You can now choose to issue the receipt either by email or by printing.
Manually Create Consolidated Receipts
At times, a donor may contact you and ask for a consolidated receipt for their contributions thus far. Because of this, we’ve made it possible for you to manually create consolidated receipts on the fly for any particular donor.
How does it work?
There is now a button in the Receipt related list on the individual record called “Create Consolidated Receipt”. When you click on this button, the application launches a Visual Force page that displays payments that have not yet been receipted. Essentially, it looks at each payment record for the individual and checks to see if the receipt lookup field on the payment record has a value or not. If it has a value, it means that payment is already included in a receipt. If there is no value, it means that a receipt has not yet been created for that particular payment.
The new “Create Consolidated Receipt” interface will then allow you to select which payments you would like to include in the consolidated receipt. It will also allow you to specify which transaction to link this consolidated receipt to.
How do you manually create a consolidated receipt?
Follow these instructions to manually create a consolidated receipt.
1. Navigate to the individual (donor) record. Once you are on the individual’s record, navigate to the Receipt Related list and click on “Create Consolidated Receipt”.
2. A list of payments that have not been receipted will display on the page. You can filter the payments so that you only see payment made this year, last year or all payments made.
3. Now select the payments you would like to include in the consolidated receipt.
4. Next you would need to specify which transaction to attach the consolidated receipt to. The consolidated receipt can contain payments from multiple different transactions but the receipt record must be located on a single transaction. Using the drop down menu, select a transaction you would like to attach the receipt tp. In order to make the receipt easier for you to locate, it may help to consistently choose the most recent transaction from the list.
5. If you would like to automatically issue the consolidated receipt by email, select the “Auto Email Receipt” checkbox. The individual’s email address will display below and the consolidated receipt will be emailed to this email address. If you plan to issue the receipt at a later time, leave the box blank.
6. Click on “Generate Receipt” to create the consolidated receipt. Once the receipt is created, Causeview will display the consolidated receipt record for you. You can issue this receipt manually by clicking on the “Print Receipt” button on top. You will be given the option to issue the receipt by email or by printing.
Note that the transaction total and amount receipted on the receipt record will not necessarily match, as the transactions total is derived from the gift the receipt is attached to, while the amount receipted is the sum total of all payments associated with the receipt. Notice in the payments related list that multiple payments and transactions are associated with this consolidated receipt. While the receipt is only visible in the related list for the transaction it is attached to, the receipt is associated with all of the listed payments.