Consolidated Receipts Record Generation
Run Apsona MSR “Recurring Gift Check Transaction”
Change Report filter, Transaction date for the FY that has ended
Export the report to excel and do a pivot. We need the number of transactions and the sum of transactions per month
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as per
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Run Receipting utility by month and Create Receipts and compare Email vs Receipting preview:
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Note that in UAT, email deliverability is turned off so email confirmation will not be received. In production, ensure that each month has been run completely before running another month to avoid record locking issues. To be sure wait until email confirmation is received before running another. |
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Note: August discrepancy 21-22 financial year there was a deactivated pledge that hasn’t had a gift since 2017. The receipt utility will pull in any annual receipt pledge that has not been receipted (raised issue with AQ) Note: the voided receipts are not just annual receipts, the system will pull in any gifts that have been “voided” (modified) in that date range and automatically void them (raised issue with AQ). Keep a record of the receipts that were voided during this process in a JIRA ticket, add a note to the receipt object that it was voided in error as the result of the receipting utility creating consolidated receipts. |
How to capture receipts that will be voided as per AQ’s instruction
selects the transactions based on the criteria from form
Code Block language sql select id,AQB__Gift__c from AQB__Transaction__c where DAY_ONLY(convertTimezone(CreatedDate)) >= 2022-07-01 and DAY_ONLY(convertTimezone(CreatedDate)) <= 2023-06-30export in excel and get unique Gift IDs and use Apsona to report on transactions with these Gift IDs
Uses the gifts for those tranactions to select all of the gifts transactions
If any of those transctions are marked as Voided (using isVoided flag on transaction)
Looks at those voided transaction if they are linked to a receipt and that receipt is not marked as voided, then the receipt is counted in # of Receipts to Void
in the example above for 2021-2023, there will 177 transactions who belong to 67 Receipts to be voided. But as mentioned, this may not tally with AQ’s numbers because of an issue they are already aware and should be in future release. However, using this method/approach, it should be relatively close.
Apsona Receipt proofing / printing / emailing
Main reports:
Non-Email Consolidated Receipts
Sub list report:
Transaction Receipt Table, update filter
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Notes:
Annual update needed for running the report:
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Apsona report generates duplicates because of duplicate Gift recognition records in Jarvis. These records need to be manually excluded before Merge/Mail. To do so, sort the account id column and exclude the Empty rows.
Generating the file for GA team to review before sending the emails.
Email Consolidated Receipts - No email for review onlyaction is created for generating all the consolidated receipts in one document for the GA team to review. This action does not send any email or attach the document to any object
Explanation of the confusing fields on Jarvis
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“Recurring Gift.Send annual Receipt” (Consolidated) must be checked for consolidated receipt
Non-Email Consolidated Receipts - report updates
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Account |
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Gifts / Pledges |
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Gift Recognition Credit |
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Transaction |
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Calculated Step |
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Run the mail merge in test mode.
Once the receipts are generated in test mode, compare each recept to the masterfile.
Check for:
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The date range is for the correct financial year
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The payments are in date order
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Donors with 2 pledges should have 2 receipts
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Mulit designation pledges should have 1 receipt with both designations
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Donors from a household should only be addressed to the legal credit
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Joint donors should only have one joint receipt
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Soft credit should not be visible
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Duplicate receipts should be deleted and GRC checked
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Address is populated
Ammend the wording in the email to donors to ensure it’s correct financial year – This needs to be done by the DRS team.
Send a test email to yourself to see the output
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Send the email consolidated receipts (may need to manually check for duplicates again before they are sent).
Mail merge settings:
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The gifts inbox is CC’d in all the email receipts so you can check the output matches the mail merge.
Create new folders each year and move the emails into the receipts or receipts undeliverable folders:
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Try to email undeliverable receipts again manually, if it does not work then mark email as invalid and mail the receipt in the post.
Print and post the non-email consolidated receipts.
Update Print and Sent date on all receipt objects – DRS team.
Reference:
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