Process Diagram
Prerequisite to generate the Receipt
There must be a Contact that is directly linked to the account (Account is NOT Orphaned) for the receipt to be created.
Gift Date is not in the future
Transaction has not already been receipted
Transaction’s Do Not Receipt is not ticked
Direct Linked contact scenarios
The following scenarios are for which receipt cannot be created because there was no directly linked contact when Gift was created (except for household, which presumably always created with direct linked contact).
Test Scenario | Contact is selected on the receipt | Transaction Signator |
|---|---|---|
Organization Account no direct linked contacts Gift created directly link a contact (do not mark as primary) |
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Organization Account no direct linked contacts Gift created directly link 2 contacts (do not mark as primay) |
|
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Organization Account no direct linked contacts Gift created directly link 2 contacts (mark one a primary) |
primary contact |
|
Organization Account no direct linked contacts Gift created directly link a contact (do not mark as primary) manually add a different contact to transaction signatore |
signator |
manually added |
Household Account (assume always created with direct contact) no primary contact selected on account Gift Created |
signator |
forced to select in batch creation |
Household Account (assume always created with direct contact) multiple contacts set as primary and secondary Gift Created - signator is secondary contact |
signator (secondary) |
forced to select in batch creation |
AQ Receipting Utility - Generating Receipt Records
when you have loaded the utility, and something has changed (i.e. new transactions created or update happened to transactions), any changes would not reflect in the utility unless you refresh the utility page. That means, the find transaction to receipt button may not pickup newly created transactions so make sure you refreshed the page.
Receipt Records are generated from AQ Receipting Utility, here’s an excerpt from AQ zendesk:
Receipting Lightning Web Component
To access the Receipting Lightning Web Component, go to the App Launcher and select Receipting (you may need to create at tab - please see Configuration - Receipting
Receipts can be generated for a date range, by batch or individually by gift number.
Annual Receipts and Receipts Needing Approval are excluded by default, but can be added to the group to be receipted by checking the boxes.
Choose Find Transactions to Receipt and you will see the number and total of the receipts to be created.
Then choose Create Receipts.
Note that after creating the receipts, the tab will need to be refreshed (or new window) in order for the records created to be recognized. Otherwise, the tool will keep on fetching the same transactions to be receipted. The reset button just clears out the input boxes. Therefore, if something has changed that needed to be reflected in the Receipting Utility, it is necessary to reload the tool in a new window. Please see attached video for illustration. This has been raised to AQ Zendesk for reference https://affinaquest.zendesk.com/hc/en-us/requests/3997
Once receipt rows have been created and receipts generated, you can view the receipt information on the Account.
Information on the receipt is on the gift record and the check boxes can be updated if needed after gift entry. The receipt count cannot be updated manually. It will increment based on the number of times the receipt is issued or voided.
The electronic file will be attached to the Receipt row when issued.
How the system fetches “unreceipted” transaction is through the “Receip Number” on Transaction record. Transaction.Receipt Number links the transaction to the receipt, if this field is populated, the utility assumes a receipt has already been generated. Transaction type has to be grant payment or payment. Method can't be soft credit, transfer or service.
Jira Ticket TAP-889 - Getting issue details... STATUS had an issue because the dummy Receipt has been deleted when cleaning up receipts. Because of this, previously receipted transactions are being fetched and included into the new receipt being created.
when we run the receipting by date range it automatically voids all receipts in that date range that are attached to a modified gift. Jira ticket TAP-107 - Getting issue details... STATUS tackles an open issue on receitping where Annual receipt is being receipted by the utility and recurring gift batchs is not being receipted with batch # search.
Apsona MSR - Data Derivation for receipting General Template/Mapping
Some logic were built into the Merge doc template itself. Please see below where the values are being picked from (merge field from document template are mapped to Apsona MSR field). This is technical field mapping.
Merge Document (Doc template) | Jarvis (Apsona) - Field Mapping | |
|---|---|---|
Date | «ReceiptDate» | |
Heading | «IF CareOf»«AccountName» «ELSE IF AccrecordType !="Household"» «AccountName»«ENDIF» «IF CareOf»Care Of: «CareOf» «ELSE IF Deceased»Sir/Madam «ELSE IF LegalCreditCheckLess100Greater0» «IF PSalutation»«PSalutation»«ENDIF» «PFirstName» «PLastName»«IF PSuffix»«PSuffix»«ENDIF» and «IFSSalutation»«SSalutation»«ENDIF» «SFirstName» «SLastName»«IF SSuffix» «SSuffix»«ENDIF» «ELSE IF LegalCreditCheck100» «IF LegalCreditSalutation»«LegalCreditSalutation»«ENDIF» «LegalCreditFirstName» «LegalCreditLastName» «IF LegalCreditSuffix» «LegalCreditSuffix»«ENDIF»«ENDIF» «IF MailingLine1»«MailingLine1»«ENDIF» «IF MailingLine2»«MailingLine2»«ENDIF» «IF MailingLine3»«MailingLine3»«ENDIF» «IF City»«City»«ENDIF» «State» «PostCode» «Country» |
|
Salutation | «SalutationJava» | (function () {
var accountType = {!Account.Account.Account Type};
var grclc = {!Gift Recognition Credit.Gift Recognition Credit.Legal Credit %};
var PLastName = {!Account.Primary Contact.Last Name} ? {!Account.Primary Contact.Last Name} : "";
var PFirstName = {!Account.Primary Contact.First Name} ? {!Account.Primary Contact.First Name} : "";
var SLastName = {!Account.Secondary Contact.Last Name} ? {!Account.Secondary Contact.Last Name} : "";
var SFirstName = {!Account.Secondary Contact.First Name} ? {!Account.Secondary Contact.First Name} : "";
var salutation1 = {!Account.Primary Contact.Salutation} ? {!Account.Primary Contact.Salutation} : "";
var salutation2 = {!Account.Secondary Contact.Salutation} ? {!Account.Secondary Contact.Salutation} : "";
var careof = {!Receipt.Account.Receipting Care of};
var method = 0; // Dear Salutation + First Name + Last Name
if ((PLastName != "" && salutation1 == "") || (SLastName != "" && salutation2 == "")){
if ((PFirstName != "" && PFirstName.length > 1) || (SFirstName != "" && SFirstName.length > 1 )){
method = 1; // Dear First Name
} else {
method = 2; // Dear Supporter
}
}
if ((accountType == 'Household') && (grclc < 100) && (PLastName == SLastName)) {
switch(method){
case 1:
return (PFirstName + " " + "and" + " " + SFirstName + " " + SLastName);
break;
case 2:
return ("Supporter");
break;
default:
return (salutation1 + " " + "and" + " " + salutation2 + " " + SLastName);
}
} else if ((accountType == 'Household') && (grclc < 100) && (PLastName != SLastName)) {
switch(method){
case 1:
return (PFirstName + " " + "and" + " " + SFirstName);
break;
case 2:
return ("Supporter");
break;
default:
return (salutation1 + " " + PLastName + " " + "and" + " " + salutation2 + " " + SLastName);
}
} else if ((accountType != 'Household') && (careof)){
return ({!Receipt.Account.Receipting Care of});
} else if ((accountType != 'Household')){
return ("Sir/ Madam");
} else if ((grclc == 100)){
switch(method){
case 1:
return (PFirstName);
break;
case 2:
return ("Supporter");
break;
default:
return (salutation1 + " " + PLastName);
}
} else {
return "";
}
})()
|
Body | ||
Date | «IF Pledge»«LastPaymentDate»«ELSE»«GiftDate»«ENDIF» |
|
Received from | «GiftRecognitionCredit» |
Flow: Gift Pledge Update - V6 Trigger: Gift/Pledge Created or Edited If GRC exist: concatenate contacts’: Contact.Receipt Name or Contact.FirstName Contact.LastName else: Account.Account Name Gift Pledge Update - V6 |
Amount | «GiftAmount» |
|
Receipt | «ReceiptNum» |
|
«COADesignation» |
|
List of Apsona MSR for Generating Receipt Document
Apsona items in UAT is not currently synced with Production. remove this warning once they are both synced.
The following are the reports used in generating Receipt Documents
Apsona Multi Step Report | Merge Action | Template Field Map | Document Template | Email Template | Salutation Calculation field | Change History / Comments |
|---|---|---|---|---|---|---|
Receipt - Email | Generate Email and Attach to Record | "AccountName":"Receipt____AQB__AccountId__c___Name", "AccrecordType":"Account____RecordTypeId", "COADesignation":"Receipt____USYD_Transaction_COA_Acc_Num_Roll_Up__c", "CareOf":"Receipt____AQB__AccountId__c___USYD_Receipting_Care_of__c", "City":"Receipt____AQB__AccountId__c___BillingCity", "Country":"Receipt____AQB__AccountId__c___BillingCountry", "DFN1":"Receipt____USYD_Transaction_1_DFN__c", "DFN2":"Receipt____USYD_Transaction_2_DFN__c", "DFN3":"Receipt____USYD_Transaction_3_DFN__c", "DFN4":"Receipt____USYD_Transaction_4_DFN__c", "DFN5":"Receipt____USYD_Transaction_5_DFN__c", "Deceased":"Receipt____AQB__ContactId__c___AQB__Deceased__c", "GiftAmount":"Receipt____AQB__Amount__c", "GiftDate":"Receipt__value__AQB__GiftDate__c", "GiftRecognitionCredit":"Receipt____AQB__GiftId__c___GRC_roll_up__c", "LastPaymentDate":"Receipt__value__USYD_Gift_Date__c", "LegalCreditCheck100":"Calculated_Steps____100%", "LegalCreditCheckLess100Greater0":"Calculated_Steps____>0<100", "LegalCreditFirstName":"Gift_Recognition_Credit____AQB__ContactId__c___FirstName", "LegalCreditLastName":"Gift_Recognition_Credit____AQB__ContactId__c___LastName", "LegalCreditSalutation":"Gift_Recognition_Credit____AQB__ContactId__c___Salutation", "LegalCreditSuffix":"Gift_Recognition_Credit____AQB__ContactId__c___Suffix", "MailingLine1":"Receipt____AQB__AccountId__c___AQB__AccountMailingStreetLineOne__c", "MailingLine2":"Receipt____AQB__AccountId__c___AQB__AccountMailingStreetLineTwo__c", "MailingLine3":"Receipt____AQB__AccountId__c___AQB__AccountMailingStreetLineThree__c", "PFirstName":"Account____AQB__PrimaryContact__c___FirstName", "PLastName":"Account____AQB__PrimaryContact__c___LastName", "PSalutation":"Account____AQB__PrimaryContact__c___Salutation", "PSuffix":"Account____AQB__PrimaryContact__c___Suffix", "Pledge":"Receipt____AQB__GiftId__c___RecordTypeId", "PostCode":"Receipt____AQB__AccountId__c___BillingPostalCode", "ReceiptDate":"Receipt__value__AQB__ReceiptDate__c", "ReceiptNum":"Receipt____Name", "SFirstName":"Account____AQB__SecondaryContact__c___FirstName", "SLastName":"Account____AQB__SecondaryContact__c___LastName", "SSalutation":"Account____AQB__SecondaryContact__c___Salutation", "SSuffix":"Account____AQB__SecondaryContact__c___Suffix", "SalutationJava":"Calculated_Steps____Salutation - Java", "SpecialWording":"Receipt____USYD_Campaign_Special_Wording__c", "State":"Receipt____AQB__AccountId__c___BillingState", "Today":"Receipt__value__AQB__ReceiptDate__c" | USYD_New Standard Receipt Template - Aug 26th _ 2022.docx If Receipt.Acknowledgement type Research Grant or Non Research Grant | Yes | AVE-176 - Getting issue details... STATUS
| |
Receipt - Non Email | Generate Document and Attach to Record | N/A | Yes | |||
Reprint Receipt | Reprint Receipts | "AccountName":"Receipt____AQB__AccountId__c___Name", "COADesignation":"Receipt____USYD_Transaction_COA_Acc_Num_Roll_Up__c", "CareOf":"Receipt____AQB__AccountId__c___USYD_Receipting_Care_of__c", "City":"Receipt____AQB__AccountId__c___BillingCity", "Country":"Receipt____AQB__AccountId__c___BillingCountry", "DFN1":"Receipt____USYD_Transaction_1_DFN__c", "DFN2":"Receipt____USYD_Transaction_2_DFN__c", "DFN3":"Receipt____USYD_Transaction_3_DFN__c", "DFN4":"Receipt____USYD_Transaction_4_DFN__c", "DFN5":"Receipt____USYD_Transaction_5_DFN__c", "Deceased":"Receipt____AQB__ContactId__c___AQB__Deceased__c", "GiftAmount":"Receipt____AQB__Amount__c", "GiftRecognitionCredit":"Receipt____AQB__GiftId__c___GRC_roll_up__c", "LastNameDifferent":"Calculated_Steps____>0<100LastNameDiff", "LastNameSame":"Calculated_Steps____>0<100LastNameSame", "LegalCreditCheck100":"Calculated_Steps____100%", "LegalCreditCheckLess100Greater0":"Calculated_Steps____>0<100", "LegalCreditFirstName":"Gift_Recognition_Credit____AQB__ContactId__c___FirstName", "LegalCreditLastName":"Gift_Recognition_Credit____AQB__ContactId__c___LastName", "LegalCreditSalutation":"Gift_Recognition_Credit____AQB__ContactId__c___Salutation", "LegalCreditSuffix":"Gift_Recognition_Credit____AQB__ContactId__c___Suffix", "MailingLine1":"Receipt____USYD_Address_Street__c", "PFirstName":"Account____AQB__PrimaryContact__c___FirstName", "PLastName":"Account____AQB__PrimaryContact__c___LastName", "PSalutation":"Account____AQB__PrimaryContact__c___Salutation", "PSuffix":"Account____AQB__PrimaryContact__c___Suffix", "PostCode":"Receipt____AQB__AccountId__c___BillingPostalCode", "Receipt Gift Date ":"Receipt__value__USYD_Gift_Date__c", "ReceiptDate":"Receipt__value__AQB__ReceiptDate__c", "ReceiptNum":"Receipt____Name", "SFirstName":"Account____AQB__SecondaryContact__c___FirstName", "SLastName":"Account____AQB__SecondaryContact__c___LastName", "SSalutation":"Account____AQB__SecondaryContact__c___Salutation", "SSuffix":"Account____AQB__SecondaryContact__c___Suffix", "SpecialWording":"Receipt____USYD_Campaign_Special_Wording__c", "State":"Receipt____AQB__AccountId__c___BillingState" | USYD_New Standard Receipt Template_Reprint - Edited - BP.docx | N/A | No | |
Consolidated Receipts - Email | Email Consolidated Receipts | "City":"Account____BillingCity", "Country":"Account____BillingCountry", "Different":"Calculate_Step____LC Both Different Last Name", "Gift/Pledge Number":"Gifts_Pledges____Name", "MailingLine1":"Account____BillingStreet", "PFirstName":"Account____AQB__PrimaryContact__c___FirstName", "PLastName":"Account____AQB__PrimaryContact__c___LastName", "PSalutation":"Account____AQB__PrimaryContact__c___Salutation", "PUSYDContactID":"Account____AQB__PrimaryContact__c___USyd_Contact_ID__c", "PostCode":"Account____BillingPostalCode", "Primary":"Calculate_Step____LC-P", "SFirstName":"Account____AQB__SecondaryContact__c___FirstName", "SLastName":"Account____AQB__SecondaryContact__c___LastName", "SSalutation":"Account____AQB__SecondaryContact__c___Salutation", "SUSYDContactID":"Account____AQB__SecondaryContact__c___USyd_Contact_ID__c", "Same":"Calculate_Step____LC Both Same Last Name", "Secondary":"Calculate_Step____LC-S", "State":"Account____BillingState", "TodaysDate":"systemFields::today" | USYD_Consolidated Receipt Template_Updated.docx | Yes | ||
Non Email Consolidated Receipts | No Email Consolidated Receipts | N/A | No | |||
Reprint Consolidated Receipts | Consolidated Receipts - Reprint | USYD_Consolidated Receipt Template_Reprint.docx | N/A | No | ||
Dues | ||||||
Receipt records without Sent Receipts |
References:
Link | |
|---|---|
AQ Receipting Utility | https://affinaquest.zendesk.com/hc/en-us/articles/360050694211-Receipting |
Zoom Recording - Apsona Receipt walkthrough with Trevor - 15.10.20 | Zoom Recording - Apsona Receipt walkthrough with Trevor - 15.10.20.mp4 |