2023-10-26 AQ Consultation Session 1

USYD walked through business process with Priscila

• one off gift, payment against pledge, payment from third party against the pledge

• receipt is determined through Acknowledgement so we set it against each of the payment

• paper (default) and email (receipt-email) through Apsona

• Grants don’t issue tax deductible receipts (rather we call it acknowledgement of funds. We have different acknowledgment (research grant or non research grant). They still have receipt record but the output (Apsona report) is different

• we don’t receipt gifts in kind (tax deduction is organized between donor and ATO) or bequests

• process payments through SmartBatch

• We don’t require receipts to be serialized as legal requirement

• we do track how many times the receipt is printed

• we showcase how we do receipting

  • closed a batch

  • we run receipting utility, enter batch, create

  • utility doesn’t really tell you its finished in front end but we do receipt email notification

  • Receipt object, we’ve done customizations

    • Account Address Temporary - why do we have this field

    • Print date and sent date - populate by apsona

    • Receipt On Hold Reason - self explanatory (i.e. when gifts has not been accepted by delegates, we hold the receipt until we get acceptance.)

    • Original Receipt Name

    • School, DFN

    • Special Wording

    • recipient cc email

  • we talked about more than 5 designations and the limitations around it. - smartbatch 2.0 we can enter more transaction in frontend

  • can we dedicate one session for smartbatch 2.0 - maybe towards the end

  • we are legally required to issue receipt in the name depending on the payment method (i.e. check signator, credit card name, bank account name)
    
    

Show and tell on Apsona process

• for every batch we run the mail and email receipt

• donors with overseas address, we don’t issue mail receipt, override to email receipt

• we have different reports which are not consistent. We have raised enhancement request to Apsona where one report/merge action can be sued both for email and non email. (pain point)

• Acknowledgement which starts with “NR” we don’t receipt

• Annual receipt(Consolidated) - we use for recurring gifts.

• Annual frequency gift, we issue the receipt right immediately

• we run by receipt job number or the receipt date (i.e. Today)

• Direct through Apsona report to reprint receipt, but we have a recent development to reprint through button.

• Received from - GRC roll up field

• our email go to spam folder, but that’s just the way it is.

• we issue receipt for each installment as opposed to one receipt for multiple installment.

• if we have grant payment mixed in other normal gift payment batch, there is a manual handling in running the receipting report (maybe a solution needs to be investigated). We can explore if we can combine grant acknowledgement with one report and switch the template based on conditions/criteria.

• showed consolidation receipt

Holding Account - Receipt voiding

we have holding account (one for donation one for bequest)

when we get the final designation, we do modification to the gift

we don’t need to void the receipt.

There is no option to change the gift without voiding.

we only feed to PeopleSoft once, we control this via batch don't feed flag.

Priscila to think through with this one.

https://sydneyuni.atlassian.net/browse/TAPSS-842

The Chong’s make one joint payment but want separate receipt

split the payment in half and enter them in two batches.

change legal credit, put one payment through and issue receipt on one person name

switch the legal credit and put the other payment and issue the receipt on the other person name

the percentages can be different like 80/20 split

https://sydneyuni.atlassian.net/browse/TAPSS-334

Modification

it’s challenging to interpret the way transactions are voided when they are not true voids. They are just being corrected.

we want to understand pledge write offs. now we just have pledge status (pending review). That is our bucket for VPs approval before we write them off.

convert a gift into a pledge payment but the receipt stays in the voided single gift.

USYD to walk Priscila through with this scenario.