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GA Consolidated Receipts EOFY Process

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Consolidated Receipts

  • 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

Row Labels

 Sum of Transaction.Amount 

 Count of Transaction.Amount2 

2022

Jul

                                11,542.53

                                           265.00

Aug

                                10,727.53

                                           255.00

Sep

                                   7,789.06

                                           257.00

Oct

                                10,948.03

                                           256.00

Nov

                                10,278.03

                                           244.00

Dec

                                10,328.03

                                           243.00

2023

Jan

                                10,331.03

                                           235.00

Feb

                                10,141.03

                                           228.00

Mar

                                10,231.03

                                           230.00

Apr

                                10,266.03

                                           225.00

May

                                   9,941.03

                                           220.00

Jun

                                10,036.03

                                           221.00

Grand Total

                              122,559.39

                                        2,879.00

  • Run previews in Receipting utility for each month and enter totals on spreadsheet above and analyze discrepancies:

According to AQ this is how they would derive the figures

#receipts to void

  • selects the transactions based on the criteria from form

  • 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

 
# transactions receipted

  • Selects the transactions based on the criteria from form

  • Uses the gifts for those transactions to select all of the gifts transactions

  • If gift for the transaction is marked as No Receipt false and the gift date is less than or equal to today's date

  • If the transaction is not voided and the transaction not linked to a receipt row or linked receipt is already voided AND it is running on a selected gift number or a Batch Number (not annual             receipts) OR running annual receipts and gift is marked for annual receipt and if running for approval and gift is marked as receipt approved.

  • Then quids are checked to validate if the quid amount is covered (see explanation below) and then there must be a signator or a valid contact to receive the receipt.)

 
# new receipts

  • Selects the transactions based on the criteria from form

  • Uses the gifts for those transactions to select all of the gifts transactions

  • If gift for the transaction is marked as No Receipt false and the gift date is less than or equal to today's date

  • If the transaction is not voided and the transaction not linked to a receipt row or linked receipt is already voided AND it is running on a selected gift number or a Batch Number (not annual             receipts) OR running annual receipts and gift is marked for annual receipt and if running for approval and gift is marked as receipt approved.

  • Then quids are checked to validate if the quid amount is covered (see explanation below) and then there must be a signator or a valid contact to receive the receipt.)

  • Count is based on the Signator/Contact to receipt, so if 1 Signator has 3 receipts it is only counted as 1.

as per TAPSS-343 - Getting issue details... STATUS There are two issues that AQ has confirmed

  • Transactions are being fetched by their Transaction creation date time in UTC
    This means that if a transaction is created before 10 am, that gets counted into previous day

  • Voided receipt needs fixing and they think it is related to the previous issue where transaction creation date is in UTC time.

  • Run Receipting utility by month and Create Receipts and compare Email vs Receipting preview:

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.

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.

Apsona Receipt proofing / printing / emailing

Main reports:

Non-Email Consolidated Receipts

Email Consolidated Receipts

 

Sub list report:

Transaction Receipt Table

Notes

Annual update needed for running the report:

1-     Date filters on the above reports need to be adjusted for the current financial year

2-     Template text needs to be updated USYD_Consolidated Receipt Template_Updated.docx for the current financial year.

3-     The calculated field that produces the Receipt title for emails needs to be updated to reflect the current financial year.

Duplicates

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 only action 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

“Gift/Pledge.Annual Receipt” check box must be ticked for consolidated receipts.

“Recurring Gift.Annual Receipt” Flag must be unchecked for consolidated receipt

“Recurring Gift.Send annual Receipt” (Consolidated) must be checked for consolidated receipt

Non-Email Consolidated Receipts

Account step filter

Gifts / Pledges step filter

Gift Recognition Credit step filter

Transaction step filter

Calculated Step step filter

Run the mail merge in test mode.

Once the receipts are generated in test mode, compare each recept to the masterfile.

Check for:

·         The date range is for the correct financial year

·         The payments are in date order

·         Donors with 2 pledges should have 2 receipts

·         Mulit designation pledges should have 1 receipt with both designations

·         Donors from a household should only be addressed to the legal credit

·         Joint donors should only have one joint receipt

·         Soft credit should not be visible

·         Duplicate receipts should be deleted and GRC checked

·         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

Send the email consolidated receipts (may need to manually check for duplicates again before they are sent).

Mail merge settings:

 

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:

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.

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