End of Year: Consolidated Canadian Receipts

Good afternoon, everyone, and welcome to our consolidated receipts for Canada webinar. Consolidated receipting is the process of combining multiple gift transactions into one receipt. In the case of the calendar year end, the transactions to be processed for these consolidated receipts are Read More

Good afternoon, everyone, and welcome to our consolidated receipts for Canada webinar. Consolidated receipting is the process of combining multiple gift transactions into one receipt. In the case of the calendar year end, the transactions to be processed for these consolidated receipts are those you received from January 1 through December 31, of the prior year that did not get receive a charitable receipt number. In this webinar, we’re going to be walking you through the process to generate your year end consolidated receipt, so that by the end of the session, you understand the three key steps you need in order to issue these receipts. For those three steps, we’re going to be walking you step number one, prepping the data. In this step, we’ll be helping you run a series of cross tabulation reports to help you verify that the gifts have the necessary field values on the gift screen to be included in the consolidated receipt process. In step number two, we’ll walk you through the process on how to update your templates. This will ensure that all your letter and email templates are updated with the current year, your current texts, logos and signatures, before you use them to generate your actual receipt. In the last step, we’ll be walking you through how to issue the receipt, so once you’ve prepped your transactions for Consolidated receiving by running the cross tabulation reports, you then will use the batch receiving tool to generate the receipts themselves. For this particular webinar, it’s going to be less of a webinar or a PowerPoint focus webinar, and more of a demo. So let me go ahead and get switched over to DonorPerfect. All right, and let’s get started with step number one, prepping your data. The prepping your data step is an integral step to your consolidated receipt process, because throughout the year, you’ve most likely been entering data from quite a few different sources. You could have been importing data, accepting donations through online forms, importing donations from third party sites like Canada helped or race rosters, or you could be one of our mid year transfers, where you are just finishing up the process of transferring your data from an old CRM to your DonorPerfect system. So because your data could have been entered from quite a few different sources and data entry errors are always bound to happen, we recommend running a series of cross tabulation reports to validate that the receipt fields on the gift screen have been entered appropriately to trigger DonorPerfect to generate a consolidated tax receipt. Now one note I will make before we start the prepping the data phase is I would highly recommend if you have not yet generated all of your individual tax receipts to please go into the batch receiving tool and generate those individual receipts now, this way they do not get included in the data cleanup reports that we’re going to run. In terms of the strategy for how we’re going to go about running these reports, what I will do is open up a gift record to walk you through what it is we’re looking to clean up or what the end result will be. Then I’ll take you into the report, show you how to set up the filters, how to run the report and how to clean up the data. So for this first report that we’re looking to validate and clean up. I will use my own record as an example here in the gift data entry table, when I’m looking at the donations for myself that will need a charitable tax receipt, a charitable consolidated tax receipt, the two data entry fields that I’m looking to clean up and validate are going to be the acknowledgement preference field and the receiving preference dash gift field. The end result that we need for these fields in order to produce a consolidated tax receipt is that the acknowledgement preference must be set to the value acknowledge and receipt. This is the value that triggers DonorPerfect to generate a receipt number for receiving preference. Gift, the value that we’re looking to confirm is that all of the donations have the consolidated preference, because this means take all of the gifts that the donor made within that year and issue one receipt number, so consolidate them onto one tax receipt. So our goal in the first cross tabulation report is we want to review all of the gifts that have not yet been received, and we would want to validate that any donations that need a consolidated tax receipt have a acknowledgement preference of acknowledge and receipt and a receiving preference of consolidated if during the process of running the report, we identify donations that need a consolidated receipt, but these two values are not assigned to those gifts. That’s where we’re going to edit the gift and update them to make sure that they’re aligned with the acknowledgement preference of acknowledge and receipt and receiving preference of consolidated so this is our first data cleanup report. Let’s go ahead and go into DonorPerfect. Well, we’re gonna DonorPerfect. Let’s go to the Reports icon in the navigation bar, and let’s go down to Report Center, the third option from the top to access the cross tabulation report. So the cross tabulation report will either be in your financial reports folder and listed towards the top, if you can’t find it when you click in the cross tabulate or into financial reports. You can use the search bar in the top right corner of the Report Center to search for the report cross tabulation.

Work with click on the report name to open the report and before we can run the report, we do have to come over to the left hand side of the screen options and filters, and we are going to walk through what you need to change in the sidebar filter in order to run This report, to clean up our consolidated receipt data working our way from the top to the bottom in the date range box, we are going to click into the date range and delete Any date ranges that are set in these boxes so in step number two, we have two drop down boxes, field to show along the left field to show along the top. These are going to be the two fields that we want to clean up the data for. So if we recall from what we just looked at on the gift screen, are two fields that we want to clean up the data for our acknowledgement preference to make sure that everything is acknowledged, and receipt to get a charitable receipt, and receiving preference to make sure that the donors are getting a consolidated tax receipt. So what we’re going to clean up here is in the field along the left drop down box, the first drop down box, you will choose the field, acknowledgement, preference in parentheses, DP, gift, dot, acknowledgment, press.

In the second drop down box field along the top, you will choose the field receiving preference. Dash gift. In parentheses, you’ll see DP gift, dot, RCPT, underscore, type. So in step number two, what we’re doing is choosing the two data entry fields that we want to clean up the data for acknowledgement preference in field along the left, receiving preference dash gift in field along the top.

Next we’re going to move down into the Filters section to set our filters to help DonorPerfect know what gifts we want to review the data. For the first step I recommend doing here is clicking the Clear values button to remove all filters that might exist in the sidebar. And step number two, where you see the word Selection filter, if you have a selection filter. Applied here, please click on the X icon. To remove that filter, we are going to apply a very specific filter that is used as part of the consolidated receipt process. To choose that filter, you’re just going to click the Apply button next to the word Selection Filter. No filter selected. This will open up the pop up window for your selection filter library. And what you’re going to do is go into the filter folders on the left hand side of the screen, and you are going to choose the filter folder and the year receipt filters. This filter folder should be in everybody’s database. If you do not have these filters, please reach out to the support team, and they’ll be able to assist you. You’re going to see three filters listed here. The first filter that we’re going to use is the top filter, pre processing, one dash consolidated. Pre processing, one dash consolidated is the filter we’re going to use for the first data cleanup report in the last column of the filter, you will click on the pencil icon to edit the filter, because each time you have to go through your consolidated receipt process, one of the data values you will have To change within the filter is your date range. The DP gift date between the date range should be the date range for your previous calendar year. In my case, this is already set to January 1 of 2024 through December 31 of 2024 however, if I need to update this for 2025 I just take my cursor and click between the single quotation marks to adjust the date range. Each year you need to update the date range. This is how DonorPerfect knows to only include donations that you received between the beginning of the calendar year and the end of the calendar year.

And then the second part of the filter is we are looking for all of the donations where a receipt number has not been issued, where receipt number is null. We are looking for everything that we received in the previous calendar year where we have not issued a receipt number.

We are going to click Done to apply the filter. And once the filter is applied, then we can come down to the bottom of the sidebar and click on Run Report to run our report. Alrighty. And what we end up with is a report that’s going to show us all of the donations that have not yet received a charitable tax receipt. Now some of you might be asking the question, why do I see individual donations in my report? You would be seeing these individual donations for one of two reasons. The first reason could be that you haven’t issued the receipts for these individual gifts yet. This is why I recommend doing your individual receiving process before you start your consolidated receipt. The reason number one could be that you just haven’t issued the receipts for these individual donations yet. The second reason can be that these are donations that are supposed to be on a consolidated receipt, but they were incorrectly assigned the individual receiving preference. The third reason is that some of these donations are in the acknowledge, do not receipt segment, and the do not acknowledge do not receipt segment, which means that they never received a charitable receipt, because these were individual gifts that were never meant to be received. So they appear in this report because our filter does say, look for all gifts that have not been received. Now that’s the why we see the individual donations in this report. Let’s. Talk about the purpose or end goal of this report. The purpose or end goal of this report is that we want to see all donations that are going to receive a consolidated tax receipt in the segment that I’m highlighting in red, because this is the intersection of donations, where the acknowledgement preference is acknowledge and receipt, meaning that a charitable receipt number can be generated, and the receiving preference is consolidated, meaning that we’ll take multiple gifts and issue them all the same receipt number and issue the donor one receipt. So you want to make sure, when you look at this report, where your consolidated and acknowledgement and receipt segments intersect, that all of the donations in that group are the ones that will get a consolidated receipt. Now the data cleanup part comes in, because what we will do is we will go through every single segment in this report where gifts are listed, and we will review the gifts in those segments and validate if we need to update them to get a consolidated receipt. If they need a consolidated receipt, we will edit the gift. If they do not need a consolidated receipt, I generally recommend leaving those donations alone and updating them at a later time. So starting in the first segment at the top, these are the donations where they were assigned a consolidated preference, but they had no acknowledgement preference assigned to review these two donations. I’ll click on the number two icon to drill into the details, and I can either look at the name of the donor and know right off the bat that this is someone that wants a consolidated receipt. If you look at the list of names and you’re not sure, you can get more information by going into the gift record itself. To look into the gift record. You go into the fourth column, Gift Amount, right click on the gift and select Open link in the new tab that will keep in your web browser three tabs open sidebar, which is the first report that we ran the drill down, which is where we’re drilling down into specific gifts and edit gift, which is where we can now come in view. Amanda Tadrzynski donation. I can see through the solicitation code that she is a monthly donor, so she should get a charitable receipt. What I will do is look at the acknowledgement preference column which has no acknowledgement preference, and update this to be acknowledged and receipt. So by making this one change, I can now include this $25 gift on Amanda’s consolidated tax receipt, and she already has the consolidated preference set and receiving preference.

I can click Save in the top right corner of the gift record to save my changes, and then I can click back into the Reports tab and go down to Tim the Queen’s record into the Gift Amount column, column four, right click on his $10 and open a link in a new tab and I can review his donation. His donation is also a monthly donation. The only thing that was incorrect is that he is missing an acknowledgement preference. So I will go in and assign him acknowledge and receipt so he can get a receipt. His receiving preference is consolidated. So this is correct. He’s getting a consolidated receipt.

I’ll click Save, and now I can go back to the report and I can refresh the page. Now Amanda and Tim’s gift have disappeared because they no longer are missing an acknowledgement preference. So I can go back to the very first tab sidebar, the very first tab in my web browser, sidebar. And when I rerun the report, what you’re going to see is that these two donations that were in this line that indicated they were missing an acknowledgement preference are going to move down into the acknowledge and receipt segment because I updated them to have an acknowledge and receipt preference. So acknowledge and receipt, this number is going to increase from 47 to 49 watch when I do this when I click Run Report, there we go. You can see that the consolidated preference now is zero, and acknowledge and receipt went up to 49 so what I would recommend doing is you would continue to go through all of the remaining segments where there are donations remaining, and you will review the data in those segments, and you will either update the acknowledgement preference or the receiving preference based off of if the donor needs to get a consolidated tax receipt. So to show this one more time, I can go into the do not acknowledge, do not receipt segment. This donor is marked consolidated, but do not acknowledge, do not receipt if I click into that one gift, sorry, an unexpected error has happened. Let’s try running that report again.

There we go. Charles fan, I know that this is another one of my monthly donors. They were just assigned the wrong acknowledgement preference. I’ll go to gift amount and right click open a link in a new tab, and in his gift record, I’m going to update his acknowledgement preference from do not acknowledge, do not receipt, to acknowledge and receipt. So now he can get a charitable receipt number.

I’ll save his gift, and I can come all the way back to the sidebar Report tab again, I’m working just in tabs in my web browser. What we’ll see is that this one donation from do not acknowledge do not receipt consolidated will move into my acknowledge and receipt consolidated. So this will go from 49 to 50. This one will go from one to zero, and that is when I click Run Report to rerun my report. So again, I’m not going to go through each one of these segments for the purpose of time, but you would go through each remaining segment and review the data in these groups to see if you need to update any of these donations so that the acknowledgement preference is acknowledged and received, and the receiving preference is consolidated. What you should end up with after you go through all of those segments is that all of the donations that are in the intersection of acknowledge and receipt and consolidated should be the donations that will get a charitable tax receipt at this point, once you’ve gone through and updated all of the other segments and you’ve reviewed the data in them, and there can be segments where you do not make any changes, that’s certainly plausible. The last step before you complete this report is I would review your acknowledge and receipt and consolidated segment, I would click into that, drill down, and I would sort the data by the donor’s ID, so that all of the donors donations are grouped by their donor ID. And you can review this list to make sure that everybody included on this list should be getting a consolidated receipt. If there’s anybody in here that should not get a consolidated receipt, like a business, a church, a foundation, you can edit the gift. And make an adjustment to the acknowledgement preference or receiving preference to remove them from your list. I’m looking at my list. These are all of my monthly donors at the bottom under summary, it will tell you how many donors are in this list. There’s five unique donors, which means that I’m going to be issuing five unique tax receipt numbers. I also know that there are 50 gifts included in this group, so when I move into subsequent reports, I can make sure that my filters are correct, because I should always have five unique donors and 50 gifts.

So as a review, the purpose of data cleanup report number one is to validate that the acknowledgement preference field, which is the field on the gift screen that indicates that they receipt number should be issued acknowledgement preference should be equal to acknowledge and receipt for all donations that are getting a consolidated receipt. I also want to validate that the receipt and preference field, which indicates that they consolidated or individual receipt is required, is consolidated for all of my donations that are going to be on a consolidated receipt. The end result of this is that all donors and gifts that should be getting a consolidated receipt should be in the cell on the report that intersects between acknowledge and receipt and consolidate it.

All right, now that we’ve completed data cleanup report one, let’s move into data cleanup report two. So we’re still in the data cleanup and prep stage, we are moving into data cleanup report to just like we did last time. What I will do is open up a gift record to walk you guys through the data cleanup that we’re accomplished with Report Number two, cross tabulation, report two so if I open up my gift record again, our first data cleanup report was validating that our acknowledgement preference and receiving preferences were aligned to issue a charitable consolidated receipt data cleanup report to deals with the receipt delivery method. So this is, does the donor get their receipt delivered via email, or does the donor get their receipt delivered via letter? At the gift level, every single donation can have a receipt delivery preference assigned, so this can be email or letter, or in the case of some cases do not deliver, which means send them nothing. The goal of this report is that we want to make sure that the receipt delivery preference that is set at the gift level matches the receipt delivery preference that we set as a default for each donor on the main page, so each unique gift has a receipt delivery preference assigned to it, email or letter. Each donor profile on the main page has the ability to have a receipt delivery preference set. This is supposed to be the default for how the donor prefers to receive their tax receipt. So the goal of data cleanup report number two is to validate that the receipt delivery that is on the main page of the donor’s record matches the receipt delivery that is set for each gift that will be included on the consolidated receipt. So if receipt delivery is email on the main, all of the gifts have to have a receipt delivery of email. If receipt delivery on the main is letter. All of the receipt deliveries for the gifts have to be letter. This is to ensure that a donor is not receiving a tax receipt in two different formats. It’s also ensuring that the receipt numbers are not being split across those two different delivery methods. Which can sometimes then cause the receipt total to be incorrect. So again, our goal is to validate that receipt delivery on the main page and receipt delivery at the gift level match each other. We’re going to use the cross tabulation report to run this report. So again, we go to reports in the navigation bar, select Report Center, our third option from the top, and because you would have recently ran the cross tabulation report, it should be one of the first reports that you’ll see at the top of the report, center cross tabulation report.

Alrighty. Again, what we’re going to do is go to the left of the screen where the options and filters, otherwise known as sidebar filter, is set, and we are going to work our way from the top to the bottom, starting with the date range. We’re going to remove the date range filter, because we will build this in our selection filter, the two drop down fields, field along the left and field along the top are our two data entry values that we’re looking to clean up. The field along the left is going to be receipt, delivery, parentheses, DP, dot, receipt, underscore, delivery. So this is the donors receipt delivery preference on the main page of the donor profile, the second drop down field along the top, our field is going to be receipt delivery pref, dot, dash, gift in parentheses, BP, gift, dot, receipt, underscore, delivery, underscore, G, this Is the receipt, delivery preference at the gift level. Moving, down to the Filters section, we will hit the eraser icon clear values to remove all other filters from the sidebar. If a selection filter is applied, we will click the X to remove that selection filter, because we are going to apply a very specific filter for end of year receiving. Once your selection filter is removed, you will click, Selection Filter apply. That’ll open up your selection filter library. You will go into your folder end of year receipt filters, and you will select the processing consolidated filter. This is the filter that you will use for all reports moving forward. Processing consolidated is the filter you will use for all reports moving forward. Now, just like pre processing one consolidated you will need to edit this filter to edit the date range so that it aligns with the previous calendar year. So the part of the filter that says BP gift date is between and there should be a January 1 date and a December 31 date. You will always have to click into this part of the filter with your mouse and keyboard and update the year to be the previous calendar year. This filter is very similar to pre processing one consolidated because we’re looking for gifts between the beginning of last calendar year and the end of last calendar year. We’re looking for donations where a receipt number has not been issued. Now what we’re adding on is that we are only reviewing donations that we’ve marked as consolidated so this will remove all donations that are individual receipts. We only are reviewing consolidated gifts, and we’re only reviewing consolidated gifts if they are marked with the acknowledgement preference of acknowledge and receipt. So this is why we run that cross tabulation report for acknowledgement preference and receiving preference. First is so that subsequent data cleanup reports will only look at the donations that we know are getting a consolidated. Receipt. So we’re going to take this filter and click Done to apply the filter. Ah, I do have permission to apply that filter. Hold on. 

okay, excuse that slight delay. I got kicked out of my system. So I’ve taken us back to where we were. We are working on applying the processing consolidated filter to our second cross tabulation report. Again, the goal of the second cross tabulation report is to validate that the receipting preference on the main page and the receipting preference at the gift level are a match. So we will take this processing consolidated filter and click Done to apply it to my report, and then click Run Report to review the results. And what the system will do is, on the left of the report, these are all of the receiving preferences that are set on the main page, and along the top are all of the receiving preferences that are set at the gift level. So just like the first cross tabulation report, I’m going to go through and make sure that if someone is email on the main page, that all of their gifts are in the email segment. If they are letter on the main page, I want to make sure that they are in the letter segment, which is actually letter and letter, alrighty. So what I’m going to do, real quick is show you how to clean this up. I do have one group of donors. This one gift is, do not deliver at the gift level. So this one donation is, do not deliver at the gift level, but letter on the main page. So what I’m going to do is click into that one to drill down, I can right click on the Gift Amount and open a link in a new tab to edit the gift.

And I’m going to mark the receipt delivery instead of do not deliver letter because that matches what is on the donor’s main page. And then hit safe, this is missing a solicitation code. Let’s mark this monthly so so when I go back into the sidebar report, what we will see is that this one donation is going to move from the do not deliver column to the letter and letter column. So when I hit Run Report, we’re going to see that that donation has now moved. I can do the same thing with these donors that are marked email and letter. I can drill down into the details I’m this is Tim McQueen. I’m going to edit his gift by opening a link in a new tab.

So at the gift level, he is set to get a receipt delivery of email. If I look at his main data entry table, I can see that he is set to get a receipt delivery of email and letter. I would recommend picking one delivery method, because with email and letter, you will have to take your donors through the receipt process twice. I would recommend choosing just email or letter, and by saving that change on the main page and coming back to the sidebar and re running the report, it’s going to again adjust the report, so I now have 12 donations where the donor is email and email on the main page. So these people. Are good to go. I have one donation where the donor is letter and letter on the main and gift. So what I’m now going to highlight in purple are the gifts that I have to continue to edit, because these donations have a misalignment between their main receipt delivery preference and their gift receipt delivery preference. So what I’m going to do, rather than drilling down into here and showing you how to edit each one of these one by one. I’m going to take a quick pause edit these gifts, because at this point, I hope that we are taking away that you can right click on the Gift Amount and edit the donor or gift record.

We’re going to take a quick pause, and when we come back, this will be cleaned up, alrighty. So again, as a review, what I did is drilled down into all of the segments and cleaned up my data by right clicking on the Gift Amount and either editing the receipt delivery at the gift level or editing the receipt delivery at the main page. The end result, where you want is that all of my donors who want an email receipt are now email on the main page and email at the gift. So I have 23 gifts in this row, in red, in orange, all of my letter receipt donors are letter on the main and letter at the gift level. What you really want to see are these zeros on the diagonal. This means that there are no donations where the donor has email on the main and letter on the gift, or letter on the main but email at the gift. So again, this end result was to allow us to make sure that the receipt delivery on the main page and the receipt delivery at the gift level are aligned with each other. And this is the completion of the second cross tabulation report for the majority of you, 99% of you, this is the final data cleanup report that you are going to run. Now there is a optional third cross tabulation report that you can run. The only reason you will need to run the third and optional cross tabulation report is if you want to send your consolidated receipt donors different Thank you. Templates. So if you choose to send your consolidated donors different messages, maybe your monthly donors who support program a get one letter, and your monthly donors who support program B get a different letter. That is the only case where you will run this third cross tabulation report. If you do not do that, this second report is where you will stop your data cleanup process for those of you that need to run the third optional report, what you will change in the sidebar is the field Along the top will change from receipt, delivery, preference, to the field, thank you, letter or receipt. Letter, parentheses, DP, gift, dot, thank you. Underscore, letter, underscore number. You will keep the processing consolidated, filter and run your report. The goal of running this third report is that if you do have more than one template that you’re using to acknowledge your donors in the columns of the report, you will be able to actually see which thank you letter is assigned to each donor. So the goal of this report would be to drill down into these columns and update the thank you letter field on the gift screen to reflect, does the donor get the 99 consolidated receipt letter, or do they get the 99 consolidated English letter or the 99 consolidated French letter? If you are sending all donors the same exact. Letter. This step is not required, because we get to just select the letter during the receipt process. If you are sending different letters for different donors based off of their language, based off of just why they give, you would click again into the drill down right click on the gift amount to open a link in a new tab, come down to the thank you letter field and select which of your thank you letter codes you’re going to send to this person.

So that is the optional third data entry cleanup report where we are validating the assigned thank you letter code, which, again, is the optional report that will only be used, typically if you have different languages for your letters, or if you are going to be sending different messages to different donors. And this completes the data cleanup part or prep part of our consolidated receipt process. Going to click home, and the next thing that I’m going to walk you guys through is, how do we update your email and letter templates? So we’ve cleaned up the data, which is only half of the process. The next part of the process is, each year that you do consolidated receipts, you have to review your emails and your letter templates to make sure that the calendar year on the tax receipt is updated as well as to validate that if you need to adjust any messaging in the email and the letter that That that is up to date and current as well. So step number two of the consolidated receipt process is to update your email and letter templates. Let’s start with updating your email templates. For your email templates to update them, for Consolidated receipts, in the navigation bar, you will select the mailings icon that looks like an envelope and select the second option from the top email templates. Once you are in your email template library. You’re going to look in the second column template name to locate your template that is called 99 consolidated receipt.

You’ll click on the pencil icon next to the template in the first column to edit the template so and there are two components that we’re going to edit. We’re going to edit the email template, what we say to the donor, and you’re going to update the PDF attachment, which is the actual tax receipt for the email template, the main things you want to review are your reply to email, who people will reply to if they have questions, you’ll want to add a BCC so you Get a copy of all of these consolidated receipts. 

And then down in the message body, you’re going to review the actual text on your email. You’re going to make sure if you see the year 2021, that we update that to be your current calendar year. If you want to insert the merge fields for things like the consolidated total gift amount, what the donor gave total in the year, you can insert a merge field and search for the word functions in the functions drop down. These are all of the consolidated receipt fields that you could potentially merge into your email. The other thing that you can merge in is what is called the consolidated gift list. This is an email a way for you to actually pick out details about the gift and include them in a grid like what you see. Here, I would say, if you need help inserting this grid and updating it so that it can pull in the date of the gift, the solicitation and the gift amount, please reach out to our support team, and they’ll be able to assist you. Once you’ve made your changes, you can save the template. And then the next thing that we’re going to edit along the top is the PDF attachment. This is the actual tax receipt that the donor will receive. The main thing that you want to review here is going to be the date of donation received. This will have to be updated each year to be whatever the previous calendar year is. However, this is also a good time to review any information related to your organization name and charitable registration number, as well as an opportunity to validate this signature on the tax receipt is correct as well. Then we can save the template, and that is how we can update your email receipt template. Now for your letter receipt templates, those will be updated by going to the Settings icon in the top right corner and selecting Mail Merge templates from the drop down list.

When you’re in the mail merge template, you’re going to locate your 99 consolidated receipt template, which will most likely be in a folder called receipt. I’m going to look for my 99 consolidated receipt template, which is seemingly not in my system. Alrighty, so what we’re going to do is we’re going to locate your template that is called 99 consolidated receipt this should be in your system as part of your onboarding, all new users will receive a 99 consolidated receipt template. However, if you cannot find this template in your system, you can go to the Help icon and go into our knowledge base and look up the words receipt template, and that’ll take you to a knowledge base article where you can download a templated version, add in your own logo and information and upload it for use, assuming that your template is already in the system, what we will do is click on the downward arrow to download this template to a Word document, because, again, our goal is that we want to review the text and update it for the current year.

And what you will do is you review, will review the text of your letter to make sure that if you need to make any changes to what the letter says, you can update that on the tax receipt portion you’re going to come into the date of donation year and update that to be the current calendar year or the previous calendar year. I mean, that is it. The only changes to the letter is going to be on the tax receipt portion, updating the date of donation received, and the message body updating any text and verbiage to reflect how you want to thank your donors. In the current year, we’re going to click Save to save the changes we’re and then to update what is in DonorPerfect, you will click on the pencil icon to edit your 99 consolidated template. Click on the Change Icon in the pop up. Though.

And then you’re going to choose your updated document from your desktop, double click to select. And then in the pop up window, click Update. This will update the template in DonorPerfect with your updated version. And that is how you update both your letter and your email templates for the receiving process. And the next step we’re going to move into, how do we issue the charitable receipt? So we’re going to click on the home page, because I always like to start everything from home. Now that we’ve completed the data cleanup reports and we’ve updated your letter and email templates, our final step is to issue or generate your charitable receipt. So in this last part, we will walk you through the process of how to generate your email and letter receipts. For consolidated receipts, all receipts must be issued through the batch receiving tool, which is located in the navigation bar. And under the receipt icon, we’ll click on the receipts icon, and this will open up the ability for you to do your batch of receipts. Now, if you’ve ever done individual receipts through batch receiving, it’s a very similar process for Consolidated receiving. If this is the first time you’ve been in the batch receiving tool, no worries, I’m going to break it down for you. So for batch receding, what you want to do is follow the bolded header text, and this will help guide you through your process. Step number one is we will review our receipt filter option. We are going to leave email and letter selected so we can do both email and letter charitable receipts. You do not click on annual consolidated email. This is for United States clients, so this has no bearing for Canadian clients looking to do consolidated receipts. So the only thing that we are checking off are email and letter. Then we’re going to select, show more options to apply a few additional filters under receding preference, we’re going to select consolidated, transaction type will be all transactions.

We are going to uncheck current batch and click the check box Include already processed gifts, which allows us to receipt donation that we may have batched but not receipted. And the last step is going to be applying a selection filter. When we click apply, we’re going to use our processing consolidated filter in the end of receipt filter folder, you will select your filter, processing consolidated so as a review under receipt filter options, your selections are email and Letter, to issue both email and letter, tax receipts, all transactions under transaction type, to ensure that we can receive all donations received under receiving preference, we will choose consolidated to say we only want to do consolidated donations. Selected date range will be unchecked. Current batch will be unchecked. Include already processed gifts will be checked and you will have applied the filter processing consolidated. Once these selections are selected under receipt filter options, you are then ready to move down to generating your receipt.

To generate the receipts, you’ll scroll all the way down to the bottom of the screen and under the bolded text, receipt and acknowledgement options, you will click the button generate receipts which looks like a piece of paper with a plus sign on it. This is going to take all of the donations that meet your filter criteria and allow us to receipt those donations. So. We’re going to start with our email receipts. It’s going to tell us that for email receipts, we’re going to be receiving 23 donations from two unique donors.

To generate the receipts, you’ll scroll all the way down to the bottom of the screen and under the bolded text, receipt and acknowledgement options, you will click the button generate receipts which looks like a piece of paper with a plus sign on it. This is going to take all of the donations that meet your filter criteria and allow us to receipt those donations. So. We’re going to start with our email receipts. It’s going to tell us that for email receipts, we’re going to be receiving 23 donations from two unique donors.

What I’ll do under email templates is select my 99 consolidated receipt template, then I can hit next preview email receipts, and this will allow me to preview my email receipts before they go out to the donor.

So I can confirm Fran is getting a receipt for $60 here are all of her monthly gifts adding up to $60 at the very bottom, I can see that her tax receipt is for $60 as well. When you look at the preview of the tax receipt, if you do not see a receipt number listed here, that is by design, the receipt number and receipt date do not get issued till you click Next send email receipts if you have more than one donor who’s getting an email, you can use the chevrons at the bottom to preview all of your receipts. When you are happy with the final product, you can click Next send email receipts, and this will allow you to then click Send Email receipts now, which will then allow you to move into your letter receipts. So for letter receipts, because everybody is getting the exact same letter, you’ll see them listed under the all in one option. Before you go and generate your receipt, please make sure that your export template drop down is set to one consolidated receipt. This ensures that the merge fields that are in the letter template get merged with data from your database. If you do not have a one consolidated receipt export template, please do reach out to the support team, and they can help you get this template in your system. One once you validate that the export template is one consolidated receipt, right below that, you will click on the instant merge button. Right below export template, you will click on the instant merge button that opens up your Letter Template Library where you can choose your 99 consolidated receipt template, because you’ve got 99 problems, but receipts are not one.

We will use the data from DonorPerfect and click merge so and what that will do is it will download you a single word document that will have all of your consolidated receipt templates in them. So there is Sarah Lalonde, and she’s probably going to tell me I said her last name wrong. I’m sorry, Sarah, here’s her receipt number, and she was receipt, it for $600 and then I can move down to my next donor. There’s an and she was receipted for $72 so then you can print out those letters and send them to your donors, and now you can click done and do a little happy dance, because your receipt process is complete.

Okay, so to recap what we went over today, and to also give you a few helpful tips before you start this process on your own, we recommend always issuing your individual receipts before you start your consolidated process. This is to ensure that those individual receipts do not appear in the first data cleanup report, so it gives you less data that you have to review and sift through. So. You use the cross tabulation reports as part of the data cleanup process to validate that all of the key gift entry fields have been assigned correctly. Report Number one is to validate that all donors have an acknowledgement preference of acknowledge and receipt and a receiving preference of consolidated report number two is to validate that the receipt delivery on the main and on the gift match each other. Now I did talk up throughout the webinar about clicking into the numbers and drilling down and manually editing the donation. If you find that your drill down numbers that need to be updated are a significantly large amount and you feel like it’ll take you too much time to edit those donations one by one, you can reach out to our support team and have them help you use what’s called a global update, which will allow you to edit a large number of gifts using a few simple clicks, the port will not do the global update for you, but what they will do is give you the steps to do the global update. And then lastly, please make sure that you review your email and letter template to make sure that the year on the receipt has been updated, and that if there’s any references to the year in the thank you text that those are also updated as well. I want to thank you guys so much for taking your time out of your day to watch this webinar. I hope that this is really helpful for you, in terms of helping you feel empowered to do your consolidated receipts on your own. But as always, if you do need any assistance, if there’s anything that you feel unsure about or unclear about, feel free to take advantage of our support team for assistance. They are always there to help you to make sure that you can get these receipts out in a timely manner. Thank you, and I hope you have a great rest of your day.