Recording a Donation and Sending an eReceipt

Recording a Donation and Sending an eReceipt

This tutorial shows how a donation is entered with the intent of sending an eReceipt. This shows how the eReceipt is created and how it is emailed.

Let's start with creating a donation record.

Kate George sent in a donation of $25.00. Kate is a longtime supporter of the ABC Foundation.

We opened the Receipt window from the main menu. It is the one with the little Gold Coins.

Upon clicking New we were ready to set up the gift.

We started by selecting the Campaign and entering the Receipt and Received Date.

There are exceptions to this rule but not in this case.

We checked to ensure the campaign was Charitable and the donation would be receipted. The Breakout code used for the donation needs to be identified as well. These fields all come from the campaign setup.

Next, we enter the Batch Number. Summer is a slow time so we use the end of the month for the Batch Number. We enter 20240831001

We select the donor using the binoculars by the Fundraising Number and select the Private option. Using the Last Name field we enter the value 'George' and, we find the donor already exists. Selecting their record populates the Fundraising Number. Note the eReceipt field is not Checked indicating this donor would like to receive eReceipts.

Add the Amount and hit the Tab key to populate the Breakout Amount and you are done.

Creating and Sending the eReceipt

Ensuring the Campaign is Ready for an eReceipt

We next check the Campaign we used to record the donation. For an eReceipt to be created the Profile of the Campaign must have the Email tab populated as shown above.

Creating the eReceipt

You will need the Batch Number to identify the record to be eReceipted.

Go to the Receipting menu option and select Process eReceipts.

Enter the Batch Number range to and from and click the Refresh Receipt List.

The donation entered will appear.

Select the donation and click the Create eReceipt button, found at the bottom of the window.

A message box will appear indicating you want to create an eReceipt. Click Yes or Okay.

The next box to appear will indicate the receipt has been created.

Sending the eReceipt

The final step is sending the eReceipt. Using the main Receipting menu, select Send eReceipt.

We split this window due to its size. Enter the Batch Number range to send. On the far right of the screen, you will see a Refresh List button. Click it to have the donation(s) appear.

The Status area may have messaging that needs fixing before you can continue. For example, if the donor does not have an email address or the Campaign does not have the email area completed.

These problems can be fixed. PressRefresh Receipt List again and the Status message should disappear.

Select the donation to be sent and click the Email button on the bottom right of the window.

A final confirmation will appear and an eMail has been sent to the donor with their receipt.