Year-end is typically a time for creating and issuing Consolidated Receipts. As a Causeview Administrator, you are able to run a job that will automatically create consolidated receipts for all transactions where the receipt type has been set to "Consolidated".
We've added a new Consolidated Receipt Interface that makes it easier for you to run the Consolidated Receipt Job but also allows you to specify the Transaction Date Range for Transactions to be included in the consolidated receipt, specify a minimum receipt-able amount, specify the parent transaction and specify a receipt date. The interface also allows you to preview consolidated receipts before they are created. The ability to review the data prior to creating receipts is valuable since we do not recommend deleting receipts after they have been created.
Please note: All transactions that have a receipt type of Consolidated will be a part of the job. If you do not wish certain transactions to be included please change their Receipt Type to 'No Receipt'.
To access the new Consolidated Receipt Interface in Lightning, go to the Salesforce App Launcher and enter "Consolidated" in the search box. It should return "Consolidated Receipting" as a result. Click on it.
In Classic, simply go to the list of All Tabs and you will find a tab (object) called "Consolidated Receipting". Click on it.
The Consolidated Receipt Interface will display on your screen. You can then specify the following:
- Consolidated Receipting Period - the date range of transactions to be included in the consolidated receipt. The default period is set for the previous calendar year.
- Minimum Receiptable Amount - Consolidated Receipts will only be created if the total Receiptable amount is greater than the minimum amount you specify. The default minimum receiptable amount is $0.00
- Parent Transaction - allows you to specify whether the Consolidated Receipt should be attached to the first or last transaction included in the consolidated receipt. By default, it will attach to the last transaction. IF you have more than one gift in a consolidated receipt the default gift amount will not match the total receipted amount. Please get in touch so we can discuss further.
- Receipt Date - allows you to set the receipt date for the consolidated receipts.
Click on Save after you've specified your settings.
Batch Size - Defaulted to 25 records per patch being processed. This should only be lowered if you encounter any errors related to 'Too many Query rows: 50001' when attempting to generate Consolidated Receipts.
Next, click on the Preview Tab and click on Create Preview Data. This will create temporary consolidated receipt records based on your settings.
Wait for the job status to say "Completed". This indicates whether the job has finished running and creating the temporary consolidated receipt records. Once finished, click on View Report to preview the consolidated receipts.
A report containing all of the temporary receipt records will open. You can click on the receipt numbers to preview the receipt records or click on the transaction numbers to see which transaction the consolidated receipt will be attached to for each constituent.
Please note that these receipt records are temporary and are used only for preview. No consolidated receipt records have actually been created at this point.
Once you've reviewed the data and would like to go ahead and create Consolidated Receipts, go to the Create Receipts Tab and click on Create Receipts.
Wait for the job status to say "Completed". This indicates that the job has finished running and the consolidated receipts have been created. Click on View Report to see the list of consolidated receipts that have been successfully created.
Once you've run the job to create consolidated receipts, the temporary receipt records used for previewing are then deleted and will no longer be visible.
Note this job will create Consolidated Receipt records. You can use Causeviews Consolidated Receipt Email Acknowledgment template to send an email however there may be hourly limits to how many can be sent from within Salesforce.
To send receipts via email or postal mail, you can use the data of these records with a 3rd party tool to bulk send and/or generate emails/ receipt PDFs for printing.