Receipts, Acknowledgements and RedArc Letter Box

Question

Is anyone using RedArc's Letter Box for gift Receipts while creating Gift Acknowledgements with a wholly separate process?

If so, how are you working around both the "Mail | Donor Acknowledgement Letter" (in DBV) AND Letter Box depending on the data in the "Acknowledged" field?

Don Burrhus · Answer

Thank you for the reply.

Yes, our Receipting (Tax purposes) and Gift Acknowledgements (warm, customized TYVMs) are done separately - and by different areas within Development.  The challenge is that Letter Box won't generate a Receipt if a gift has been marked as 'Acknowledged' and DBV's "Donor Acknowledgement Letter" Mail thing does the same.  We are looking for A) a work-around that doesn't involve a global change toggling the "Acknowledged" state back to "Not Acknowledged" OR, B) some other creative solution.

Yes, we totally understand RedArc wanting to have some failsafe to prevent duplication of Receipts.

Frankie Chow · Answer

Hi Don,

So in your process you create your receipts and acknowledgement letters separately? Letter Box uses the Acknowledgement status as a way to keep track of which gifts were acknowledged - once you mark a gift as acknowledged they would not be picked up again during the Bulk Letter run.

My recommendation would be to combine your receipt and acknowledgement together, but if you need to keep it separate you will have to run them as separate bulk letters - generate the receipts without marking them as acknowledged and then generate the acknowledgement letters.

I know RedArc is working on a way to bypass this fail safe (to avoid people accidentally acknowledging gifts multiple times) but there is no release date yet. Hope this helps.