OLX Receipts not being marked "Receipted" automatically in batch processing

Anna Zimmerman
Anna Zimmerman
Fifth Anniversary Kudos 2 Participant Facilitator 1
in Blackbaud Raiser's Edge NXT®: General Discussions
...is there a way to do this? They're all getting marked "Not Receipted" even though an eReceipt is generated and sent automatically. 


Halp! 
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Comments

  • Beth Green
    Beth Green
    Tenth Anniversary Name Dropper Participant Facilitator 1
    I was just thinking about this today, since due to COVID we will not be sending out our usual paper acknowledgments, so the ereceipt is the only thing they will receive.


    I believe we will have to add a default for  "Acknowledged" and add a date of posting in the batch for this to be automatic.  I know my batches all have "Not Acknowledged" as the default at this point. For those I have already processed, I will need to run them through mail to mark as acknowledged, or update the gift record manually.  


    Or in your case, have the default be "Receipted".
  • Anna Zimmerman
    Anna Zimmerman
    Fifth Anniversary Kudos 2 Participant Facilitator 1

    Beth Green:

    I was just thinking about this today, since due to COVID we will not be sending out our usual paper acknowledgments, so the ereceipt is the only thing they will receive.


    I believe we will have to add a default for  "Acknowledged" and add a date of posting in the batch for this to be automatic.  I know my batches all have "Not Acknowledged" as the default at this point. For those I have already processed, I will need to run them through mail to mark as acknowledged, or update the gift record manually.  


    Or in your case, have the default be "Receipted".

    Beth, how do I default that? Where?

  • Beth Green
    Beth Green
    Tenth Anniversary Name Dropper Participant Facilitator 1
    HI, Anna!  I don't know your specific process
    for batching OLX transactions, but I have a template I use for my
    bulk processing, and on the Option tab I choose that template so
    that all the fields I need are included when the gifts are moved
    into a batch.  It includes fields the online form doesn't
    have that I need (Letter code, Gift Code, Reference field, etc.),
    and I can have defaults for consistency.


    Even if you do not use a template, once your batch is created,
    you can open Gift Batch Setup, and on the field tab choose
    "Receipt", then make sure it is marked as "Receipted" before you
    post.  For me it is easier to have on template on the Default
    tab.  Just one less change to make!



    Here is a simple screen shot of the default tab.  Forgive
    me if I'm stating things you already know!  I thought it would
    be easier to give too much information, rather than too
    little.  Please feel free to email back if this doesnt' make
    sense! Hope this helps, and my best to you and your
    organization!










    Beth Green 









    Database Specialist - Development Office

    bGreen@LaurelSchool.org
    Direct: 216.455.3096
    Fax: 216.464.8997

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    One Lyman Circle

    Shaker Heights, OH 44122















  • Beth Green
    Beth Green
    Tenth Anniversary Name Dropper Participant Facilitator 1
    Here is the screenshot - hope it is helpful!
  • Karen Diener
    Karen Diener
    Tenth Anniversary Kudos 5 First Reply Name Dropper
    There is a difference between a receipt for taxes and the acknowledgement / confirmation email in Online Express.  There is in Raiser's Edge for that matter too, which is why gift records have a set of fields for Acknowledgement letters and a set for Receipts.


    I think the assignment of specific receipts to your gifts - when they are pulled into batch and into RE - is done using eReceipts, which is explained in this knowledgebase article.


    The difference seems to be that the eReceipt is pretty generic without the ability to customize, and most organizations want something that is friendlier.  If you wanted both, the donor would get two emails after their donation, which might be confusing.


    I hope that all makes sense!


    Karen
  • Beth Green
    Beth Green
    Tenth Anniversary Name Dropper Participant Facilitator 1
    Our system is set up to send an acknowledgement email that inlcudes an ereceipt link for OLX gifts. The ereceipt link is saved on the gift record (attribute).  But the gift is not automatically marked as Receipted or Acknowledged.  Normally I run my acknowledgements through Mail and the gift record is updated to "Acknowledged", but during this time when we are not sending out mailed acknowledgments, for my OLX gifts, I am going to change my template to the default "Acknowledged" .  Hopefully that clarifies my earlier post! :)

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