AustralianCatholicUniversity

Process Document

How to generate Receipts and Acknowledgement letters

© Australian Catholic University 2007

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Receipting and Acknowledging

NOTE: to run this process there must be at least one gift in the system that needs to be acknowledged.

After Committing a Gift Batch the following steps should be carried out in order to print the receipt and acknowledgement letters:

  1. Click on Mail
  1. Click on Receipts
  1. A receipt parameter file called Generate Receipt Numbers has been set up. Open this parameter file, and check the details on the General tab, including the receipt stack to be used. To ensure that there is a text prefix before the receipt number, the gift records need to have been created with a receipt stack specified. This should have been added as a batch default, and then the appropriate receipt stack should be selected on the General tab of the receipt parameter file.
  1. Click on the Preview button in the bottom right hand corner.
  1. You will be prompted to enter a batch number to receipt. Enter the correct Batch Number(s) for the gifts you want to receipt.
  1. When the Preview opens close it down, using the X in the top right hand corner of the screen.

  1. There is no need to print the preview screen, as receipt information will be included in the acknowledgement process.
  1. When you close the receipt preview you should see the following screen
  1. If you select Yes then all gifts in this run will be marked “Receipted” with a corresponding Receipt Number
  1. NOW BEGIN THE ACKNOWLEDGEMENT PROCESS
  1. A Donor Acknowledgement parameter file called Donor Acknowledgement Letters has been set up on the Mail Page. Open this file.
  1. Once you open the file follow the next set of steps if you need to change one of the form letters (IF NOT SKIP TO STEP 27)
  1. Click on Send to Word Merge Wizard

  1. Click Next

  1. When prompted by the Ask at Runtime Wizard, enter the operator Equals and the batch number of the gifts that you are acknowledging and click Finish

  1. When prompted to save the static constituent query, you can specify a name and a description for the query. This query can then be used to run labels for the constituents being acknowledged.

  1. Select NO toMark the Gifts As Acknowledged? You will mark them as acknowledged after the letters have been set up.
  1. The Data Will Continue to Export
  1. Select the Conditional Word Merge Option and Click Next

  1. Make sure you are basing the conditional document on the Letter Field and Click Next
  1. Double Click on the Letter that needs to be changed in the database, or click on New Document to add a new letter type to the Acknowledgement parameter.
  1. If this is a new document, specify the operator, value and document description. Click on the Edit Merge Document button to open the document in Microsoft Word.
  1. Once Word opens up, you will be able to edit the body of the Acknowledgement letter and receipt. To insert Raiser’s Edge fields simply click on the Insert Raiser’s Edge field drop down on the Word toolbar as shown below. The list displays all fields that were selected on the Fields to Include tab of the parameter file.
  1. Once you have completed editing the acknowledgement letter in Word, click on the Save and Return to RE7 button from the Word toolbar, and click OK on the Conditional Merge Document dialog box.
  1. Repeat this process for any other letters you wish to edit, and once done, hit the Finish button.
  1. You will be prompted to specify a file location to save the acknowledgement letters to so that they can be reviewed. Once the letters open up in Word, review them to ensure they produce what you would expect.
  1. Once you are ready to acknowledge the gifts, or IF THE FORM LETTER DOES NOT NEED TO BE CHANGED, Simply click the Merge Button in the bottom right hand corner of the mail parameter
  1. Pick a location to save the merged documents
  1. Specify the batch to run acknowledgements for.
  1. Save the static query.
  1. Make sure you mark the gifts as being acknowledged.
  1. The merged documents will open in Word for you to review, add any personal greetings, and then print.

If there is a need at any point to reprint an acknowledgement letter, it will be necessary to mark the associated gift as being Not Acknowledged. The Donor Acknowledgement Letter parameter file can be modified to include just one record, using the Include button on the General tab. Select the gift to acknowledge, and then click on the Merge button as before. Mark the gift as acknowledged when prompted and print the letter once it opens in Word.

© Australian Catholic University 2007

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