Gift Acknowledgments and Tax Receipts in Nonprofit

How Acknowledgment Generation Works

Acknowledgment generation uses templates and Salesforce DocGen to create personalized and accurate receipts.

Acknowledgment generation is powered by Salesforce DocGen and is formatted with templates that you customize for your organization. Select the filter criteria to include donations for when you conduct a batch generation of acknowledgments. When you generate single tax receipts, select the status and date range of the transaction. You can also update the acknowledgment status of the transaction record by generating the acknowledgment.

Generate a Single Donation Receipt

Create single, personalized donation receipts from the Account pages in the Fundraising Strategy or Donor Engagement apps.

1. From the Fundraising Strategy or Donor Engagement apps, go to Accounts.
2. Open the account and click Generate Document.
3. Enter a name for the document generation job.
   For example: Q1 Smith Receipt. The date and time is automatically appended to the file name.
4. In the Document Template field, select the template that you want to use for the acknowledgment.
   To see what the template that you selected looks like, click Preview.
5. Select the Start Date and End Date for the transaction date range.
   You must select at least one date.
6. If you want to include transaction status as a filter type, from the Transaction Status list, select the transaction status that you want to use as a filter.
7. To include acknowledgment status as a filter, from the Acknowledgment Status list, select the status of the acknowledgment.
   The number of transactions that match the criteria appears below the Transaction Status field.
8. To update the acknowledgment status of the Gift Transaction records, select Update the acknowledgment status of these gift transactions.
9. From the Acknowledgment Status list, select the status that you want to apply to this acknowledged transaction record.
10. Generate the receipt.
    The generation job begins. When it's complete, the Document Generation Query Result record opens.
11. From the Document Generation Query Result record, click the Related tab.
    The PDF file of your acknowledgment is available under Files.

Generate a Batch of Gift Acknowledgments

Quickly and easily create a batch of personalized gift acknowledgments from the Fundraising Operations app Home page.

1. From the Fundraising Operations app Home page, click Generate Document Batch.
2. Enter a name for the batch.
   For example: Q1 Donor Tax Receipts. The date and time is automatically appended to this file name.
3. In the Document Template field, search for and select the template that you want to apply to this batch.
   To see what the template that you selected looks like, click Preview.
4. To set the range for transactions that are included in this batch, select a start and end date.
5. Further filter the transactions to include by choosing an object, field, operator, and by entering a value.
   You can select any object that Gift Transaction has a look up to, as well as Gift Designation.
6. To further filter the number of transactions included in the batch, click Add Filter and repeat step 5.
   There's no limit on the number of rows of filter criteria that you can add.

   

   Note

   To exclude transactions that are already acknowledged, add this criteria: Gift Transaction Acknowledgment Status Not equals Sent.

7. After you select the criteria for the gift transactions to include, click Refresh or Update Matches in the info bar to see an updated count of transactions included in the batch.
8. To automatically update the acknowledgment status on the transactions included in the batch, select Update the Acknowledgment Status of these Gift Transactions.
9. From the Acknowledgment Status list, select the status to apply to the transactions acknowledged in the batch.
   If you update the acknowledgment status, the gift transactions will be updated after the DocGen job is completed.
10. To automatically update the tax receipt status of the transactions included in the batch, click Update the tax receipt status of these gift transactions.
11. From the Tax Receipt Status list, select the status to apply to the transactions in the batch.
12. To include data in the acknowledgment from a Gift Transaction custom field, select Include data from a Gift Transaction custom field.
    Select this checkbox if you have a custom tax-related field that you want to include in the acknowledgment.
13. From the Gift Transaction Field list, select the custom field.
    

    Note Before you generate the batch, make sure that this custom field is included in the template.
14. To get a report of all of the donors (and their details) included in this batch, click Generate a report with all donors included in this batch.
    Generating this report for the first time creates the Fundraising Acknowledged Donors custom report type which you can modify in Settings. Find this report in the Report Folder field under the Details tab on the Document Generation Query Result page. Use the report to print mailing addresses for your acknowledgment letters.
15. Generate the acknowledgment batch.
    The generation job begins. When it's complete, the Document Generation Query Result record opens.
16. From the Document Generation Query Result page, click the Related tab.
    The PDF file of your batch of donor acknowledgments is available under Files. Each donor acknowledgment is on a separate page of the PDF file.

Recent Gift Acknowledgment Batches

To review the results of all batches run in the past 7 days, open the Recent Batches tab.

The Recent Batches tab on the Generate Gift Acknowledgments page shows a table of all of the batches run during the past 7 days. It's a one-stop shop for auditing a week's worth of acknowledgment batches. The table includes:

• Status of each batch job

• Run date of each batch job

• Links to the DocGenerationQueryResult object

• Links to the document template that was used for each job

Data Types Excluded From Filter Criteria For Batch Acknowledgment Generation

Review the list of data types that you can't include in the criteria for a batch of acknowledgments.

You can't use these data types as filter criteria for batch acknowledgment generation.

• TextArea
• URL
• Percent
• MultiPicklist
• MasterRecord
• Location
• JunctionIdList
• EncryptedString
• DataCategoryGroupPreference
• Calculated
• AnyType
• Address