Income Manager Enterprise E-Receipting

Transcription

1 Income Manager Enterprise E-Receipting E-Receipting Page 1

2 E-Receipting In version 6.27a of Income Manager Enterprise it is now possible to receipts to constituents. Please be advised that this functionality will only work if you have Microsoft Word 2010 and higher. In addition you may have to temporarily disable your anti virus access protection in order to use the Mail blast utility. Please contact your IT representative for details in this matter. E-Receipting will only work if: your receipt templates are stored on your local drive the receipt template file name cannot have any spaces E-Receipting Page 2

3 E-Receipt Set Up You can choose to edit your existing Receipt Names or you can create Receipt Names to use just for E-Receipting, the choice is yours. If you choose to use your existing Receipt names, the only thing you need to do is to populate the Message Subject and the Message Body fields in the Receipt Name with the content you want in the being sent to your donors. The resulting PDF attached to the will be the same as the template attached to the existing Receipt Name. If you choose to create a new Receipt Name follow the same steps for creating Receipt Names just remember to populate the Message Subject and the Message Body fields. If you want the first name of the donor to appear, please note that the filed name is case sensitive, you must enter it exactly as follows: ((FirstName)) E-Receipting Page 3

4 E-Receipting Processing 1. Go to Communications 2. Click on the Receipts Link. 3. Select the Receipt Name for the receipts you want to process. In our example we are processing the CRA-Donations General receipts. 4. Click the Issue Receipts link on the navigation pane. 5. Select the CRA-Donations General from the drop down list in Gift Templates. 6. Start Date: enter appropriate date 7. End Date: enter appropriate date There is an additional button on the Issue Receipts screen. If you were to click it an empty datasheet would appear. In order to populate this datasheet: 8. Click on the Select Receipts to be Printed button. E-Receipting Page 4

5 A datasheet listing all the receipts waiting to be issued appears. This datasheet also contains the field. You can process your e-receipts separately from receipts you intend to mail. In this example we will process the e-receipts first. So uncheck the Enabled Gift Receipt box for all entries that do not have an . E-Receipting Page 5

6 Once you close the datasheet the Issue Receipts button appears. 9. Click on Issue Receipts and answer yes when asked, Do you want to issue the Receipts? This will do two things, it will launch mail merge and it will assign receipt numbers to the transactions. 10. Click on Select Receipts to be ed. This will open another datasheet, listing the receipts that will be ed. E-Receipting Page 6

7 11. Close the datasheet. At this point the Receipts button will appear on the screen. 12. Click on Receipts. This launches Blast. If Blast has not been configured please refer to page 8 in this document for details. 13. Click on the button Check Message. 14. Enter your password and click on Send to Self. Check your to see if you received the If you want to be copied on the s being sent put a check mark in CC Receipts, then click on Blast Receipts. E-Receipting Page 7

8 A progress bar will appear and a count will appear showing the number of s being sent and the total amount being sent. In the example shown, it tells me 2/2 were processed, 0 s sent and 2 s not sent. In your case you should see 2 sent. Close Blast. To process the remaining receipts for mailing, just click on the Select Receipts to be Printed and follow normal receipting procedures. Additional Resources Click here to see a video on how to set up your Receipt Templates for E-Receipts. Click here to see a video on how to process your E-Receipts. E-Receipting Page 8

9 Configuring Blast From Enter the address you wish to send your from. Your organization may have more than one address; choose the one you want. From Name: This will show the recipient who sent the . SMTP Server: This is the address that your account uses to find your server to deliver your s. Port: Specific to your system. Delay (Seconds): Specifies the interval between s. An interval of 3 to 5 seconds is recommended to prevent your from being flagged as spam. Account Name: This is the account you use to connect with your server. Password: This is the password you use to connect with your server. It is NOT saved, so you have to re-enter it for each usage. This is to provide you with some security over who is authorized to use Blast. Subject: This gets pull from the Message Subject of the Receipt Name you are processing. SSL: (Secure Socket Layer) May or may not be required. CC: If this box is checked you will be copied on all the s being sent out. If you do not know any of the information, contact your ISP or IT professional. E-Receipting Page 9

10 Address Errors Blast will scan all the addresses and check that they are in the correct format. An BlastError.txt file will be created so you can review any errors in the original data file. These s will not be sent. Blast does NOT check to see if addresses (in the correct format) are valid. Bounce Backs You will receive, almost immediately, Bounce Backs from invalid addresses. Consider copying them into a separate folder and then reviewing what you have saved against data in each constituent record and deleting the address as it is no longer valid. Keeping up with ever-changing addresses is a difficult task, but if you wish to communicate with constituents by , asking them to keep you informed of changes is important. You may wish to consider an annual letter send by post with an update of information request included to confirm the address you have in your record. E-Receipting Page 10