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Bulk send mark

hello everyone it's elsie here from the customer care team and today we're looking at the bulk receiving tool which you can find in the fundraising section of keela under this brand new tab here called receipts so as soon as you navigate here you'll see that there are three different sections of the receipts tab here we've got unreceived transactions approved transactions and receipt groups so when it comes to receipt compliance it's really important to ensure that we've crossed all of your t's and we've dotted your eyes and everything's been checked so we've designed this bulk receipting tool in a way that will do that check process for you it's sort of built into it and that's where these three stages come into play so each one of them represents a step in that approval process and i'll go through each section in detail let's start with unreceived transactions that's the first step so here you'll be able to approve donation transactions for bulk receipts and you can also ignore those that aren't eligible so you can choose from either your current fiscal year or the previous fiscal year it's completely up to you i'm going to stick with current fiscal year which is the year that i'm in now so if you're looking for example if you're logging your receipts in january for the previous year just make sure you switch to previous fiscal year but all my data in my test system is for the 2021 so i'm going to be looking at it like this so here you'll see a list of all transactions from the current fiscal year so from this year that have not received a receipt already or have not had a receipt created for them already they're unreceded so before you can issue bulk receipts for these donations you'll need to approve them you'll need to tell the keeler system that yep these are definitely eligible for a bulk receipt let's check them out let's move forward with that process so there are a couple of reasons why a donation might not be eligible so you might uh these ones you'll know off the top of your head or you'll be able to check with your uh accountant or tax professional um who'll know all these all the specifics that apply to you but some examples might be if goods and services were exchanged for the entire amount of the donation or if the donor doesn't have a mailing address in keela and that's something that's required on your receipts i know that for canada a mailing address is required by the cra to be put on receipts so that could be a reason if you know that you've already issued a receipt for it uh somewhere else whether it's in killer or without it obviously you can't issue more than one receipt for a donation so if you've already created a receipt for a donation it won't appear on this list because you want to make sure that you don't accidentally issue multiple receipts so if you do want to include a donation in the bulk receipting process that's already had a receipt issued for it you can cancel that receipt and reissue a new one here so those are just some examples off the top of my head but definitely speak to your tax professional if you want to double check any of these okay so when you're in the unreceived transaction section you've got a search bar over here which you can use to search for a specific contact so i can look for wilmer up here and just remove it it'll automatically filter an unfilter speaking of filters you do have this filters button here you'll recognize it as being something that's scattered throughout the keyless system and here you can sort of apply any filters to the list which can help you kind of narrow the list down if you're wanting to do really specific checks so you can use that filter tool there over here we've got the selecting tick boxes that you can use to select one donation at a time or multiple donations and then here this black arrow you'll notice you'll also recognize from throughout keela if you click on this you can select all the donations on this page select all donations on all pages so select every single donation and you can also deselect all as well from there when you've selected a couple of donations you'll get this action button here where you can either approve these donations for a bulk receipt so move them to the next stage tick them off and say yes these can receive bulk receipts and you can also mark as ignored as well so you can remove them from this list completely uh the last sort of thing to be aware of in the structure of this is we have a preview button here that lets you preview uh sort of the receipt and the the sorry the donation and the receipt information that's on it so that's what the preview button there does and you can also sort the columns by date received and total amount so that's the basic structure of of the unreceived transaction screen and and this structure is repeated throughout all three of the screens all right now that we've kind of gotten an idea of how everything's looking let's get to actually using this screen i think that my advice for beginning the unreceded transactions process this step one is to start by first ignoring any donations in this list or removing any donations from this list that you know aren't eligible so that way you can just remove the ones that aren't there probably won't be many or it's more likely that you'll have less that need to be ignored from this screen and need to be approved so start there and then at the end you can just bulk approve all the receipts of course if you know straight off the bat that all of the donations in your list are eligible for a bulk receipt then fine you can skip this part the ignoring of of donations because you can just go straight ahead to the bulk approval process which i'll show after this but for those of you who know that there are a couple in here who shouldn't receive a receipt or shouldn't receive a bulk receipt this is sort of how you can work that out so i tend to use the search bar and the filters tool to do the heavy lifting for this part instead of going through every single transaction i sort of try to think of things that these donations that i want to ignore have in common and then using kela to narrow down the list so for example if you go to the filters tool here we've got all these different inbuilt built filters that you can narrow down your list by i recommend if you're not sure which one is going to work from you then just check the list of filters and this applies to anywhere in kela if you're sort of not sure what filters you need or what filters are there you can just come in and you can expand them and check each one and use some critical thinking to kind of decipher what that information is and how it's going to be useful for you so for example payment method could be a good one perhaps you know that any uh cash donations that are received uh already have had receipts issued for them you know at your fundraiser or at your event so you could filter by that and you could ignore all of the donations that are on that list so that's a really good one but there's a bunch of others just come in here and and take a look at all the little filters that are available and do some playing around i think you'll really find that's the best way to learn otherwise we've got training videos on how to use filters and some frequently requested filter articles that i'll show at the end of this that you can use to sort of find what everyone else is using in terms of filters so skip to the end if you want to check that out let's say in my scenario in my test organization i know that any donations that were received from a company aren't eligible for donations so that's just something specific with the way my organization works perhaps they receive goods and services in return if they're a company but i'm going to use that the fact that donations came from companies as a way to filter my list so i'm going to search for contact type here it is and i'm going to filter the list so that only contacts who have a contact type that contains any of and i'll just put companies so only those folks who have a contact type of company will remain brilliant so i've got two donations straight off the bat that i can ignore so i can either click on this drop down and select this page which will automatically select all the donations on this page which is really useful if you've got you know sort of 10 or i can just select them one by one so if you've got a bunch of donations on the page i recommend using the select this page option but either way i've got them selected the next step is to click on the actions button and mark these as ignored i want to remove them from the entire unreceded transactions list so that there's no danger of me accidentally approving them or anything like that i want to get them out of the way get them out of my hair and start kind of clean so i'll mark them as ignored then they'll be removed so if you come in here and just remove your filter everything's updated but we are sans two donations in here so that's sort of my first step another uh sort of criteria that i can use to ignore donations would be the amount so i can see here we've got a couple of contacts who have donations of two dollars or less and perhaps i don't want to issue a receipt for these folks maybe um they're not large enough to be eligible for a receipt if that's sort of your country's compliance rules it's up to you i just want to show you an example uh so if i click on filters what i can do is filter by the amount of the donation so i'll type them out and select total amount and i'm just going to go is between and i'll say is between one and two maybe or you could make it five dollars if you wanted it to be no donation receipts for five dollars or less uh let's try that filter there and so i'll be left with 38 unreceded transactions so 38 donations that match that criteria so maybe i just want to ignore them so i'll select all pages which selects every donation in the list across all pages and maybe i just want to mark them as ignored alrighty so now that i've removed any ineligible donations from my list let's get approving maybe uh since i'm new at this i might want to just start out by approving a couple of donations one by one so let's say i have a donor named wilma flintstone i'm going to search for wilma here and i'm really comfortable with wilmer's donations i know oh well she's my contact she's sort of i'm her go-to representative at this organization so i know that these are a good place for me to start so i can select these one by one i'm just going to select a few just like that so whenever you see a donation list you can you can click that little tick icon and it'll select it i'm going to click on the actions button and i'm going to approve them for a bulk receipt so it's just going to move them to the next section if i want i can select this page i can do the same for the rest and it'll just remove them onto that next section there once i'm done i can remove the search and i'm back to my list feeling good the first first sort of go at it has been successful okay so now that i've ignored every transaction that i need to i've tested this out with wilmer's donations i'm feeling really comfortable i can just go ahead and accept all so i'm going to select all pages which selects every transaction and just click approve for a bulk receipt we'll see what happens so five of my contacts need to be updated before their receipts can be generated click on preview to edit the contact so you can see that for about 400 of the transactions were approved automatically but it looks like i've just got five contacts here whose transactions are holding up the show so as per the error let's hover over here and click preview and we'll see what's going on so straight away i can see that there's missing required information so i can see that we're missing a receipt full address and my organization settings are from canada and mailing address is required by the cra here in canada as as a required field so if you find that you get the same error here most likely because of that so what i can do here is if i know the address off by heart so i can or off the bat i already know it i can edit receipt info from here let's say okay stone court save and so then the receipt info will be updated automatically and that specific uh transaction i was looking at will be automatically approved but i know i can just go through and select all of fred's uh actually it might be easier if i all of friends um donations now so i'll select all and i'll approve them so that's one uh sort of the first way that we do some checks for you automatically now perhaps i want to try mary poppins let's give mary poppins a go edit receipt info say andrews in texas we'll say in los angeles i doubt mary poppins has been to los angeles but now we've updated that and that transaction has been approved automatically but again i can just select these and approve them and they'll go through and then perhaps i don't have everybody else's address at the moment so i might not have scooby-doo's or harry potters so maybe i will just choose to either ignore them or i can leave them i can move on to the next step and keep these transactions in here maybe i can come back to the matter at a later step uh so let's jump into step two approved transactions so this is the next option in that drop down menu and you guessed it this is where all of those transactions that you've just approved are moved to next so now that you've approved your donations for a bulk receipt uh the approved transaction section over here is the place to be this is where the magic happens so from here we're going to be creating the receipts for multiple domain donate donors at once kind of creating a bulk receipt for them and from here you can either email them out automatically so just send create them and send them or if you know that um some folks need to receive these bulk receipts via mail here's where you can create them and then set up the process to download them so that you can print them out from your computer and again you'll see much of the same kind of functionality you can switch from current to previous year here you've got your search bar filters and all of the sort of selecting options here okay let's take a look so maybe i'm here and now i want to just see how it kind of works i just want to start with a single donor and work my way up from there so perhaps we looked at wilma flintstone last time maybe i want to look at fred this time so i can search for fred here it narrows down the list and i can select all of the donations on this page i want them all to be included in this bulk receipt that i'm going to be sending to fred next i click on actions and from here i can issue receipts from the selection so everything i've selected now will be included on that receipt um i can also mark as ignored from here as well so if there was someone you missed in the previous screen not to worry you can always mark as ignored from here so i'm issuing receipts from selection let's go with that so this little pop-up window will appear and here's where you're going to sort of be telling keela what sort of receipts you want to be creating and just setting out some customization to keep track of it so the first thing you'll see is receipt group name internal and as its name would suggest this is sort of an internal label that you can apply to the group of donations that you're bulk issuing receipts for so this will be really handy if you're doing a bunch of different receipts from a bunch of different people at one time it sort of helps you keep track of that maybe let your colleagues know which receipt group this is just sort of for internal tracking purposes so let's say for example i need my team members to know that i'm issuing receipts i'll say it's elsie's receipts today's a monday so we're doing it on monday delivery method for this there are a couple of different options you've got email so once i'm finished this process if i select email then the receipts that i've sort of produced will be automatically emailed to all of the donors so in this case it's only fred so a receipt will be emailed to fred i can also print and mail them which means that keela will create a folder of donations and donation thank you letters for you to download to your computer and then you can just print them from there they'll be in pdf format the last option is just none this is a pdf only so this option is for if you don't need thank you letters if you just need only the receipts perhaps for accounting purposes or keeping them on file if you need to keep just a copy of receipts in on file in your filing cabinet then you can just select this one and only the receipt will be produced so you won't get that thank you letter as well i'll show you what i mean once we produce the receipt you'll see the difference but in this case i want to email out this receipt to fred so i'm going to select email next is the receipt format for money transactions so for all of those dollar donations that we've received any kind of funds you can choose to have one receipt per donation or you can also choose to have a cumulative receipt produced per donor so i think this will be the most popular one the cumulative receipt because what this means is that all of these different transactions all of these donations from fred will be combined into a single receipt so a really good option for folks who've done multiple donations it keeps everything kind of nice and neat so the donation receipt will have the total amount that was donated the year and the different transaction ids for the donations so all of the information that you need to be compliant we only include the transaction ids for each individual donation because we need it for compliant receipts but also to keep everything nice and small we want it to be on a single page wherever we can so we don't want too much information on there we don't want to make you have to sort of print out or email out multiple pages where we can so cumulative receipt per donor that's the one you want if you're wanting to produce a single donation receipt from multiple donations the last one is receipt format for non-money transactions so in order to be compliant any transactions that aren't money so things like securities gift in kind donations those need to have a single receipt for them they can't be put into a cumulative receipt with money transactions so we've just got this option here to remind you of that uh that you only have the option of one receipt per donation for those kind of non-money transactions so we put it in here to keep a keep you compliant and b to remind you that that's the case just so you don't get a surprise when you have multiple donations receipts produced for different kinds all right moving on so everything's looking good we'll go next so now i just get a summary of everything so i can double check it all before i uh save it and confirm and send so recipients ready it lets us know how many people are included in that so of course it's just fred we've got the one here recipients missing information i'm going to go over that next so ignore that for the moment spoiler alert we'll get to that in the next scenario transactions is the number of donations that are included so i've only got eight for fred but really handy when you're looking at multiple donors because you'll be able to see how many people are included and this will probably be a higher number again a reminder of the group name you put and just all of the other details that you have on this okay everything's looking good i'm comfortable with that i'm going to click save so my receipt group is being processed i can continue working while i'm at it maybe i want to remove this search and continue on approving sending receipts but i want to show you where it went so fred's donations have been removed from this screen where did they go you guessed it they went to the last section of this tab the receipt groups so i'll jump in here and this is where that label that receipt groups label really comes into play because you can see here's elsie's receipts from monday that was sent 25th of january email delivery and they have been sent so because it was only one donor they've been sent out pretty quick but if you have a big long list this will say processing it might take a couple of minutes but usually it's sent within it within the next couple of minutes or it can be up to sort of half an hour depending on how many you've got but i'm going to jump in here and show you kind of how you can use this uh to keep track of stuff so let's click on it in here you can see all the transactions that were included the date that the donation was received the amount the receipt number of course the receipt number is the same for all of these because remember i chose cumulative receipt so i chose to only include one and they've been delivered so if you want you can also download all of these from here if you want to keep copies of these on your computer in pdf format you can download them from here we'll look at that a little bit uh in the next scenario so that's sort of what it looks like this is how you can keep track of it and if i go back i can see all of my other receipt groups i can see laura's been working on some a couple of weeks ago we've got the simpsons so it helps you kind of keep track of that so this time what i want to do is just send out multiple receipts at once for different donors so i'm just going to select all of the donations that are on this page so these 20 donations here again actions issue receipts from selection and i'm going to call this page 1 because i'm not very imaginative as you'll know from my other training videos page 1 email let's call it that again delivery method is email i want cumulative receipt per donor uh and i'm going to select next oh no three transactions do not have the required information to continue so i've got two options here i can look at these transactions see what's going on see what information is missing and potentially update it or i can just skip these and send to the remaining contacts so let's try adding the missing information first so straight away i can see that i've been taken to this little module i'll be able to update the missing information from here i can also see how many contacts there are and what number i'm up to so i'm looking at forrest gump who is one of three so since it's only three uh contacts i'm pretty happy to go through them right now but if you saw that it was a hundred or something like that then i recommend cancelling and going back because you might want to consider a different delivery method or perhaps updating these contacts in bulk because 100 contacts is going to be a lot to go through but i'll let you know that the information that is missing is an email address so what's happened here if i go back if ever i select the email delivery method and if there is a donor within that list of transactions that you've selected and they don't have an email address keela will let you know with this module so spoiler alert that's what's happening here so forrest i can see forest is missing an email address of course we can't email a receipt to forest if forest doesn't have an address so if you want you can just uh go back if you don't know if there's a hundred contacts and you don't want to go through each one or you're not sure if forrest what forrest gump's email address is you can always cancel and go back and then decide to skip these contacts and we'll send out the receipts for all of the other donors and these will just stay in your list so you can come back to them later as well it's up to you but i happen to have forrest's email address on hand so i'll paste it in there and we'll go next this time we've got king kong so let's try king kong in here and who's last rocky rocky balboa i'm sending out a receipt to adrian but i guess i'm missing rocky right we'll go next and then again just the same thing you have uh those the the summary here you can save it and it'll get sent so not everyone has an email address right and we want to make sure that you have uh all the tools you need to be able to print and mail out receipts to those folks so you can just chuck them into an envelope and then get them sent out so in this scenario if you have a bunch of contacts that you know who don't have an email address or prefer um to receive their receipts via mail i recommend using filters to sort of do the heavy work for that to to sort those contacts out and then you can create a receipt group especially for them as well to help with keeping track so let's look at filters i'm going to filter by primary email address and what i'm going to do is i'm going to change the filter logic to be is empty so i'm looking at those contacts where the primary email address field is empty let's take a look okay so i've got 38 transactions a couple of different contacts in here so these are my uh special snail mailers so i'll just select all pages so that's going to select all of the donations across multiple pages i'll make sure everyone's included we'll go actions issue receipts from selection call them my snail mailers and my special favorites we'll change that delivery method to print and mail and we'll go next uh-oh 11 transactions do not have the required information to continue so in that case if i take a look i can see that we're missing the full address so if you have uh if you do print out these donations you'll be able to use the receipt the mailing address that's on the receipt to put them into a windowed envelope and send them out so we let you know if you're missing a full full address but i don't know daffy duck's mailing address to be honest so i'm just going to cancel and i'm just going to skip and issue the receipts to the remaining contacts i'll come back to daffy later so i've got three recipients included and i've got one recipient missing information so that's that uh that bit of information we skipped before so daffy duck doesn't have the required information so we've only got 27 our transactions instead of that 38 that we started out with so i'll click save though that's brilliant i can come back and see how daffy duck has been left there so no matter what you can always come back later so at the end you might find that you've just got a list of donations that you can't either email out because you don't have a primary email address or you can't mail them out because you don't have a mailing address and you can always just come back to these later so i might do that i'll remove this filter get back to the approved transactions list and i just want to go check and see how my snail mailers is coming on so i can see it's still processing we're still compiling the receipts together but i can come in here and take a look at who was included we've got goofy sherlock holmes and once this is uh processed it'll uh come up with delivered here as the delivered status and i'll be able to download them all from here but while i'm waiting for that i'll pause this training video for you so you don't have to wait with me okay okay so this snail mailers group is done the uh status is receipted uh so we'll jump in here i can see that they've all been receded in that a receipt has been produced for them and i can download them all from here so let's take a look at that so it'll download as a zip file pop up down here i'll open it up wait for it to load on my computer and here it is so i've got the receipt and the receipt letter as well produced in here if i open up the letter you can see that the uh name and address is in here so you can just fold that up and pop it into a receipted envelope as a windowed envelope as well so you don't need to hand write the receipt addresses if you want sometimes folks like doing that and i think it can be a really nice personal touch so if you've only got a couple you can write them but it's good if you've got hundreds and hundreds of receipts to mail the message that appears on the receipt here is the same message that you set up in your organization settings i'll just show you the receipt itself so all of this information will show up in your organization settings as well you can adjust it there now one thing to note if i jump out of this is that you can find that in here so we'll jump into organization settings go to receipt and emails and here's where you can adjust that so you can change the log your logo the receipt details so all of the information that's sort of compliant i can be in here but the actual thank you letter itself is adjusted down here so let's jump in and edit it you can kind of add a smart code if you like to really personalize it so perhaps you would like to say dear first name or if you want to get really fancy you can say dear smart name and what this will do is it will kila will automatically check the contacts profile for a preferred name and if there isn't one there then they'll uh the system will choose first name so it goes prefer name first name and if there isn't one there at all it'll choose full name so this is a good option if you know that all of the contacts that you're sending the letter to have a name populated on their profile you can adjust it add as much information as you like to hear you can use these kind of customization font tools to make it look pretty check some images in there some links whatever you like and you can choose to have the printed letter and the email letter so the email thank you email to be the same or you can choose to change it as well so this will be the body of the email that you're sending and if you want you can have a different uh different sort of paragraph or thank you here for the printed letter it's up to you but i'm going to put it as being the same and we'll save it so that's where you can find that the last thing i want to show you is if i jump into receipt groups and i take a look at elsie's receipts from monday remember this was fred flynn stones i want to show you the cumulative receipt that we produce so if you chose for a cumulative receipt to be produced per donor which is when all of the donations are combined into one receipt here's how it'll look here so we'll load that up let's go to oh actually what i might do is download it so that you can see it a bit bigger here we go so you'll have the date that the receipt was issued the serial number uh the location issued so all of the information that we need for compliance including these transaction ids so we do need to have these on the receipt uh so that we can keep track of them it helps with our internal processes and make sure that we're compliant now the date received will be the year that the donations were received uh we just combine it to be the year to um to help keep this short and concise um of course if you're issuing donations from last year this will say 2020 and the total amount of gift as well so that's the total amount that your donor can perhaps claim uh and here's how here's what it'll look like the last thing i wanted to talk about was just some resources so where you can go if you have any questions um and of course the answer is always going to be the knowledge base so you can access it from anywhere in keela just by clicking on this little question mark icon and just navigating to the knowledge base from there you can always find the latest training videos for items throughout kela in the training video section here so if you're not sure what you're looking for you can always jump in here and review the training videos that we've got available that are sort of standalone and you can access them in here one that i recommend everyone check out is this how to use filters training video here i touched on filters in this training session but i think everyone can sort of benefit from checking out uh all the different ways that you can use filters whether it's for segments in fundraising or in reports they all work the same so this can be a really great way for you to gather the knowledge on how to use filters and then you can start making your own combinations up if i jump back to the knowledge base here you can also check out our filters article which is here we've got sort of how to use filters article here but also we've got a sort of compilation of frequently requested filters so if you're looking for contact reports or fundraising uh or any kind of donation reports you can always jump in here and check out what other folks have asked us in the past and we try to update these with those so you can sort of look and we've got contacts who donated within a certain time period but not another you can see the filters that you need to select for that they're all sort of listed in here so it'll show you what you need to search for and how you can adjust them to get what you're after jump back up and we'll head back in here so the next thing is the end of year and receding section that we have in kiela so in here you'll see um lots of different articles that we've created with some with training videos as well on how you can set up your end-of-year reporting or create fun fundraising reports or calculate kpis within kilo which can be a really cool thing to check out you can jump in here and you can see sort of all the different ways that you can use keela for your reporting to set targets for the year ahead and of course we've got our receipting tool section here so if you're not sure uh sort of what receipts you need to produce or when i recommend starting with our creating and sending receipts from kela section here because we've got all the different ways that you can send receipts and an example of uh sort of what scenario you would use that for so create a single receipt or multiple receipts for one donor at a time cumulative receipts if you've got a killer donation form set up and then of course the bulk outstanding receipts the one we're looking at today so this article will be updated once i finish this training video and of course if you ever have any questions that aren't covered in here you can always contact us at support uh so you can submit a request up here or you can do it through the keeler app or you can just email us at support keela.com we're always happy to answer any questions but we've got nearly every question we get via support we try and create an article for in here so you can always jump in and just search receipt and check out all the different articles that come up we've got frequently asked questions how to cancel and create receipts things like that all right everyone thanks for coming along enjoy the new tool