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Digital receipt generator for non-profit organizations

after installation there'll be a new app available from the menu in the top right called tax receipts so we could start by opening that up and there are three tabs in here opportunities or donations documents and tax receipts so the first two opportunities are donations and documents are standard salesforce tabs + tax receipts of course is a new custom tab specific to this app so we'll get started by uploading our logo and signature file into the documents tab when you go into documents there's this button new and you can choose a file from your PC to upload I've actually already gone ahead and uploaded my signature and logo files so I'll just open those up there's a button towards the bottom of the document add detail page called view file so we'll want to press view file for both the signature and a logo and once these are open we'll want to copy the portion of the URL that comes after calm so that portion starts off / servlet and I'll just copy all that so there's my logo URL I've just copied it to my clipboard and I'll go to the tax receipts tab and if I press new to create a new tax receipt that's when the tax receipt wizard starts before i can actually issue any tax receipts though i do need to to configure the settings so I'll press this go to Settings button at the very top of step 1 and i'll edit my settings and you can see there's a placeholder URL already populated for the logo but i'll just replace that with the text i copied out of my logo URL and i'll do the same thing for the signature copy everything that comes after calm and paste it into the signature URL while you're in here configuring the settings and you'll also need to enter your charity registration number I've just left 123 in here as a placeholder and you'll also want to populate an email body including a signature line and an email subject line if you are emailing your receipt to your contacts you'll want to leave the name as it is current please do not change the name from current the app will be looking for a setting named current and then you'll also need to update the next receipt number so that would usually be an increment of 1 over the last receipt you issued now that I've got this set up I'll hit save and that concludes the mandatory setup components for the tax receiving app next let's have a look at how to actually use the app to to generate tax receipts when you create a new donation or opportunity the tax receipt app comes with a new record type by default called receivable donation so you can choose that record type before creating a donation I've again actually already gone ahead and I have a receivable donation record type so I'll just open it up and there are a handful of fields on the receivable donation record type that you need to issue a tax receipt so the first one that you'll need to have populated is receivable amount which is usually the same as the donation amount unless there was a personal benefit associated with it receipt too could be an account or a contact and receipt q could be now or end of year you will also need to have a close date populated so we know what year the donation was made and the stage should be closed one or posted as long as the stage is is equal to one hundred percent probability and is of the type closed one it will suffice so again if you have custom stages posted processed that kind of thing it'll work just fine it's a few other fields here that are optional personal benefit amount of course you if there was a personal benefit you would enter it there and in receipt rationale if you have information about an appraisal for an in-kind donation or information about what the personal benefit about was you could enter it in here if you leave the receipt rationale blank and sales that if you leave receipt rationale blank the app will sum up all of a donor's opportunities or donations that have no receipt rationale and it can compress it into a single receipt so that's especially useful if you have donors who make several donations throughout the course of the year like monthly giving and by leaving receipt rationale blank you can generate a single tax receipt rather than multiple tax receipts if you leave receipt rationale blank the receipt rationale on the tax receipt will say cash contribution with no personal benefit so it is important if it's an in-kind donation or there is a personal benefit amount it is important that you do populate this receipt rationale and when you do populate the receipt rationale it'll appear on the tax receipt and and that means that one donation can only have one tax receipt it's one to one so probably most of your your gifts will be cash contributions with no personal benefit again just leave receipt rationale blank and that that donation will be summed into the tax receipt with other donations the donor may have made so once you've got a bunch of donations entered and you're ready to issue tax receipts again we'll just go back to the tax receipt tab impress new so step one is to create the records I have a listview here called receipt pending I can also get that list view out of the opportunities or donations tab you will see a receipt pending list view I would really strongly suggest you not delete or modify it as that list view is is what you see on this page here so I've got a list of my my pending receipts in this case there's there's just one donation that requires a receipt and up here at the top I can choose that the calendar year and whether i'm doing an immediate receding or end of year receding so by default it'll be this calendar year and immediate receding but if you got to year-end and you had a bunch of end of your receipts to to issue you would switch the scheduled for from immediate to end of your receding and you would want to move the move the year back by one now in my case I don't have any receipts I don't have any donations from from last year that are waiting for an end of your receipt so I'll just leave it at the default and if i press this button here create receipts create records you can see that that donation I had in the list gets cleared out and looking on the left-hand side here you can see there it is there is a new tax receipt receipt number one and that's just a record so the next step is to press the next button in the bottom right and from here we can create a PDF document for this receipt if you have another mail merge software you prefer to use and there's nothing preventing you from actually just using your mail merge your own mail merge in step 2 instead of this but I'll just press this button to create PDF you and in the last stage and we can if we want to email receipts we can only email receipts if the receipt was issued to a contact not an account a contact and that contact has an email address if you are going to use that email functionality it is really important that you do have a look through this list of pending pending receipts to make sure that there are no contacts who have multiple receipts in this queue it will send one email for each receipt so you do run the risk of sending duplicate emails to your donors if you don't if you don't let this as with the other list views this this pending email or letter list if I just jump into the tax receipts tab pending email or letter is again a list view right out of that tab so I recommend you not edit or modify or delete this list view as it is used during the wizard but you can see here I've got tax receipt number one issued to Murphy Inc if I wanted to send this off manually just open up the receipt and under notes and attachments you can see the PDF file open it up here and at this point I could download an email or print and mail this tax receipt off to the donor once you have sent the tax receipt to the donor on the receipt record just uncheck this this needs sending field and that'll just indicate that the receipt has been sent and it removes it from the queue so if i refresh my list view pending email or letter you can see that receipt is now sent off typically the process would end there once you've sent out a batch of receipts and you know that the process would be done in the case where you need to cancel or reissue a receipt you can just look up the record from from either the tax receipt tab or the the donors detail page and when you open up the tax receipt detail you see this button here manage receipt I'll just press that the canceled receipt button doesn't do very much it just Flags the receipt record to indicate that it's been cancelled and it won't modify the PDF for that you would need to download the PDF and modify it yourself or print it out right on it and scan it back in but it will mark the record to flag that the receipt has been cancelled replace receipt will take the donations associated with that receipt and the donor associated with that receipt and it'll just ritab you late so if you if you put in the wrong receivable amount on a donation and you could hit replace receipt and it would retaliate it an issue a new tax receipt with the correct amount on it if a donor's address changes and you need to update their contact information after updating the donors contact information pressing replace receipt will will add the new contact information that new address to the receipt so I haven't changed anything for this account Murphy Inc but just to demonstrate i'll press replace receipt and it it brings us back to step 2 that wizard where we create the PDF documents so they create pdfs and then in step 3 I could email this if it was to a contact with an email address i could just hit this button right here to send it off in this case I'm going to open up the new tax receipt number two you and here is here is the new receipt you can see in the comments section it says this replaces receipt number one before concluding I'll just point out to integrate the tax receipts with the rest of your Salesforce environment I can make a few suggestions right here first of all the fields receivable amount receipt to and receipt Q you can use workflow rules and field updates to automatically populate those fields and that'll save you having to manually enter that I would also suggest you add these fields to your existing opportunity or donation record types and page layouts so you don't have to use this generic receivable donation record type I would also recommend that you add the tax receipts tab add this tab to to the app that that you use whether it's nonprofit starter pack or a custom app I would recommend adding that tab to it finally the tetris each object of the tax receipts table should have some security around it it would be a good internal control if only the person issuing tax receipts whoever that is and had permissions to create update and delete tax receipts other people in your organization might have read-only access to the tax receipt object and but i would suggest making sure that only a very limited number of people have the ability to to modify the records that's it for today if you have any questions please reach out to me through my website I'd love to chat with you about how to integrate the tax receipts at with your CRM to to automate your acknowledgments and dr. Z process thanks so much bye