Email Receipting Guide
Contents
1. Attached please find the official receipt for your generous donation Sincerely Sebastian Montebuck Treasurer OFFICIAL RECEIPT 05 21 2010 d If desired you can enter additional text into the regenerated email receipt message by typing it into the Include Text field e Click the Send button to send the regenerated email receipt or the Close button to cancel sending the receipt If you sent the receipt you will see a message stating that it has been sent aoe Regenerate Receipt Message was sent successfully e 6 To regenerate a receipt as a printed letter a Select the receipt that you want to regenerate from the Results list b Under Receipt Options select Send Letter Receipt c Set the remaining Letter Receipt options See Generating Mail Merge Data Files for Letter Receipts on page 19 for details on these options d From the Export Template pull down choose the template you want to use for the mail merge data file This template defines which fields will be included in the file you export For details on export templates see Export Templates in the DonorPerfect Online User Manual e Click the Regenerate Receipt button You will be prompted to save the mail merge data file 7 When you are done regenerating receipts click the Cancel button to return to the Receipts screen September 2010 Page 282. Note Once this action has been submitted receipt numbers are assigned to each gift 4 Click the Save button go to the location where you want to save the file and then click Save The file is created and you can now use Wotd to customize the acknowledgement letters See Appendix C in the DonorPerfect Online User Manual for more information on mail merge functions 5 Repeat steps 1 4 until mail merge data files have been created for all TY types donorperfect 9 x AS DUX 7 9 Heme Search Receipts Mailings Reports Tasks Utilities Settings WebApps Help E Mail Pecaipes 0 gt E Mail Results gt Letter Receipts 0 Letter Receipt Criteria GanarateLetierRacsipts Dona Wa Letter Heceipts Rae Pending 6 Click the Done button to finish generating letter receipts and return to the Receipts page September 2010 Page 20 DonorPerfect Online Email Receipting Updating the Batch Number After you ve reviewed gifts and created acknowledgements receipts you need to update the batch number This ensures that each gift in the batch you processed is not reprocessed again at a later time and that each gift batch has a unique number gt To update the batch number 1 From the navigation bar click on the Receipts button 2 From the Receipt Acknowledgment Options section at the bottom of the screen select Update Batch No Update Batch No A message appears f 1 i po Warning S Are vau
3. DATES656 Your continued financial support makes our efforts possible Sincerely Sebastian Montebuck Treasurer ronnie Eli preview dee espan Words 21 Characters 151 4 The Message Body section is where you can enter the text that will appear in the body of the email message At the bottom of the screen you can select whether to format the body of the message as Rich HTML which allows you to format the text in a variety of ways using the toolbar at the top of the text field or as Plain Text which has no formatting 5 If desired you can also embed DonotPerfect Online fields in your email message Embedded fields have an appearance like V 9BIO AVAILABILITY DAY When the email is sent the embedded field will be replaced with the contents of that field in the current record See Embedding Fields in Email Templates on page 8 for details Fame Liew ai F 173 OFFICIAL RECEIPT Cim aud 6 The Official Receipt and PDF Attachment sections are used for email receipting When email receipting is activated two emails will be sent to each donot the standard email and a second email consisting of the following e The headings will be the same as for the first message except that Official Receipt will be appended to the Subject line e The text in the Official Receipt tab of the Email Template will form the body of the message September 2010 Page 7 DonorPerfect Online Email Receipting e The text in the
4. l cancel 3 Enter the search criteria for the receipt that you want to regenerate 4 Click the Search button The results of your search will appear below F i d i donor perfect Ou ww hl 4 9 testes Home Search Receipts Mailings Reports Tasks Uriliries Settings WebApes Help Regenerate Official Rec eipts Search Criteria Last Name Org IDe Sandstone Date Range 1 2009 EG First Fame Amuunt L Set Selection Filter Search Cancel Results Email Address Gift Date i o Sandstone Roger 16 j frogersandstone01i gmail com 01 25 2009 100 00 0 00 Membership Letter Receipt Options e Sond E Mail Receipt C Send Letter Recelpt Include Tribute Detall Include Flags ip abn rig Export to Excel CoV Include Pledge Bala for Pledge Payments Export Template Hogeneraie HBeoripl Cancel 5 To regenerate a receipt as an email receipt a Select the receipt that you want to regenerate from the Results list b Under Receipt Options select Send Email Receipt September 2010 Page 27 DonorPerfect Online Regenerating Receipts c Click the Regenerate Receipt button A preview of the receipt will appear m Regenerate Receipt E Mail Template Standard Acknowledgment Email To rogers andstoned ticeqmail com i CC From jacheson softenvare carn Subject Thank you for your generous donationi Include Text
5. you will need to start over again at the Receipts screen 3 If desired you can click on the Preview link for each TY and see a preview of what the emails that will be sent out will look like e To ragersandstonet ieimmail cam From jachesont sotternware com Subject Thank you for your generous donation Thank you for your generous donation of 123 00 given on 05 19 2010 Your continued financial support makes our efforts possible Sincerely Jonathan W Acheson September 2010 Page 16 DonorPerfect Online Email Receipting 4 Setthe following options for email receipts Include official If this option is checked a second email will be sent out along with receipt PDF the first This message will consist of the following e The headings will be the same as for the first message except that Official Receipt will be appended to the Subject line e Thetext in the Official Receipt tab of the Email Template will form the body of the message e The text in the PDF Attachment tab of the Email Template will be turned into a PDF and attached to the second email message Note Ifthe Email Template you select does not have the Official Reciept and PDF Attachment tabs filled in and this option is selected you will get an error when you try to generate email receipts Primary Email If this option is selected the primary email address for the donor will address only always be used to email the receipt Use secondary
6. Acknowledgments Reports e Create Acknowledgements Receipts automatically creates a data file to be merged into your acknowledgement letters See Generating an Acknowledgement Receipts Data File below for details e Download Accounting Data This button is used with the DonorPerfect Online Accounting Module Clicking the button transfers the current batch of accounting data to your accounting software See DPO Accounting Module Manual Download in the DonorPerfect Online User Manual for details Note This is a drillable report This means that clicking on any of the blue hyperlinked numbers will send you to another page that has an explanation and breakdown of that figure September 2010 Page 26 DonorPerfect Online Regenerating Receipts Regenerating Receipts If a receipt is lost or destroyed DonorPerfect Online can regenerate the gift receipt gt To regenerate a gift receipt 1 From the navigation bar click on the Receipts button 2 From the Receipt Acknowledgment Options section at the bottom of the screen click on the Regenerate Receipts button Regenerate Receipts The Regenerate Official Receipts screen appears Fat Tn i k R j ala Longo donorperfect B Ba Receipts M el C 4 Me SE 9 uitestthiree ailings Reports Tasks Utilities Home Se Regenerate Official Receipts Search Criteria Lasi Name Ory IDE Dale Rana Firs Wami moauni EJ Set Selection Filter Search
7. Email If this option is selected the donor s secondary email address if address set to any will be used to email the receipt for the selected mailing types receive the following If the user has no secondary email address the primary address will mailing type s be used 5 Click the Generate Email Receipts button A Processing message appears while DonorPerfect Online processes the email messages Once processing is finished the Email Results screen will appear see next section Just a moment September 2010 Page 17 DonorPerfect Online Email Receipting Viewing Email Results The Email Results screen displays the results of your attempt to generate email receipts e Ifthe system encountered problems with sending out some or all of your email receipts those records will be listed on the Missing Invalid Email tab donotperfect 213 7 BJ X 4 e rr Hier Search Receipts Mailings Reports Tasks Utilities Settings WebAops Help E Mail Receipts 2 gt E Mail Results gt Letter Receipts 5 E Mall Results Continue in Later Receipt freq arvind gen ad com irar Sending E Mail The lacab Datsaur amp Total Count carina io Later Raceipis e Those receipts that were sent out successfully are listed on the Sent tab Hier Search Receipts Mailings Reports Tasks Utilities Settings WebAops Help donotperfect 2 3 7 B X 4 9 rie E Mail Receipts 0 gt E Mail
8. Results gt Letter Receipts 5 E Mail Result Continues ta Later acaipte fradgarin l amp ugnmail onarn TETUR AI MESIGESESEY 0 BHRuRBrLOCUURRRNARLUIEEESARAEM 0 I E E eE eed eee Ok LEX Fred Gannnis1 Iradgann lggmal cam 3 20 2010 50 00 0 00 D7 Specal Event lsteb Gets aunties deszaurusiamal ecam 2 pem 50 00 tD DD 07 Spacal Event Standard Zurenermars 111 DrLeahZimmermarnbgrnasl com ae GeO id 150 00 0 00 Di Ackrowledgnnerit Email Standard Fa ger sandstona 1 amp ragersan amp stangu 10 gmail com nili L123 00 0 00 01 Ack wieeigmert Email Tatal Count 5 Grand Total 46 00 Grand Total Pledge Amount 4 Export To Excel Cerdnue io Later Receipts Once you have finished with this screen click the Continue to Letter Receipts button to go to the Letter Receipts screen Important If you are processing email receipts for gifts that have been marked for Email and Letter receipts you must generate both the email receipt and the mail merge data file for the letter receipt before the receipt number will be assigned to the gift records Generating just the email receipts and returning to the Receipts page will not complete the receipting process September 2010 Page 18 DonorPerfect Online Email Receipting Generating Mail Merge Data Files for Letter Receipts The Letter Receipts screen appears when you have gifts in your system
9. optional Accounting Module it also has a line for Accounting Code donorperfect Pan 1 ae Lopai Home Search d r Acfues ri pf Receipts Mailings Reports Tasks Utilities Settings Applinks Help GL Summary Listing Accounting GL Code cade GL Description Donors Gift Subtotal Pledge Subtotal bif Building Eund LN Unrated Grind Totals September 2010 144500 13 44 DIO 875 36 100 09 400 00 amp 1 3 FW 0 00 0 00 ga ot 0 00 Page 22 DonorPerfect Online Receipts and Acknowledgments Reports e The GL Detail Listing is similar to the GL Summary Listing except that it lists the individual gifts for each General Ledger code Home Search Receipts Mailings Reports Tasks Utilities Settings Applinks Help donor perfect RaP jda E 7 0 errem Download Accounting Cata CL Detail Listing For 3 5 2009 to 6 11 3009 iL Gilt Pledge 10238 100 00 000 i Zitisrerieriman Leah 111 nari0 2008 100 00 0 00 onma Jason 72 08 07 2000 0 00 i r rile 08 07 2009 0 00 oO Salakan Fongld 17 L B 7 mo 0 00 Bacon Kevin 69 08 07 2008 0 00 Beatie John E 121 n 03 05 20009 0 00 Beattie John R i12 03 05 2008 832 00 0 00 Accounting Cade Name Batch Receipt Date OL Type Tre Ref L Building Fund BF il Pheakge i l Amount DE Name Batch Recelpt amp Date 10232 100 00 n n n D Solakirn Eonmald 17 D cun 7 r20059 Tatal 100 00 0 00 Acco
10. with Receipt Delivery settings that specify letter receipts This screen allows you to generate mail merge data files for those receipts 7 E 4 9 Ties Home Search Receipts Mailings Reports Tasks Utilities Settings Web Apps Help E Mail Receipts 0 gt E Mail Results gt Letter Receipts 7 Letter Receipt Criteria Done 07 Special Event 2 1O03 Auction Donation Thank You aE z All All In One Options Date to check seasonal addresses against 021 2010 How is an address selected for a donor Include Tribute Details C Include Flags in Mailmerge Export to Excel CSV Include Pledge Data for Pledge Payments Export Template Default Financial financial shared Instant Merge What s This Generate Letter Receipts Done gt To generate mail merge data files for letter receipts 1 From the list of TY types that appears at the top of the screen select the acknowledgement letter you want to generate mail merge data files for At the end of each letter listed you can see the number of gifts assigned to that letter 2 Setthe following options a In the Date to check seasonal addresses against field enter the date This date will determine which address for a donor is included in the file For details on seasonal addresses see Using the Addresses Screen in the DonorPerfect Online User Manual b If you want to include details on tributes that are associat
11. Email Receipting Guide DonorPerfect Online SofterWare Inc DonorPerfect Online September 2010 DonorPerfect Online Table of Contents Table of Contents INTRODUC HON entem M 3 Choosing Email and or Letter ReCeipting sccseeeeeeseceesseeeeeeeceeensnneeeeeseeeeesnnseeeeeseeeoeenees 3 WV ORKTOW ep 3 Regenerating Official Receipts 2 eere iere Cono nerd acus eaa u cu eed a vade eo da vede eus awe e Los b namie 3 EMAIL izezliuag itte 4 Setting UD EMail Hecelplihig iod adig a ene aene cei n egeo alee 4 Setting Up Email Templates 1o deiode dera dnta dio axe eco in a dx ndo cue EL tao xao vatesdnsadsvenckedonscsaceases 5 Creating a New Email Template idirin aai a nnne nnne nnn nnne nnn 5 Eding am Email TemipldiQ scdencdniniavt tenti uS C22 acus awUES Qut kun Patitaod uS avt da osten cud 2 ie trem Rovu e dust ue coz 11 Gopying am EMAIL Templale x e oigo qi e tee t tabes ugue ec cu outer tuo tta endet es visu punm co Penes ptu D USE a dea tuns 11 Deleting an Email Template ccccccccseseeccesseeecesseeceeseeeceaeeecseeeecseaseeeseaseeessageeessagseesseasss 11 Setting Receipting Preferences for Donors e eeeeeee eee eeeeeee rene nennen nnn nnn nnns 12 Setting Receipting Preferences when Entering Gifts eeee rece 12 Previewing Acknowledgments and Recei
12. PDF Attachment tab of the Email Template will be turned into a PDF and attached to the second email message 7 To exit the screen do one of the following e To exit the screen without saving the new template click the View Templates button at the top of the screen e To save the current template without exiting the editing screen click the Save button at the top of the screen e To save the current template and return to the Email Templates screen click the Save and Close button at the top of the screen Selecting the TY Code for an Email Template Each Thank You Letter code TY code in the system can be linked to one and only one email template This aids in processing email thank you letters as the corresponding email template can be automatically selected based on the TY Code entered for a gift The Click to Edit TY Codes link next to the TY Letter field in the Email Template editing screen allows you to select the TY Code that will be linked to the current email template gt To select the TY Code for an email template 1 In the Email Template editing screen click the Click to Edit TY Codes link next to the TY Letter field The Choose available Thank You letter s to be associated with the template screen appears Select Code Letter Description Template Name rm mm iul ee 2 Check the box next to the TY Code you want to associate with this template 3 Click the Apply button The screen closes and you are r
13. U Ul 0 00 citron Lean LLI it Anrnunt PMV 5 SO Type Tre Reference 0 00 ga aa 0 00 Sandstone Ep i Oo i LUC fO 00 Schm RED Iz i i500 0 00 Solarian ngl b 250 00 0 00 Solakian Ren 7 T amp LOSS D Total FMW 0 00 Counts G The GL Summary Listing provides a listing by General Ledger code of gifts entered into the system since the last acknowledgements receipts processing The Summary listing displays the sum of all gifts for each GL code If you use the optional Accounting Module it also has a line for Accounting Code September 2010 Page 24 DonorPerfect Online Receipts and Acknowledgments Reports s Bx seye m Search Receipes Mailings Reports Tasks Lnilities Settings Applinks Help Jon Acheson Download Accauntina Data GL Summary Listing GL Code GL Description ae Donors t Gift Subtotal Pledge Subtotal amp 1975 36 0 00 Building Fund 14 4500 100 00 0 00 Linea ztricte n 14 4000 2500 00 0 00 Grand Totals 1i lf 51 379 36 SULU e The GL Detail Listing is similar to the GL Summary Listing except that it lists the individual gifts for each General Ledger code donorperfect aA t E 7 o Psa Uilinies Serrings Home Search Receipes Mailings Reports Tasks App links Help GL Detail Listing For 3 5 2009 ta 8 11 2109 GL Gift In Pledge Amount Amount Nard Receipt Date 10236 100 00 0 00 Zimmerman Leah 111 03 10 2009 100 00 UUD 0 Sobemidz Jasan ir
14. a Jl padra 100 00 EU U sana amp stane Rager L16J l Dra nare 25000 SU 00 U Salakan Ranald 17 nsu TUUL fU 00 Bacon Eon iia Qr CHI 146 00 fU 00 0 Bore J bn Ft Lied i asa 146 00 fo 00 0 Beatie John E 12 i 03 05 7008 SH47 00 S000 Accnunting Cade 4 Building Fund BF Pledge Arron nn 000 Solatiar Ronald 17 ORT S00 D Amount Marne Batch Receipla Date SOL 6100 00 0 Accounting Code 14 450 GL Unrestricted UN Gift Pedje ID Ameunt fuminunt 10233 80000 0 00 Solgar Ronald 17 B O7 20U03 hob Tg Batch Receipts Date SL Total 400 00 0 00 amp conunting Code 14 4000 Gran Total 1 347 00 0 00 DTN Ly ashi pue eon ne 5 Optionally type in a Report Heading for the listing This will appear in the title area of the report 6 Click one of the following buttons e Screen displays the report as a regular page in DonorPerfect Online with the standard navigation toolbar at the top of the page e Printable displays the report in a new browser window without the navigation toolbar This version of the report is more suitable for printout e Excel outputs the report in Microsoft Excel format You will be prompted to open the report directly in Excel or save it as a file e Word outputs the report in Microsoft Word format You will be prompted to open the report directly in Word or save it as a file September 2010 Page 25 DonorPerfect Online Receipts and
15. ber counts up sequentially Number as you complete and update batches This field is not editable All User Select one of the following options Transactions e Select All Transactions to display transactions from all users in the batch e Select User Transactions to show only your current transactions Selected Dates If checked the system will select only those transactions that fall within the starting and ending dates you specify regardless of the batch number Current Batch If checked the system will only select gifts whose Batch Number is set to 0 This is generally only true for gifts that were added to the system after the last batch was processed Set Selection Check to put an optional selection filter in place This will prevent Filter certain records from appearing in the report See Using Selection Filters in the DonorPerfect Online User Manual for details Include Already This option includes gifts that have already been assigned to a batch Processed Gifts or assigned a receipt number from the acknowledgement processing It is cleared by default 4 Select a report Type The Transaction Listing lists the gifts entered into the system since the last acknowledgement receipts processing rd ae i F Home Search Receipts Mailings Reports Tasks hilines Settings Applinks Help Diwnload exguntia Dt Transartlan Listing For amp 7 7009 to as 11 7009 Inledgr onde Aath Receipt mn Amount F 1U
16. ceipt imer 0201 2010 emaillrripll DE 29 2009 Standard Ackmewiledarent E Mail 2 Standard Arcknnwierinrmment wilh Split Gint standard Template Pledge Pledge Thank You imem1i Tzf 306 2008 Imem1 Tao z003 imer UTAH EIU emalbrmptt E TIUPZULS 8 sports Package imer 12 2362008 imeri 12 28 2003 Test Letter hiemnershin Letter imema OO 2010 imem1 Time DS Leable Mew E Mail l ernplabe Creating a New Email Template You can either create a new template from scratch or make a copy of an existing template see Copying an Email Template page 11 gt To create a new email template from scratch 1 From the navigation bar select Mailings then select Email Templates 2 Atthe top of the Email Templates screen click on the Create New Email Template button new screen appears September 2010 Page 5 DonorPerfect Online Email Receipting PS T an cupaud donor B uw td al C x k T ultestthireg Home Search Receipts Mailings Reports Tasks Utilities Settings Web Anps Help Bark Zune Sana arid C5 Template Deralls Message Cody Oficial Receipt POF Attachment Mame Standard Acknowledgment Email Share with all users IY Standard Acknowledgement Click to Edi Tv Codes Letter From jachesonisoftenvyar com Subject Thank you for your generous donation E Fiall Message Format Rich HTML Plain Text 3 The Template Details section contains fields for the information that will app
17. d acknowledgments for this gift will be sent as email messages Letter Receipts and acknowledgments for this gift will be sent as printed letters Email and Letter Receipts and acknowledgments for this gift will be sent both as email messages and printed letters 3 Click the Save button to save your changes Previewing Acknowledgments and Receipts To preview the transactions for which acknowledgments and receipts will be generated run the Transaction Listing report from the Receipts screen with the following option selected e Make sure the Include Already Processed Gifts Previously Receipted Or Acknowledged option is NOT checked See Running the Receipts and Acknowledgements Reports on page 22 for details on running the Transaction Listing report Generating Receipts and Acknowledgments When the Receipts screen generates email acknowledgements and receipts it follows the following steps 1 The user sets receipting options and starts off the process 2 If there are unprocessed gifts that were set to receive email receipts the Email Receipts screen appears allowing you to select and output the email messages 3 After the email receipts have been sent you will see an Email Results screen that displays the results from the email receipting operations 4 Ifthere are unprocessed gifts that were set to receive letters the Letter Receipts screen appears allowing you to produce one or more mail merge
18. data files that can be used to send the letters September 2010 Page 13 DonorPerfect Online Email Receipting gt To generate acknowledgements and receipts 1 From the navigation bar click on the Receipts button The Receipts screen appears donotperfect 3 7 4 LH X Home Search Mailings Reports Tasks Utilities Settings Applinks Help Receipts Preview Transactions Report Formals Filter Oplions 6 Transaction Listing G All trancartinns O Lir transactians C GL Summary Listing Cl Selected Dates 9200 gr 2010 En Ct GL Detall Listing Output Options More Options Report Heading El Current batch Barch mazu O Batch module TU e g 2012 001 fan oh EM CO teelude Already Processed Gifts Previously Receipted Or Acknowledged m UG w D e O Set Selection Filter D ren Printable Excel Word Receiptihcknowtedgement Options L3 3 9 Mew Receipts Regenerate Receipts Update Batch nu Current Batch Nurnlier 2 Setthe following receipting options Selected If checked the system will select only those transactions that fall within the Dates starting and ending dates you specify regardless of the batch number 3 If you click the More Options link you can select the following additional options Current Batch If checked the system will only select gifts whose Batch Number is set to 0 This is generally only true for gifts that were added to the system after the last batch was process
19. ear in the message headers of the email message A short descriptive name for the template like Standard Acknowledgement Email Share If this option is checked other DonorPerfect Online users will be able to see and with all use this template If the option is not checked only you will be able to see and users use it TY Letter Enter the Thank You Letter code that this email corresponds to Each Thank You Letter Code can correspond to one and only one email template To select the code from the list of available TY Codes click the Click to Edit TY Codes link see Selecting the TY Code for an Email Template page 8 for details CC Enter email addresses that you want to receive a copy of this email message when it is sent BCC Enter email addresses that you want to receive a blind carbon copy of this email message when it is sent Enter the email address that you want to appear in the From field of the email Enter the subject line that you want to appear in the email September 2010 Page 6 DonorPerfect Online Email Receipting Fat n aF E d loyd donotperfect 3 7 45 D X 7 9 estre Home Search Receipts Mailings Reports Tasks Utilities Settings Web Apps Help Template Details Message Body licia Receipt POF Al tachment Persqrach verdana me 7 7748 9 Baio Ei UESIA R drum e d Lx JA CIE CJ OLLI Thank vou for your generous donation of S59 5DPGIFT AMOUNT 5 given on S699DPGIFT GIFT
20. ed Batch Module ID If a batch number from the Batch 1 0 or Batch 2 0 modules is entered in this field receipts will only be generated for the gifts from that batch Include Already This option includes gifts that have already been assigned to a batch or Processed Gifts assigned a receipt number from the acknowledgement processing It is cleared by default Set Selection Check to put an optional selection filter in place This will prevent certain Filter records from appearing in the report See Using Selection Filters in the DonorPerfect Online User Manual for details 4 From the Receipt Acknowledgment Options section at the bottom of the screen click the New Receipts button E New Receipts September 2010 Page 14 DonorPerfect Online Email Receipting 5 If you have gifts in the system whose Receipt Delivery settings specity an email receipt the Email Receipts screen appears This screen allows you to select the email templates that will be used to send the receipts and then tell the system to generate the email acknowledgements and receipts See Sending Email Receipts on page 15 for details 6 Once you generate email receipts the Email Results screen displays the results and allows you to export records to Excel See Viewing Email Results on page 18 for details 7 If you have gifts in the system whose Receipt Delivery settings specify a letter receipt the Letter Receipts screen appears This scree
21. ed with gifts in the batch click the Include Tribute Details check box For details on entering tributes and applying gifts to tributes see Adding a Tribute and Applying a Gift to a Tribute in the DonorPerfect Online User Manual c If Include Flags in Mailmerge is checked a field will be added to the export file that contains a comma separated list of all the flags for each donot d If you want the mail merge file to be exported in a format that can be opened in Microsoft Excel click the Export to Excel CSV check box September 2010 Page 19 DonorPerfect Online Email Receipting e Check Include Pledge Data for Pledge Payments to include pledge data such as pledge totals along with gift record data in the export file f From the Export Template pull down choose the template you want to use for the mail merge data file This template defines which fields will be included in the file you export For details on export templates see Export Templates in the DonorPerfect Online User Manual 3 Click the Do button The File Download page appears File Download Security Warning Do you want to open or save this file Mame by csy MS Type Microsoft Office Excel Comma Separated Values Fil From interland amp donorperFeck net potentially harm your computer IF you do nat trust the source do not D While files fram the Interet can be useful this File type can open or save this software wv hat s the risk
22. eipts printed letter receipts or both email and letter receipts This setting overrides the system default setting gt To set receipting preferences for a donor 1 Open the donor record in the Main Entry Screen 2 Set Receipt Delivery to one of the following settings Do Not This donor will not receive receipts and acknowledgments Acknowledge This donor will receive receipts and acknowledgments as email messages Email and Letter This donor will receive receipts and acknowledgments as both email messages and printed letters This donor will receive receipts and acknowledgments as printed letters 3 Click the Save button to save your changes Setting Receipting Preferences when Entering Gifts You can select what kind of receipt will be sent for each gift you enter into the system The Receipt Delivery field on the Gift Entry Screen allows you to select whether a gift will generate no receipts email receipts printed letter receipts or both email and letter receipts This setting overrides the system default and donor level settings gt To set receipting preferences for a gift 1 Enter the gift as you normally would See Gift Entry in the DonorPerfect Online User Manual for details 2 Set Receipt Delivery to one of the following settings Do Not Receipts and acknowledgments will not be generated for this gift Acknowledge September 2010 Page 12 DonorPerfect Online Email Receipting Receipts an
23. eturned to the Email Template editing screen The selected code will be listed in the TY Letter field September 2010 Page 8 DonorPerfect Online Email Receipting Embedding Fields in Email Templates You can pull data out of your DonorPerfect Online records and include it in your email messages by embedding one or more fields in the message When the email 1s sent the embedded field will be replaced with the contents of that field in the current record Embedded fields have an appearance like 9 VoBIO AVAILABILITY DAY The following example shows the body of an email template The DP SALUTATION field has been embedded into the text so that the name of the email recipient will appear in the first line of the text The gift amount will also appear automatically in the body of the message where the DPGIFT AMOUNT field has been embedded Template Details Message Body Official Receipt PDF Attachment Paragraph Times New Roman Size J pr 4 Ga A x BAI zw BIUEZSAZA V ji iiigmedyg oc ANG Dear DP SALUTATION A Our development staff just notified me that you made a very generous DPGIFT AMOUNT donation so I wanted to take a moment to thank you personally for continuing to support our programs Without supporters like you the Honest Politics Foundation would not be where it is today affecting the lives of missions of Americans by serving as an advocate for political reform Thank you again for your support and Ilook forwa
24. ge 4 DonorPerfect Online Email Receipting Setting Up Email Templates Email templates allow you to store all of the standard text and settings for your commonly used email messages When sending email you can select a template and the text and information entered into the template will automatically be entered into your new email message This saves lots of time and helps to ensure that the emails contain all the necessary information Email templates ate created and maintained in the Email Templates screen which is found in the Mailings menu of the navigation bar donormperfect A 3 97 x QM DX 309 w Home Search Receipts Mailings Reports Tasks Utilities Settings WebApps Help linm E Mail Templates Crests New E Mal Terie Template Name Associated TY Letters Modified By Modified Date Created By Created Date Alex Test 2 imerns 02082010 emailbrnplt ner9 2009 BalchT imernalex 01 22 2010 amp maillemplate owi 1 2003 Copy of Copy of Standard Arhnowenqment with Split imemes OVS r0 meme DOT TOU Gift Sv Copy af Standard Apckgmowtedagmernt wath split imer Ines ee OAT S Gift SY Monika ELI imer Uere E uem CAAA TO 4 Not Shared wir AT LISers imeri TUANA ieme TISUI s Personal E mail Achricsatecdumerst sean Test Imermts 01 26 2010 emallbmpit Ob 28 2009 Imam 12 10 2008 inven 12 10 2003 aean s Template Product Cirder imeem 1 26 2013 memi Leien standard Acknowledgment EMail Email Re
25. gmencans by serang as an aduocate for political refarin Thank Fou again for your support and I look forarard to seen poi at the winter Gala Regards rmnld inceta bi Aruma Enr CPreri edu lt span gt Words 04 Charscterz 515 2 Place your cursor where you want the embedded field to appear in your email September 2010 Page 9 DonorPerfect Online Email Receipting 3 Set Merge Field Type to one of the following e All You can enter fields from either the Main Bio tables or the Gift Pledge tables This is the default setting e Main Bio You can enter fields from the Main Bio table only These are typically fields from the main entry screen or the Bio screen e Gift Pledge You can enter fields from the Gift Pledge tables only These are fields from gift or pledge records e Functions These selections enter a combination of fields and text to provide a fast and easy way to create common message elements such as an address block or a salutation 4 If you selected All Main Bio or Gift Pledge from the Merge Field Type list carry out the following steps to embed your field a Select the field you want to enter from the Merge Field list Click the Sort By Description option to sort the fields in the list by their descriptive text instead of by their field name b Check Use Descriptions for Coded Fields to display the descriptions for the codes in a coded field instead of the actual codes contained in t
26. he fields For instance if you are embedding the solicitation code the name of the solicitation would be displayed instead of the code C Click the Insert button to insert the selected field into your text 5 If you selected Functions from the Merge Field Type list carry out the following steps to embed your fields and text a Select one of the following functions anton Dem Game Address Enters the full set TITLE DP FIRST NAME LAST NAME Block of fields to display ADDRESSI the mailing ADDRESS2 ADDRESS31H address of the _ADDRESS44 email recipient CITY DP STATE DP ZIP H Enters the Dear DP SALUTATION recipient line for the beginning of a message Split Gift Enters a table Details containing the split ates rte E September 2010 Page 10 DonorPerfect Online Email Receipting Today s Enters today s TodaysDate Date date Tribute Enters the DPGIFT TRIBUTE DESCRIPTION DPGIFT TRIBUTE MAIN CONTACT Details description and main contact fields for the current tribute record b Click the Insert button to insert the fields and text from the selected function into your text 6 To insert additional fields repeat steps 2 5 7 To finish inserting fields and return to the email template click the Done button Editing an Email Template gt To edit an email template 1 From the navigation bar select Mailings then select Email Templates 2 C
27. ing gifts and generating receipts you must first activate receipting and select the system default setting for receipt delivery method gt To activate receipting and set the default delivery method 1 From the navigation bar select Settings and then select Parameters 2 Click the Entry Screens link a On the Entry Screen Parameters screen check Show RECEIPT fields b Click the Save button to save changes and return to the Parameters screen 3 Click the General Parameters link a On the General Parameters screen check Activate Receipting b Click the Save button to save changes and return to the Parameters screen 4 To activate email receipting click the Acknowledgements Receipts Financial Reports link a On the Financial Reports Receipt Processing screen check Enable Email Receipt Delivery Method b Set Default Donor Receipt Delivery Method to the receipt delivety method that your want to be selected by default for new donors Do not This donor will not receive receipts and acknowledgments acknowledge This donor will receive receipts and acknowledgments as email messages Email and Letter This donor will receive receipts and acknowledgments as both email messages and printed letters Letter This donor will receive receipts and acknowledgments as printed letters C Click the Save button to save changes and return to the Parameters screen 5 Logout of DonorPerfect Online and log back in September 2010 Pa
28. lick the Edit link next to the email template that you want to edit The template will open in the Email Editing screen Editing a template works identically to creating a template see Creating a New Email Template on page 5 Copying an Email Template gt To make a copy of an existing Email template 1 From the navigation bar select Mailings then select Email Templates 2 Click the button next to the email template that you want to copy A confirmation screen will appear Microsoft Internet Explorer 2 Are vou sure vou want to copy this template 3 Click the OK button to copy the template The copy of the template will be created and will be named Copy of original name 4 To rename the copy edit it see Editing an Email Template above Deleting an Email Template gt To delete an Email template 1 From the navigation bar select Mailings then select Email Templates 2 Click the button next to the email template that you want to delete A confirmation screen will appear September 2010 Page 11 DonorPerfect Online Email Receipting Microsoft Internet Explorer 9 e Are vou sure you want to delete this template 3 Click the OK button to delete the template Setting Receipting Preferences for Donors You can set receipting preferences separately for each donor The Receipt Delivery field on the Main Entry Screen allows you to select whether a donor will receive no receipts email rec
29. n allows you to generate the mail merge data files that will be used to generate the receipt letters See Generating Mail Merge Data Files for Letter Receipts on page 19 for details 8 Once you have generated mail merge data files for letter receipts you can click the Done button to return to the Receipts page Important If you are processing email receipts for gifts that have been marked for Email and Letter receipts the gifts will not be assigned receipt numbers until after the mail merge data files have been generated from the Letter Receipts page at the end of the process In other words you must do both the email and the letter receipting in full to complete the process correctly sending Email Receipts If you are generating receipts for gifts with Receipt Delivery settings that specify an email receipt the Email Receipts screen appears This screen allows you to select the email templates that will be used to send the receipts and then generate email receipts donor c Qal eu O Home Search Receipts Mailings Reports Tasks E Mail Receipts 4 gt E Mail Results gt Letter Receipts 4 Pending E Mail Receipts Generate E Mail Receipts Add New Template Edit Standard Acknowledgment Email dit Special Event Edit Auction Donation Thank You I e wy P Logout uitestthree Utilities Settings Web Apps Help J Options Include official receipt PDF 9 Primary E Mail address onl
30. pts 1 cesse ceeeeee re eeeeee nnn 13 Generating Receipts and Acknowledgments e eeeeeeee e eeeeee enne enne 13 Sending Email Receipts eeeeissssssssssssesissesseennnn nenne nnne nennen nnns n nain nnn nnns nnns nnns 15 Generating Mail Merge Data Files for Letter RECe IDIS ccceecceccssseeeeeeceeeseceeeesaeeeeeeeeeeeess 19 Updating the Batch IIo c SS S 21 RECEIPTS AND ACKNOWLEDGMENTS REPORTS 22 SOW EIE 22 Running the Receipts and Acknowledgements Reports cccccssseceeeeeeeeeseeseeeseeeeeeeeeeeeneaes 23 REGENERATING RECEIPTS vsiiccesrvetedetiwsteduttycterstiactnavttsbessteseteauieuieistbuntedanes 27 September 2010 Page 2 DonorPerfect Online Introduction Introduction Email Receipting allows you to send receipts and acknowledgements to your donors via email This can be done instead of regular letter style receipts generated through mail merges or in combination with letter receipts er Note Consolidated receipting users please refer to the DonorPerfect Online User Manual or the online help for instructions on using email receipting with consolidated receipting Choosing Email and or Letter Receipting You can select receipting options at the system donor and gift levels In the Acknowledgments Receipts parameters screen the Default Donor Receipt Deli
31. rd to seeing you at the winter Gala Regards rnold Goodman President and Founder EIHTML Preview lt div gt lt span gt v Words 85 Characters 535 gt To embed a field in an Email template 1 Click the Insert Merge Field button that appears to the right of the editable fields 9 The controls at the top of the screen will be grayed out and a new set of fields will appear on the left side of the screen donotperfectt 53 7 x 4 0D 9 Home Search Receipts Mailings Reports Tasks Utilities Settings WebApps Help T cupaud ultestthirag 1 Menge Field Type Lll ledaqi Merge Field Dilliciul Receipt PDF Attachment Pragai Tae Ner Roman SU X oA Ua AU C ET zw uw AD Size AD SIZE 2 Rn Audiriss ID ADDRESS IET DEPE E E EF e IfoczikbgR mo pg er AO DoS Amoun i Gat DL LET PU Dear MOP SALUTATIONME 5 Blank Blanch PATCH Template Details Message Body wv Bank Roung BANK Bank Typi RANK TYPE Batch Murer BATCH HC Fateh Sour BA UH SOURCE Bill amp maunt EILL Lampeign CAMPAIGN Catagory AU CAT L Sart hy Oeccription E Use Descriptions for Coded Flelds Insert Dana Cur developement stal gast mobbed mes that you made a very generous donabon so T wanted to take a moment te thank you personally for contmume to support our program Withoul supporters hke you the Honest Pohhes Foundabon would mot be where itis today affects the bees of Timon of A
32. sure vau wantto update Batch Yes Update Batch Tell Me Mare 3 Click Yes Update Batch to confirm The batch number is increased by one September 2010 Page 21 DonorPerfect Online Receipts and Acknowledgments Reports Receipts and Acknowledgments Reports Overview The Receipts and Acknowledgements reports allow you to view details on the gifts entered into the system since the last time that acknowledgements were processed There are three different reports available e The Transaction Listing lists the gifts entered into the system since the last acknowledgement receipts processing donor t OQ IWtid Home Search Receipts Mailings Reports a Logout d Acties r Ed Tasks Utilities Settings Appliks Help Transaction Listing For B 7 20090 to 8 11 2000 Git Pledge Domar In Annan Amount M n iD 10238 100 00 0 00 Zwnmennan Leah Lil D 10235 0 00 0 00 Bacon Keyn 10230 100 00 0 00 102239 8100 00 0 00 10231 200 00 0 00 Li Boy ti 0 00 8000 Ud eights THEE FM Date Tre Reference 05 10 2009 na 07 2005 OBO Sms EJ B sandstorug Mipir Sede Jason 5platian Ronald Splatian Ronald SU LIU BE BIB IG Total Total FMV S000 Count b e The GL Summary Listing provides a listing by General Ledger code of gifts entered into the system since the last acknowledgements receipts processing The Summary listing displays the sum of all gifts for each GL code If you use the
33. unting Code 14 4500 Gl Unrestricted LI Gift Pledge ID Ampuni Amount 10233 aD0 00 0 00 tnnald 17 aor fe009 oO FEM Barche Ricript amp hate HOL Type Tre Ref Total amp DELE 000 Accounting Cade 14 4000 Grand Total 1 542 00 40 00 Cocumen ation Gi Sretan 2008 Sgiberwareg Inc Running the Receipts and Acknowledgements Reports gt Torun the Receipts and Acknowledgements reports 1 In the navigation bar click on the Receipts button The Receipts and Acknowledgments screen appears donomperfect 23 7 D xX e Search Receipes Mailings Reports Tasks Lhilities Senings Applinks Help Receipts Freview Transactions Report Formats Filter Options Transaction Listing All transactions User transactions GL Summary Listing L Selected Dates BT CT Sano GL Detall Listing Output Options i More Options Report Heading E Current Batch Batch Nord Iprateh Module ID Cea 2012 0015 a i include Already Processed Gifts Previously Receipted Or Acknowledged Set Selection Filter Soren i rintalbile Exil Recelpt Acknowledgement Options Lo Lo New Recripls Regenerate Feces Update Batch Ne Gurrient Batch Number September 2010 Page 23 DonorPerfect Online Receipts and Acknowledgments Reports 2 Click on More Options to display additional options 3 Enter or select the following Selection Options Current Batch The number of the current batch This num
34. very Method parameter sets whether receipts amp acknowledgments will be sent via mail letter email AND letter or not at all This is the default setting for your entire DonorPerfect Online system For each donor in the system you can choose whether you want to send their receipts acknowledgments via email or letter both or not at all This option can be set in the Main Entry Screen once email receipting is activated The donor level setting overrides the system level setting Lastly you can also select email receipting letter receipting both or none when you enter a gift The gift level setting overrides the system and donor level settings Workflow The basic workflow for email receipting is as follows 1 Setup receipting and activate email receipting Set up email templates for your receipts and acknowledgments Set receipting preferences for donors Select teceipting preferences when entering gifts Preview your acknowledgements and receipts if desired Generate email receipts and acknowledgements Generate mail merge data files for letter receipts and acknowledgments O N O OF A WO N Update the batch number Regenerating Official Receipts If need be you can regenerate an official email receipt like you would do for an official letter receipt September 2010 Page 3 DonorPerfect Online Email Receipting Email Receipting Setting Up Email Receipting Before you can start enter
35. y Q use secondary E Mail address setto recieve the following mailing type s ALTEM Note Primary E Mail address will be used if no mailing type match exists Annual Report Board Mailings Sample Newsletter Generate E Mail Receipts September 2010 Page 15 DonorPerfect Online Email Receipting The receipts to be sent ate grouped by the thank you letter code TY that was entered in the gift records There is also a category for gifts that did not have a TY specified You can choose whether to generate email receipts for each TY category or not gt To generate email receipts 1 Select the types of TY that you want to generate email receipts for by checking the box in the Select column 2 Select the Email Template that you want to use with each TY If an email template specifies the TY in its TY Letter field it will be selected by default see Creating a New Email Template on page 5 for details PA Tip Youcan click the Add New Template link to create a new email template to use with a given thank you number This will take you to the Email Templates screen where you can create the new template Once you have selected an email template for a category you can also click the Edit link in the Email Template column for a category and edit the selected template Adding or editing a template will end the current receipt generation cycle Once you have created or edited the new email templates
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