In the case where a receipt is created with an error on it and processed up to Silent Partner Cloud, but the error is caught before the receipt is either mailed or e-mailed to the donor, a condition arises where the first positive dollar value receipt will need to be archived out. To better understand the reason why let’s follow the process:

The user must run the receipt correction module on Silent Partner Desktop in order to void the original bad receipt and create a new corrected receipt (as per CRA guidelines). When the new receipt is processed on Silent Partner Desktop, two receipts are actually issued, first a negative dollar value receipt to cancel out the original, and then a positive dollar value receipt which is the official receipt to be sent to the donor, and both get sent up to Silent Partner Cloud during the subsequent sync action.

In Silent Partner Cloud there will now be three receipts listed for the donor: the original positive dollar value unsent receipt that contains the error, the negative dollar value cancelling receipt, and finally, the new corrected receipt that to be sent to the donor. Only the last receipt should be sent, so the first two will need to be archived.

To do this, first create an Archive Batch, then filter for all negative receipts and add to the batch. Carefully look over the positive receipts and add the original incorrect receipts to the batch. Since the system allows for archiving both negative and positive dollar value receipts, it's up to you to carefully pick out the original incorrect receipts.

Tip: To help you find the receipt you need to add to the archive batch, try filtering the list of receipts by Donor Last Name or Donor Number to narrow down your list of receipts!

The system will ask for a confirmation and then proceed to archiving.