How to Process Receipts in Silent Partner Desktop
First, ensure that the donations have been entered into a Batch and that the Batch has been posted. For more information on how to do this, click here.
Printing Receipts
Note: If you need to create or change Receipt Messages/Letters before printing the receipts, here's how you do that: Receipt Messages & Reply Codes
We highly recommend you run a backup of Silent Partner right before processing receipts because once the donations have been receipted, it would not be possible to reverse the receipting process or reprint the file with receipts.
Step 1
Click the Print Donors' Receipts (F12) button
Step 2
Once you have the donors whose receipts you want to be printed, click the "Receipts, All in scope" (F5) button to receipt all donations. Alternately, you can opt to find the donor for whom you need to create a receipt and click the "Receipts, Current donor" button immediately to the right. The steps are the same, but for this example, we'll focus on receipting all in scope.
You can receipt everyone at the same time if you don't create a Scope and select Receipt all donors in scope. However, this is not recommended!
There are two instances when this would be appropriate: you are sure only a reasonable number of receipts will need to be printed as a result, or you cannot find a receipt and Silent Partner is indicating that an outstanding receipt remains to be processed!
There are two instances when this would be appropriate: you are sure only a reasonable number of receipts will need to be printed as a result, or you cannot find a receipt and Silent Partner is indicating that an outstanding receipt remains to be processed!
Step 3
If you are printing your year-end receipts, ensure the "Include annual receipt donors" box is checked. It should be unchecked if you are receipting individual donations. You should also choose the cut-off date for receipts.
Select "Send to Screen" first to double-check your receipt information before printing!
If you wish to create a merge file for your receipts, this is where you would do it. For the format choose: Merge File (.csv); then select the save location:
If the receipts look correct, proceed with Printing.
Step 4
Confirm that all receipts printed correctly. A printer jam, running out of ink, paper in the wrong way, or network failure are all potential reasons your receipts don't print correctly.
This is your last chance to ensure everything is correct. If you only notice something wrong after printing and clicking OK to the message below, you will need to reverse the receipts.
Important Note: If you find that some or all receipts have NOT printed correctly, click "No". You will then be taken to the following screen:
At this point, you will be able to choose which ones need to be reprinted, or cancel the printing and try again later.
E-Receipting in Silent Partner Cloud
If you process your receipts in Silent Partner Cloud, at this step, Silent Partner will produce an e-receipt list with the donor and donation information for the receipts created. Review the e-receipt list, and if everything is correct, click Yes in the Official Receipt Printing dialogue to update Donation records as receipted:
If you see corrections that need to be made, click No to cancel the receipting session and try again later, having made the necessary adjustments.
Once you have receipted the donations in Silent Partner Desktop, you will need to run a Cloud sync and finish processing the receipts in Silent Partner Cloud.
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