Contents
- Index
Printing/emailing a Receipt/Acknowledgement for Each Donation Received
(Requires the purchase of the Letters/Emails/Text Messages module)
Your donors may want a confirmation that you have received a donation when they donate. This confirmation can be a printed receipt or acknowledgement letter. It can also be sent as an email.
You may have volunteers who receive these donations, entering the details into Donarius as the donations are received. They will be able to print or email a receipt on the same window where they enter the donations.
For income tax purposes, you should also print an official tax receipt at the end of the year that lists the total donated during the year.
To print a receipt, there are a few steps to follow:
1. Purchase the Letters/Emails module.
2. Go to the Setup menu and choose Preferences... At the bottom left put a checkmark on Print/email a receipt for each donation then click Save.
3. Enter a donation.
4. Click on the Mailings icon and choose View Letters... Change Letter to View to Receipt1. Type the date of the donation in the From and To boxes. Click OK. Print the first page to tell the software which printer to use. If you want to change the formatting of the receipt, click on the Mailings icon and choose Setup Letters... Change the formatting and click Save. To get help in setting up a custom report, email us at helpme@nuverb.com or call 1-888-479-4636. We will also create one Report ForMat file for you at no charge. (Additional ones will be charged a $20 setup fee.) Just create a sample using your word processor and email it to us. The Report ForMat file will be emailed back to you, with instructions on how to use it.
5.Test the printing from the donation entry window, by clicking on the Print button. (Click on the $$$ icon, go to a date with a donation, find the person then click the Print button.)
6. To print receipts on a small receipt printer (80 mm wide paper), click on the Mailings icon and choose Setup Letters... Change the formatting for the narrower paper. If you want the option of printing on both letter size paper or the receipt printer, create a copy of the letter and call it Receipt2. Change the formatting of that one for the receipt printer. To use the correct printer/letter from the donation entry window, first print one receipt then go to the donation entry window.
To email a receipt, follow these steps:
1. Install a PDF printer driver to create PDFs of your receipts. Click here to see how to do this.
2. Follow step #4 above but at the bottom left put a checkmark on Create a PDF of each letter. Then instead of printing, click [Create PDF] in the menu bar.
3. Click on the Mailings icon and choose View Emails... Type the date of the donation. Where it says Email to view choose Ereceipt1. Click OK. In the menu bar click [Send Email]. Setup the SMTP settings as explained here in steps #18-#20. Then send yourself a test email to verify that it is setup correctly.
4.Test emailing from the donation entry window, by clicking on the Email button. (You may need to type the donor's email first.)
Using Several Volunteers:
If you have several volunteers entering donations and printing receipts on their own computer, you will need to transfer and merge all their data onto a main computer.
Follow these steps:
Before using the volunteer computers:
1. On the main computer do a Donarius backup to a memory stick.
2. Verify that each volunteer computer has Donarius. If not install it. You should also create a new user profile so that each volunteer can add new donors but not edit existing ones. They should also be allowed to enter/edit donations only on the current date but not on any past dates. Read the steps for setting up new users, by clicking here.
3. On each volunteer computer, start Donarius and sign in with the administrator password. Restore the data from the main backup, choosing Replace current files...
4. Close Donarius then re-open it signing in with the volunteer's password. Click on the $$$ icon, type today's date and enter some money for any donor. Click the Print button to verify that it will print a receipt. Delete the money entered, then in the menu bar, click [Done].
5. Now all volunteer computers have the same data as the main computer and are ready to be used.
After the volunteers have entered donations:
1. On each volunteer computer, do a backup to a separate memory stick.
2. Bring all backups to the main computer and start Donarius.
3. For each volunteer backup, restore the data, choosing Add new data... As each backup is restored, all new donors and new donations will be loaded onto the main computer.
4. Now the main computer has all the new data from each volunteer computer merged together.
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