Creating Year-End Receipts in GiftWorks

Create a customized Receipt letter

If you do not already have a year-end receipt letter created you will want to do so.

• Click on the Mailings section and select Manage Letter Library from the Related Actions menu.
• Here you can create a new Receipt letter, or you can choose to add a letter based on an existing letter.
  • To add a new letter: click on Add and select Add Letter for Receipts from the dropdown list. Enter a name for the letter and click next.
    • Click on Insert Fields to add the donor information to be included in the letter. Select Donation Fields and then choose Donation Table-Customizable to show a line for each donation. You can customize the table to show the specific columns you want displayed in the letter. You can also select Donation Fields and then Donation Total to include the total amount of donations. Once you have created your letter click save.
  • To edit an existing letter:expand the Receipts section of the list of letters. Click on the name of the receipt letter in the list and then click on Edit.
    • Click on Insert Fields to add the donor information to be included in the letter. Select Donation Fields and then choose Donation Table-Customizable to show a line for each donation. You can customize the table to show the specific columns you want displayed in the letter. You can also select Donation Fields and then Donation Total to include the total amount of donations. Once you have created your letter click save. Choose the option to Add to Letter Library, give your letter a name and click Save.

If you have been marking the donations to receipt (I.e. checking the Issues Receipts option) and adding them into the appropriate Receipt Group as you entered them throughout the year, you will be ready to process the Year end Receipts. Scroll down to the Start the Mailing Process step below to continue. If you have not been marking the donations to receipt (I.e. checking the Issue Receipts option) and adding them into the appropriate Receipt Group as you entered them throughout the year, you will need to take the additional steps below to add the donations into the Donation Receipts list.

Create a SmartList

• Click on the SmartLists icon and choose to create a new SmartList of Donations.
• Click to add your criteria and choose Donation Details>Receipted then choose the Not Receipted option and click next.
• Click refine next to the criteria set then choose append more. Click to add the next part of the criteria and choose Donation Dates > Payment Date from the criteria category dropdown list. Select the date range of donations. (I.e. normally Previous Year or Previous Fiscal Year for Year-End Receipts). Click ok and then done.
• Click next and name and save your SmartList.

Change Receipt Settings for Donations

• On the left side of the SmartList screen, choose Run SmartUpdate for List(Under Related Actions)
  • ***Back up GiftWorks as we recommend on this screen
  • Find and choose the option 'Change receipt settings for received donations' then click next.
  • Here you will need to select the Receipt settings.
    • Change the Issue Receipt field, to Issue Receipt
    • Leave the Receipt Group field as Do not change
    • Click 'Change Receipt Settings' button then choose yes to continue.
    • Click Finish when process is complete.
    • Continue with the steps below.

Start the Mailing Process

• Click Mailings icon at the top of the screen.
• Click on the Donation Receipts link within the Donation Mailings box.
• Choose the All receipt groups option or the specific receipt group that you want to use to issue receipts and then Select the Date Range (I.e. normally Previous Year or Previous Fiscal Year for Year-End Receipts).Select any date range or define a custom date range, then click next.
• Select 'Send one receipt per donor' from the Recipients dropdown list during Choose Options in the Mailing section.
• Select the receipt letter you created earlier and click next and generate the mailing.
• Click next and then print or save your letters.
• NOTE: You MUST click on DONE in order for the mailing process to be completed properly and for the receipt numbers to be assigned to the donation. Also, be sure to checkthe record these receipts as being sent option.By checking this option, each donation will be removed from the 'Donation Receipts' list.