Annual Receipting
- Michael Kalnicki
- Sam Louk
Annual receipting allows you to generate a batch of receipts for all successful transactions processed for a requested period (excluding transactions that have already been receipted). Receipts can be emailed directly from Engaging Networks to supporters or downloaded as a PDF file to be distributed outside of Engaging Networks.
As with all receipts generated from Engaging Networks, we will store a copy of the PDF in your account that can then be recalled at a later time.
Receipts will also have a unique receipt number generated at the time the receipt is created, and it will apply to each transaction included on the receipt timeframe.
Auto-Responder emails for donation pages will not generate a receipt for recurring gifts. Annual Receipting is the best method for creating receipts for those giving on a recurring basis.
Prerequisites
Sequential Receipting
For annual receipting to work you must enable Turn on receipting number service under Hello > Account settings > Account Preferences. For more information on Receipt Numbering read the help documentation here.
Annual Receipt Template
The annual receipt will have a single receipt number with a list of associated transactions, along with a grand total of all included transactions. To set this up go to Pages > Components > Tickets and Receipts. More detailed instructions for setting up an annual receipt can be found here.
You can also access the receipt templates by clicking on the gear icon next to the receipt template dropdown menu while setting up your batch.
Annual Receipt Email Message
If you plan to send the receipts via email from Engaging Networks, you will need to set up the email supporters will receive. This message is created from within the batch setup but is listed as a prerequisite because you will want to have this prepared the first time you generate a batch of receipts to be emailed.
To create a new annual receipt email message the batch must be set to Generate receipts to email, which displays the email message and sender menu items. Once displayed, click on the gear icon next to the email message drop-down menu.
Then select an existing email message or click on the 
You can configure a reference name for for internal use and a subject that the recipient will see.
You can build your HTML version by using the WYSIWYG editor pictured below. You also have the ability to paste your HTML code directly into the editor by clicking on the “source” button.
You can personalize the email message by using the insert user data icon 
Setting up an Annual Receipt batch
To generate a batch of receipts for a donation page, go to Data & Reports > Annual Receipting and click 
Select the date range you would like to generate the receipts for and click 
Batch properties
Generate receipts to download - Completed receipts, for the specified timeframe, will be made available to download as a batch, via the Jobs monitor. You will then be able to distribute the receipts to your supporters, in your own process.
You can only select a “Receipt Range” once, but you can add multiple batches to each range. Entering a duplicate “Receipt Range” will open up the existing range and display the batches already processed.
Generate receipts to email - Upon processing receipts, for the specified timeframe, each supporter who originally donated would receive an email with the annual receipt attached. Completed receipts will also be available for download, via the Jobs monitor.
Depending on how the receipts are generated, you will have a few other properties to set. The table below describes each one:
Field | Description |
|---|---|
Currency | Select one currency per batch. The currency dropdown list includes any currencies processed successfully in the past year. |
Donation pages | The donation pages you would like to generate receipts for |
Receipt template | Annual receipt template to use to generate the receipts |
Email message (if generating receipts to email) | Email message template for the batch |
Email sender (if generating receipts to email) | The sender for the email message |
Include ‘imported’ transactions | Select if you would like imported transactions to be receipted as part of the batch |
Limit to recurring transactions only | Select if you would like to only receipt recurring and not one time transactions. |
Once you have set each property for this batch click 
Click OK to save the batch or Cancel to go back and make changes to it (you will still be able to make changes to the batch if you click OK at this stage).
Preview
Now that the batch has been saved you should click on the Preview button to generate a preview of the receipts. Preview will generate the batch of receipts, for the specified timeframe, without committing to generating receipt numbers. It is recommended to use this tool in order to confirm the receipt’s format looks correct as once receipts are Generated the batch cannot be changed and the receipt numbers are final.
After clicking the Preview button, a confirmation window will appear with a summary of what will be generated, including the number of single and recurring transactions that are included.
Click Go to process the batch preview. You can then go to Job Monitor (on top right of the Engaging Networks dashboard) to download the preview batch. If after downloading and reviewing the receipts, you find that changes are needed, click on the pencil icon to return to the setup screen. You can also delete the batch by clicking on the delete icon .
Generate
After previewing, you can now generate a batch. That process will produce the final receipts and assign a receipt number to each. For information on enabling sequential receipting please read the help documentation here.
After clicking the Generate button, a confirmation window will appear with a summary of what will be generated, including the number of single and recurring transactions that are included.
Once Confirm is clicked, transactions requiring receipts will be processed and the final receipt numbers will be written. This action is not reversible.
Once the job has completed, you will be able to download the final batch of receipts from the Job Monitor (on top right of the Engaging Networks dashboard). If you selected to generate receipts for email the emails will also be generated and sent at this time.
You can also re-download receipts from Data & Reports > Annual Receipts > select Magnify icon for the batch > cloud icon.
Add Another Batch
You can add new batches to your existing receipt range should you need to receipt different currencies or donation pages for the same time period.
To do so, click the Add Another Batch button and repeat the steps outlined above.