[rmg]

Hello again,

Now that I've figured out what happened with my receipts, I have the added problem that in running numerous receipt merges, RE has numbered receipts which don't exist. So now it thinks we are at Receipt #19 when really we should be at Receipt #11. How can I go back to #11?

Thanks!

[Melissa Siobhan]

Unfortunately I do not beieve you can. You can check with Harriet Farmer but I believe this was on the issues list (or at least brought up) we presented to at the BB conference meeting with developers.

You will simply need to keep track and provide a statement to your auditors on which receipts were used up in the process of updating the receipts.

[DrewAllen]

Since you're in Canada, you can change your receipt stack. This option isn't available in the US, so I can't tell you how to use this.

Drew

[Harriet]

I'm not sure if Receipt Stacks is the best solution to this problem. Receipt Stacks are meant to allow duplicate receipt numbers for different depts. See KB # BB96904. You could, I suppose, set up a receipt stack to use only for editing receipts.

In our office, we issue hundreds of receipts per day, and in the midst of legit receipts being created by data entry personnel, I could be updating a receipt letter and using up a receipt number. I keep track of these receipt numbers by always using the same "fake" constituent - Mr. Edit R. Letter - to edit receipts. That way, all the "false" receipt numbers are under his record. Our auditors are fine with this process, but you might want to check with your finance dept.

[AlzheimerNiagara]

Quote:

Originally Posted by Harriet

in the midst of legit receipts being created by data entry personnel, I could be updating a receipt letter and using up a receipt number.

Harriet - I don't understand what you mean by this. Why would updating a letter result in "using up" a receipt number?

We use receipt stacks here to seperate receipts from our Society and from our Foundation.

On a side note, when you report to revenue canada the total amount of receipts issued in the year is it okay to include receipts that were returned?

Thanks!

[Harriet]

Sorry, my head was back in a previous version /patch where there was a problem with receipt numbers being generated even when you chose "do not mark as receipted" and then chose "finish" to keep the Word changes. It was working properly, then "broke" after one patch, but is now working correctly again.

However, there are times when I've receipted in error while changing a letter (brain fart?) and it is those that are tracked by being on only one Constit. record.

[Anne Marie]

Quote:

Originally Posted by Harriet

Sorry, my head was back in a previous version /patch where there was a problem with receipt numbers being generated even when you chose "do not mark as receipted" and then chose "finish" to keep the Word changes. It was working properly, then "broke" after one patch, but is now working correctly again.

However, there are times when I've receipted in error while changing a letter (brain fart?) and it is those that are tracked by being on only one Constit. record.

Harriet, I am glad that it is fixed now; I did not realize that this was occurring when you did not mark gifts as receipted - since we have not upgraded yet and are on 7.81. That would be a huge problem for us if receipt numbers were being generated when you chose not to have the gifts receipted!

As for "going back" to previous receipt numbers, I don't think it can be done either - except restoring from a backup. Ugh!

Maybe an Ideas topic for next year's conference - probably only a small number of us are affected by this though. If errors are made, we should be able to reset the next receipt number to the one that we want to use. Afterall if a receipt is not actually issued, why should there be a number generated - give us the flexibility to correct our errors!!

We never answer yes to "Do you wish to mark gifts as receipted?" until we have checked the receipt and issued it. Then we go back in and run the program again, answer yes to the question, and then do not continue the program. It is a pain to have to do it almost completely twice, but so far the only solution to ensure the receipts are correct before the gifts are marked receipted and bogus receipt numbers are not generated.

I wish we could change the receipting process, but so far no luck.

But I'll keep blabbing on about it whenever the problem arises for other users.

[Harriet]

[quote=Anne Marie;15811]Harriet,
We never answer yes to "Do you wish to mark gifts as receipted?" until we have checked the receipt and issued it. Then we go back in and run the program again, answer yes to the question, and then do not continue the program. It is a pain to have to do it almost completely twice, but so far the only solution to ensure the receipts are correct before the gifts are marked receipted and bogus receipt numbers are not generated.


I'm not sure if this will help, but I developed a matching set of receipt letters under Donor Acknowledgment Letters, which I named "Reprint Original Receipt without Renumbering" with the same condition for merge.

If we run the regular receipts program, and some of the receipts require correction, we simply run the "reprint" program which picks up the receipt number from the gift record and allows us to make any required changes without using up another receipt number. This comes in handy when the printer mucks up some receipts, or we notice something else wrong with the receipt or letter text. When asked if we want to mark the gift as "Acknowledged", we say no, so that we can run it again for that same gift, if required.

I am aware that RE has a "reprint" and a "reissue" receipt program, but for reasons I no longer recall, I went with the Donor Acknowledgement letters and it has been working fine for us for 3 years.

[Anne Marie]

Harriet, that sounds like a very good work-around. Have to be inventive sometimes with this program!!

Ugh, we don't use the Reissue or Reprint feature either. We store receipt copies in Word. I just reprint the receipt from there - with the original receipt number and designate it as a 'copy' or 'duplicate' if needed.

As for Erin's question re: reporting to CRA (Rev Can).... do you mean receipts returned from the Post Office? If they are issued they have to be reported, as far as I know. I don't complete the tax returns, but I do usually give the number of receipts issued to my supervisor.

I think the CRA needs to know how many receipts were issued and total amout for calculating disbursement quotas and so forth - but yeow that's a whole other kettle o' fish!!