You can acknowledge payments either as a single payment or a batch.
Acknowledge a single payment
Before a payment can be acknowledged, the batch that the payment is in will need to be approved on the Batches form.
Click Finance, then Payments.
Search for the payment that you wish to acknowledge.
Make sure the Acknowledge field is set to Yes.
From the toolbar, click on the Acknowledge drop-down arrow and select Add to Mailing.
Select the mailing preference from the menu displayed and click OK.
This will automatically create a mailing for you on the Mailings form where you will be able to configure it and send it out to the appropriate contacts.
đ Note: When you go back into the payment you will now notice the mailing ID has automatically been populated in the Acknowledgement field on the Details tab.
Acknowledge batch payments
Click Finance, then Batches.
Find the batch that you want to acknowledge.
Make sure the Acknowledgement Required field on the Details tab is set to Yes.
This can be amended at the In Work stage by using the Edit ribbon button.
Before you acknowledge a batch, move it to the Approved stage of the process.
Once approved, click the drop down arrow on the Acknowledgements option and select Add to Mailing (or Create Email or Create Document).
Select the mailing preference and click OK.
This will automatically create a mailing for you on the Mailings form where you will be able to configure it and send it out to the appropriate contacts.
đ Note: If a contact has multiple donations in a batch this can produce multiple body sections of the letter under a single address header. This is most common for anonymous donations which should not be included in your receipts.
Reporting
If a payment has been acknowledged in any of the above ways, a link is created between the communication and payment entities to allow for reporting.
When you add these two entities to the same report, they will join on this link allowing you to report the donation and if it has been acknowledged through Access Charity CRM.