You can generate replacement receipts with the receipting function. Replacement receipts are issued to replace previously issued receipts. To provide an audit trail, the original receipt number is canceled and a new replacement receipt number is issued. Only receipts that have not been canceled can be selected to print replacements. When the receipt is selected, the original receipt number is canceled and the next available auto-generated receipt number is assigned.
Note: When printing replacement receipts, if you do not enter information in the Note field on the Replacement Receipt Batch Query window, the receipt prints the note from the original receipt. For example, if the original note was January 99 receipts and a replacement receipt is issued in July, the note on the receipt will still read January 99 receipts if you do not enter a new note in the Note field. If a new entry is made in the Note field, this entry overrides the original note text.
To generate replacement receipts
1. From Fundraising, select Generate reports to display the Generate reports window.
2. Select Replacement Receipt from the list of Report Types.
3. Select Sample Replacement Receipt (Crystal) from the list of Available Reports.
4. (optional) Click Set Report Destination to change the report destination.
5. Click Run. The Replacement Receipt Batch Query window opens. This window is similar to the Auto Receipt Batch Query window in that it also allows you to specify search criteria to generate receipts.
6. (optional) Enter the search criteria.
7. Click Select Specific Receipt(s) to display the Select Specific Receipts window.
□ If you did not enter selection criteria on the Replacement Receipt Batch Query window and only clicked Select Specific Receipt(s), a confirmation message displays before the list of receipts is built. Click Yes to proceed. The Select Specific Receipt(s) window displays a record for every donor for which an auto receipt was previously run, regardless of whether a register report was printed or not.
8. Select the receipts for which to generate replacements, or click Select All to select all of the receipts.
9. Click OK to return to the Replacement Receipt Batch Query window.
10. Click Print to generate the replacement receipts. You are prompted to change the printer settings if necessary.
□ To change the printer selection, select the destination from File> Report Destination.
11. Click OK.
□ A message is printed on the receipt indicating that it is a replacement receipt. The original receipt number is also printed on the receipt. The Receipt Validation window opens after the receipt prints.
12. Click OK. A message displays asking if you want to print a thank you letter for this receipt.
13. Click Yes to print the letter, or No to skip printing the letter. After you print the thank you letter or click No, a second message displays asking if you want to print a register report for this receipt.
14. Click Yes to print the register report, or No to skip printing the register report.