Batch Receipts

The Batch Receipts tab is where you create receipts and giving summaries, and email, merge and print receipts, in bulk. This article explains each of its actions and what you can choose along the way. It is written for the staff who run receipting and for Salesforce administrators. For the other ways to create and send receipts, see Ways to Create, Email and Print Receipts.

The Batch Receipts Tab

Open the Batch Receipts tab. The first screen asks "What do you want to do?":

Action	Options
Create, email, and print receipts	single or consolidated receipts for opportunities (or for payments)
Create receipts	single or consolidated receipts for opportunities (or for payments), giving summaries, or receipts for recurring donations
Email receipts	(none)
Merge receipts	(none)
Print receipts	Print individual receipts or Print merged receipts

The options name Opportunities or Payments depending on the Enable Receipt by Payment setting. The More Information panel on the right explains the selected option. Under the actions, Your last activity shows the most recent Batch Receipt Log you created.

One run at a time. Batch Receipts doesn't check whether the same action is already running. Avoid starting a run while another run of the same kind is in progress, including the scheduled job. Check Batch Receipt Logs first.

Create Receipts

Choose what to create:

Option	Picks up
Create single receipts for opportunities (or for payments)	Opportunities (or payments) that are "Eligible": one receipt per gift
Create consolidated receipts for opportunities (or for payments)	Opportunities (or payments) that are "Eligible for Consolidated", grouped by donor: one receipt per donor
Create giving summaries for opportunities (or for payments)	Received gifts in a period, listed on a giving summary for each donor. See the Giving Summaries article.
Create receipts for recurring donations	Recurring donations with gifts that are "Eligible for Consolidated": one receipt per recurring donation, or per donor when Enable RD Consolidation is on

The Receipt Eligibility article explains the statuses and the rules each option applies.

Selecting the Gifts

The next screen asks "How should records be selected?":

• Payment Date: "Last Calendar Year", "This Calendar Year", "All Time", or "Custom" with a start and end date.
• Filter By:
  • "All": no other filter.
  • "Primary Contact" ("Contact" when receipting by payment): up to 20 contacts.
  • "Account": up to 20 accounts.
  • "Campaign": one campaign.
  • "Batch Name": one NPSP batch. Not offered for recurring donations.
  • "Receipting Account": one Receipting Account. This option only appears when Enable Receipting Account is on.

Only gifts in the Payment Date range are included. For opportunities, the Payment Date is the date of the last payment, or the Close Date if there are no payments. Gifts whose last receipt was voided aren't included: reissue those with the New Receipt button on the gift.

Giving summaries offer "Last Calendar Year", "This Calendar Year" or "Custom", filtered by contacts or accounts.

Consolidated receipts for opportunities:

• Gifts that belong to a recurring donation are left out; they are receipted through the recurring donations option.
• Gifts are grouped by donor: the primary contact for households, the Account for organizations. A household gift with no primary contact has no donor to group under and is skipped.
• If the donor's total is below the Minimum Receipt Amount (and it isn't an acknowledgment), no receipt is created. The gifts stay "Eligible for Consolidated" and can be included in a later run.

Receipts for recurring donations:

• A recurring donation is picked up when its own Receipt Status is "Eligible" or "Receipted", and it has at least one installment that is "Eligible for Consolidated" in the date range.
• The receipt includes the eligible installments in the period. If their total is below the minimum (and it isn't an acknowledgment), no receipt is created.
• Each run picks up at most 50,000 recurring donations. Run it again for the rest.

Choosing and Confirming

• Up to the Table Record Limit: the eligible records are listed. Select one or more, then click Create Receipts.
• Above the limit: a confirmation screen shows how many records are eligible. Click Create Receipts to create receipts for all of them.

When Enable Preview Report is on and the number of eligible records is below the Preview Report Limit, the Create Preview Report button lets you check the list in a report first. Giving summaries don't offer a preview. The Receipt Settings article explains how the preview works.

Progress rings then show the receipts and their .pdfs being created. Once they're complete, click Finish. If you leave the page, receipts are still created in the background.

Email Receipts

The Email receipts option sends receipts that are "To be Emailed": the donor prefers email, the receipt has an email address and an email template, and its .pdf has been created.

1. Choose how to select the receipts with Select By:
   • "All": every receipt waiting to be emailed.
   • "Issue Date": receipts issued between a start and end date.
   • "Primary Contact" or "Account": the receipts of up to 20 contacts or accounts.
2. Choose the receipts:
   • Up to the Table Record Limit: the receipts are listed. Select the ones to send and click Email Receipts. If you select none, nothing is sent and the screen says "No receipts were emailed."
   • Above the limit: a confirmation screen shows the number of receipts. Click Email Receipts to send them all.
3. A progress ring shows the emails being sent. Once it completes, click Finish.

Emails are sent through Salesforce or Dryad Mailer, as set in Send Emails Using. The Email Setup article explains both, including the daily limits.

Merge Receipts

The Merge receipts option combines the .pdfs of receipts that are "To be Printed" and haven't been merged yet into larger .pdfs, so you can print many receipts at once.

1. Choose how to select the receipts: "All", "Issue Date", "Primary Contact" or "Account".
2. Choose the receipts:
   • Up to the Table Record Limit: select two or more receipts and click Merge Receipts.
   • Above the limit: click Merge Receipts on the confirmation screen to merge them all.
3. A progress ring shows the merge. It continues in the background if you leave the page.

You need at least two receipts to merge. Each merged .pdf holds up to .pdf Merge Batch Size receipts (100 by default), so a large merge creates several .pdfs. They are attached to the merge's Batch Receipt Log. Then print them with Print receipts > Print merged receipts.

Print Receipts

Print Individual Receipts

The Print individual receipts option downloads the .pdfs of receipts that are "To be Printed", and sets them as printed. Receipts that were merged but not yet printed are included too.

1. Choose how to select the receipts: "All", "Issue Date", "Primary Contact" or "Account".
2. Choose the receipts:
   • Up to the Table Record Limit: select the receipts to print and click Download and Set as Printed. Their .pdfs download as one .zip file, and the receipts are set as printed. More than 100 .pdfs download as several .zip files of up to 100 each, and your browser may ask once to allow multiple downloads.
   • Above the limit: there are too many to print one by one. Click Next to merge them, then print the merged receipts.

Print Merged Receipts

The Print merged receipts option lists the merges that have finished ("Complete") and haven't been printed yet.

1. Select one or more merges.
2. Click Download and Set as Printed. The merged .pdfs download, and their receipts are set as printed.

A merge that ended "Complete with Errors" isn't listed. Run the merge again for its receipts.

Create, Email, and Print Receipts

The Create, email, and print receipts option takes you through a whole receipting run in one place: it creates single or consolidated receipts and their .pdfs, shows a summary, then emails and prints the receipts of that run, one step after another.

1. Choose single or consolidated receipts, then choose the gifts in the same way as with the Create receipts option (see above), and confirm.
2. The email and print steps that follow only work with the receipts created in this run, never with older receipts still waiting to be emailed or printed.

1. Creating receipts and .pdfs

Progress rings show the receipts being created and their .pdfs being created. Once this step completes, click Next to see a summary. If you click Next too early, a message asks you to wait.

2. Summary

The summary shows how many receipts were created, and how many are "To be emailed", "To be printed" or neither. Then choose the next action:

The run has receipts…	Choices
to email and to print	Email and print receipts (selected), Email receipts only, Print receipts only, or Finish for now
only to email	Email receipts (selected) or Finish for now
only to print	Print receipts (selected) or Finish for now
neither	No choice; Next goes to the Done screen

The Finish for now option goes straight to the Done screen. The receipts keep their delivery status, so you can email or print them later with the Email receipts option or the Print receipts option in Batch Receipts.

3. Emailing receipts

This works like the Email receipts option above, limited to this run's receipts. If you select no receipts, the wizard skips emailing and goes on to printing. Once the emails are sent, click Next.

4. Printing receipts

This works like the Print individual receipts option above, limited to this run's receipts. Above the Table Record Limit, click Next to merge this run's receipts. When the merge completes, print it with Print receipts > Print merged receipts.

5. Done

The last screen shows how many receipts were created, emailed and printed in this run. A step that was skipped shows 0. When the receipts were merged instead of printed, printed shows 0, because they're set as printed only from the Print merged receipts option.

Leaving the page. If you leave the page while a step is running, that step finishes in the background. The steps after it aren't started; run them later from Batch Receipts. Progress is also recorded in Batch Receipt Logs.

Working with the Lists

Above each list, a bar shows the number of records and how many are selected. When there are more records than the Table Record Limit setting allows, only that many are shown. Type in Search this list... to filter the list, and click a column header to sort by it. Records you selected stay selected while hidden by the search.

Troubleshooting

Symptom	Check
"There aren't any … that need to be processed."	No records match the filters with the right status. Check the gifts' Receipt Status (see Receipt Eligibility) and widen the filters.
The options name Payments instead of Opportunities (or the other way round)	They follow the Enable Receipt by Payment setting. See Receipt Settings.
The Next button shows "This step is still running"	The step hasn't completed yet. Wait for the rings to complete, or leave the page and the step will finish in the background.
The email or print step of the wizard was skipped	The run had no receipts to email or to print, the other action was chosen on the summary (for example Email receipts only), or no receipts were selected in the email step.
Fewer receipts are to be emailed than expected	A receipt is only "To be Emailed" when the donor prefers email, has an email address and an email template is assigned. See Donor Preferences and Email Setup.
Printing says there are too many to print individually	More receipts are waiting than the Table Record Limit setting. Click Next to merge them, then print them with Print merged receipts.
A merge isn't listed in Print merged receipts	It is still running, it was already printed, or it ended "Complete with Errors". Check its Batch Receipt Log.
Only one .zip file downloaded, but more than 100 .pdfs were selected	The browser blocked the other downloads. Allow multiple downloads for your Salesforce site, then download the remaining .pdfs from the receipts, which are already set as printed.
Receipts don't appear in the email, merge or print lists	Batch Receipts only finds receipts you can see. See Permissions.