Once you the user has reviewed the tax receipts in the batch, you can then publish the batch of receipts.
A Batch Number will be created, and the batch will indicate the total number of receipts in the batch.
STEPS:
- Left Menu > Accounts Receivable
- Select Tax Receipts
- Select Publish Tax Receipts
- Batch – from drop-down list – Select Batch Number
- If you leave the preview mode on, you can review before publishing.
- Once the user is ready to publish
- Select the publish date.
- Select Send on Demand Alert (this initiates emailing out the tax receipts).
- Select the Tax Receipt Alert
- Select the Edit Template should you want to update the email going out to the parent.
- Should you edit the template, please be certain to leave the line of code that = to the tax receipt link.
- Select Publish
- The tax receipt will be emailed to the payer.
To Note:
Excluding specific tax receipts from batch:
Once a tax receipt batch has been processed, you cannot exclude specific receipts from being sent out, as they are part of the batch.
To ensure accuracy, review your batch before processing. During this stage, when tax receipts still have a checkbox next to them (instead of the edit pencil icon), you can remove any receipts you do not want to include. Then, proceed with processing only the receipts you intend to publish.
Once published, you can create a new batch, which will include any receipts that were removed from the previous batch and not yet processed.
Tax Receipts showing a zero dollar amount:
If a contact’s tax receipt shows a zero-dollar amount (and this is correct), it is best practice to keep these receipts as part of the batch. This ensures a smoother process for the next year’s income tax filing. Otherwise, the system will flag the account, indicating that the previous year’s tax receipts were incomplete. As a result, you will not be able to move forward until they have been processed.