Using the eReceipts tab, you can create a Microsoft Word merge template to be used as a template for a PDF (Portable Document Format) file. The PDF file is sent as an email to the client. For example, you want to send electronic receipts for all gifts you received this week. Configure eReceipts the same way you configure regular receipts for mailing a hard copy receipt. First, use the various tabs for the Receipts mail task to define your gift type, the constituents to include, and additional filters.

Then, use the eReceipts tab in the Receipts mail task to configure your email settings, text, and rules for the email. Merge the receipt data into a Microsoft Word template using the Merge button on the eReceipts tab. During the merge process, select whether you want to mark a gift as receipted, receipted and acknowledged, or not updated once you run the receipts. Once the merge is complete, a PDF file is automatically created from the Word document. The email is then sent automatically through SMTP, a subcomponent of Microsoft Internet Information Services (IIS), with the PDF file inserted into the email as an attachment. 

To send eReceipts:

  1. If you have not sent eReceipts before, specify a Simple Mail Transfer Protocol (SMTP) email server name and port number using the Mail options business rule link in Configuration. You only need to complete this step once.  
    1. In The Raiser's Edge, click Config, Business Rules, Mail Options. 
    2. Enter the SMTP relay address and port number. The default port number is 25 but can be set up differently by your IT department. If you do not know your server or port number, contact your IT department.

      NOTE: If Blackbaud hosts your database, input the SMTP settings for eReceipts.
  2. Click Mail, Receipts. Open an existing or create a new receipt parameter file.
  3. Select the General tab.
    • From the Receipt Type menu select “Create custom data file”. You must select this to use the eReceipt functionality.
    • We recommend you mark the Create output query checkbox so that a query is created for any eReceipts that could not be sent to a constituent.
    • Make all other selections on the General tab.
  4. After making all other selections on the other tabs, select the eReceipts tab. For more information on the options available on the tabs, refer to "How to print receipts in Mail."

    NOTE: This following steps create an email with the actual receipt being a Word merge document attached as a PDF. If you want to preview the actual Word merge letter (e.g. receipt) prior to sending the email, you will need to run through the process twice. For the first run, you skip step 5, e.g. you will not mark the Send as eReceipts checkbox. You will mark this checkbox for the second run. For more information, refer to How to preview receipts before sending them as eReceipts
  5. On the eReceipts tab:
    • Mark the Send as eReceipts checkbox. When you mark this checkbox, all options on this tab are enabled.
    • To create the subject and body text of the email to send to your constituents, click Write message. (Note: The text for the actual receipt is created in steps 7 - 12 and will be attached to the email in PDF format.) 
      • In the From field, enter the email address from whom the email is being sent.
      • In the Subject field, enter a subject for the email.
      • In the email message text box, you can enter text and insert fields, such as organization name and gift information. To insert fields into the text box, click Insert Field. A submenu appears so you can select from a category of fields. For example, click Insert Field and select Addressee/Salutation, <<Addressee/Salutation> >. Fields available for selection include all fields that appear in the Available Fields box on the Fields to Include tab of the Receipts mail task as well the following fields: Email_Address, Email_Subject, and Email_Text.
      • Select additional fields to include and add any additional text to the email.
      • Click OK to return to the eReceipts tab.
    • In the Select the order in which the email types should be considered frame, double-click Email in the Email Types box. You must select at least one email type to use. (NOTE for The Raiser's Edge 7.94 and higher: Emails marked as inactive will not receive an eReceipt. Only selected email types are considered in the arranged order, regardless of primary flag. If a specified type has more than one active email address listed, the eReceipt will go to the first email of that type found, which could mean the primary if the type selected is marked primary.)
    • In the Specify what happens if no email meets this criteria field, select “Use first email found”. When no criteria is met in the Email Types to Use box, the first email found for a constituent is the email address used. When you select “Remove record from run” in this field, an email for this constituent is not sent.
    • In the Create an exception query to identify receipts that could not be emailed frame, mark the Create exception query checkbox and select the type of query you want to create. An exception is created when no email address is found for a constituent record or if the Requests no email checkbox is marked on the Bio 1 or Org 1 tab of the constituent’s record.
  6. Click Merge. On the Save Mailing As screen, enter the following and click Save
    • In the Mailing name field, enter a name for this mailing.
    • In the Description field, enter a description for the mailing.
    • To allow other users to run this mailing, mark the Other users may run this Mailing checkbox.
    • To allow other users to modify this mailing, mark the Other users may modify this Mailing checkbox.
  7. On the Microsoft Word Mail Merge Wizard screen, click Next.
  8. If you selected to create an output query in step 3, the Save Static Query screen appears. Name the query and click Save.
  9. On the Update gifts screen:
    • To mark a gift as receipted, select Receipted.
    • To mark a gift as receipted and acknowledged, select Receipted and Acknowledged. When you select Receipted and Acknowledged, the Acknowledge field on the gift record changes to Acknowledged and the Receipt field on the gift record changes to Receipted.
    • If you do not want to update the gift, select Do not update.
    • Click OK.
  10. On the What type of Mail Merge do you want to run? screen, select the type and click Next:
    •  To work with a simple mail merge using one document, select Perform a simple mail merge using only one document. When you select this option, you work with only one document to create the eReceipt. You would use a simple mail merge only when everyone is going to receive the same wording on the receipt.
    • To work with a conditional mail merge using more than one document, select Perform a conditional mail merge using multiple documents. When you select this option, you work with more than one document to create the eReceipt. You would use a conditional mail merge when the wording on the receipt for donors varies depending on factors such as amount they gave, whether they are a board member, etc.
  11. On the Create the document and merge the data screen, click Create merge document. Microsoft Word opens and a blank Merge document appears. As you compose your merge document, you are going to insert merge fields into the letter. When The Raiser’s Edge converts the letter into a PDF file, the correct information is exported out of The Raiser’s Edge and appears in the designated areas (placeholders) of your letter.
    • To enter merge fields, leave your cursor flashing in the left corner of the workspace of your letter and click Insert Raiser's Edge field on the toolbar. If you are using Office 2007 or 2010, this field is located on the Add-ins tab. Also, in Office 2010, you can use the Insert Merge Fields on the Mailings tab.
    • Select the merge fields you want to add, such as Receipt Date and Receipt Amount. To move down to the next line, press Enter on your keyboard.
    • Add any additional fields to the letter and click Save and return to RE 7 to return to the Microsoft Word Mail Merge Wizard screen. To make any changes to the document you just created, click Edit merge document.
  12. Click Finish.
  13. On the Confirm File Location screen, specify a location to save the document you just created in the Save document as field.
  14. Click OK. A preview of the merge letter you created appears in a Word document. The email has now been sent with a PDF attachment of the merge letter you created. The text of the email is the text you added on the Write email message screen on the eReceipts tab.