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Level 1

How to Thank Donors for Payments Received

Using Premier Nonprofit Edition (desktop) I see how to acknowledge (i.e. thank) the donor for a donation if it is entered as a Sales Receipt -- there is an Email button on the menu bar.  But there is no such Email button on the Customer Payment screen (which you get when clicking on Receive Payments).  So how best to email the donor a thank-you (which also serves as a tax receipt) for his payment in this case?

 

Of course, I would like the email to be auto-populated with the donor's name, check number, payment date, amount, and description -- just the same way as the email which is generated for Sales Receipts.

6 Comments
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Moderator

How to Thank Donors for Payments Received

Hello Gary_Buchwald,

 

The Receive Payments (Customer Payment) is only used when you record the payments for the customer invoices. You can use this link for reference: Record an invoice payment.

 

I'd recommend sending the sales receipts themselves to the customers since you've recorded the donations as Sales Receipts,

  1. Open the sales receipt you've recorded for the donation.
  2. Click the Email button and enter the email address of the customer.
  3. Send it to the customer.

You can use this link for reference: Create sales receipts.

 

Meanwhile, you might want to set up the email address and other details of the customers so it will automatically populate when sending transactions.

  1. Click Customers and select Customer Center.
  2. Double-click a customer profile and it will open the Edit Customer window.
  3. Go to the Address Info tab and enter the email addresses.
  4. Enter other necessary details and click OK.

Feel free to get back to us if you need anything else. Have a great day!

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Level 1

How to Thank Donors for Payments Received

Thanks, James, I appreciate the advice but my question is specifically about Receive Payments because that is how most of our donations are processed.  The reason being that entering contributions as Sales Receipts is only used for "one-off" and "unexpected" donations.  The majority of our charitable donations are received as payments on pledges.  The pledges are entered directly onto the member statements using the Statement Charges screen.  The payments are then applied to those pledges by utilizing the Receive Payments screen.  I simply do not understand why the Receive Payments screen is not equipped with the same Email Acknowledgement function as the Sales Receipts screen when it is just as applicable.

 

Can you explain that difference?  Or offer an analogous way of achieving the same result?

 

P.S.  We "bill" our members and remind them of their outstanding balances by sending them updated statements using the Statements screen.  We've never used Create Invoices.

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QuickBooks Team

How to Thank Donors for Payments Received

Hello there, Gary_Buchwald.

 

The Email option in the Customer Payment screen is available. Let's ensure that you selected the Main tab in the Customer Payment screen. If you're unable to see this option through your on the Main screen, you can fix the unexpected behavior by verifying and rebuilding your company file

 

You can refer to this link for more details about entering a billing statement to customers: Create a billing statement.

 

Keep me posted on how this works. Take care!

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Level 1

How to Thank Donors for Payments Received

I tried that but still do not have an Email button on the Customer Payment screen.  Would you be so kind as to send me a screenshot of how that looks on your screen so I can see if the rest of the screen looks the same as mine?

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Moderator

How to Thank Donors for Payments Received

Thanks for getting back to us, Gary_Buchwald.

 

It would be my pleasure to provide you a screenshot to serve as your visual reference. 

 

As mentioned by my peer above, that if you haven't seen this option, you can try verifying ad rebuilding your company file. This tool can help fix common data issues.

 

Please keep me updated on how it goes. I want to make sure your Email option button concern is taken care of.

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Community Champion

How to Thank Donors for Payments Received

QuickBooks won't prepare proper donor statements, but our BRC Donor Statements - Desktop  app will.  It will include payments on pledges.  You may find it useful for your case.

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