Donorfy comes with two acknowledgements called ‘Thank You Email’ and 'Thank You Letter' - you can set up further acknowledgement types from the settings menu.
The Thank You is automatically selected when new donations are entered into the system, you can choose a different default acknowledgement type by changing the Transaction Entry Defaults in settings.
If you don't want Donorfy to automatically select acknowledgements then clear the settings for Default Email Acknowledgement Template & Default Mail Acknowledgement Template in Transaction Entry Defaults.
Entering a Donation
When you are entering a donation Donorfy will use the constituent's contact preferences to determine whether an email or letter acknowledgement is more appropriate.
You can view or change the acknowledgement by clicking the down arrow to show the fields for working with acknowledgements.
After you have clicked the down arrow you will see which acknowledgement template has been selected, you can change this if required.
You can also add text to personalise the acknowledgement.
Preventing the Sending of Acknowledgement
If you remove the acknowledgement template then an acknowledgement will not be sent for the donation - you do this by choosing the blank entry which is the first entry in the list.
Sending the Acknowledgements
Click on Acknowledgements under the Financial menu, the two lists (one for email and one for download) show any donations from the last 30 days that have not yet been acknowledged.
You can review the items in the list, you can also enter or change any acknowledgement personalization text or change the acknowledgement template to be used.
Email Acknowledgements
Click Send Acknowledgment to send the acknowledgement email, once the email has been sent it will be removed from the list.
If you decide not to send an acknowledgement click Don’t Send. If you click Don’t Send but then decide you need to send an acknowledgement, find the transaction on the constituent's timeline and select an acknowledgement template.
Mail Acknowledgements
The download tab allows you to download a CSV file to mail merge into a document locally. Any download files you have previously created are shown together with a list of donations that need acknowledgements.
Click Create New Download File to create a new file - once the file has been prepared click Download.
Record of Acknowledgement being sent
Once the Acknowledgement has been sent from or downloaded from your Donorfy, the date that the action was completed will be added within the Transaction which it relates to.
Re-sending an Acknowledgement
To resend an Acknowledgement:
Find the corresponding transaction on the constituent's Timeline and open it.
Click the down arrow in the payment section to show more details.
Delete the Acknowledged On date.
Click Save Changes.
Once the Transaction change has been saved, the Transaction will be added to the Acknowledgements section under Financial.
📌Note:
Only transactions that have been added within the last 30 days will be collated in the Acknowledgment section.
If a transaction has not been acknowledged within that timeframe then they will need to be located from a Transaction Payment List using the filter options Acknowledgment Is Not Empty and Acknowledged on is Empty - add any additional filters as required.