Create Receipts from List Views

The New Receipts button on Gift Transaction and Gift Commitment list views creates receipts for the records you select. Use it when you want to receipt a hand-picked set of records rather than everything that matches a filter in Batch Receipts. This article explains how to set up the button, which selected records are receipted, and what happens next. It is written for the staff who run receipting and for Salesforce administrators.

Adding the Button to List Views

The New Receipts button is on Gift Transaction and Gift Commitment list views. If it doesn't appear above your list views, an admin can add it:

1. Go to Setup > Object Manager and open Gift Transaction (or Gift Commitment).
2. Open List View Button Layout and edit the list view layout.
3. Move the New Receipts button to the selected buttons and save.

Users need the Receipt User or Receipt Admin permission set to use it. Without it, the button shows "You don't have permission to perform this action."

Gift Transaction List Views

1. Select the gift transactions in the list view. Salesforce lets you select up to 200 records at a time.
2. Click New Receipts, then choose an action:
   • Create single receipts: receipts the selected gifts that are "Eligible", one receipt per gift.
   • Create consolidated receipts: receipts the selected gifts that are "Eligible for Consolidated", grouped by donor, one receipt per donor.
3. The confirmation screen says how many of the selected gifts will be receipted, for example "Of the 25 gift transactions selected, only 20 of them are eligible for a receipt." Click Create Receipts.

Selected gifts that belong to a recurring gift commitment are always skipped: receipt them through the commitment instead. Gifts with any other status, such as "Receipted", "Voided" or "Ineligible", are skipped too. To reissue a voided gift's receipt, use the New Receipt button on the gift itself (see Create Receipts from a Record).

For consolidated receipts, only the selected gifts are included, even if the donor has other gifts waiting. If a donor's total is below the Minimum Receipt Amount, no receipt is created for that donor, unless one of the gifts is an acknowledgment.

Gift Commitment List Views

1. Select the gift commitments in the list view, up to 200 at a time.
2. Click New Receipts. There's no action to choose.
3. The confirmation screen says how many of the selected commitments will be receipted. Click Create Receipts.

A selected gift commitment is receipted when:

• it is recurring (it has a schedule, or its Schedule Type is "Recurring"),
• its Receipt Status is "Eligible" or "Receipted", and Do Not Receipt isn't ticked on it, and
• it has at least one gift that is "Eligible for Consolidated".

Each commitment gets one receipt that includes all of its eligible gifts. If their total is below the Minimum Receipt Amount, no receipt is created, unless one of them is an acknowledgment.

Pledges (gift commitments that aren't recurring) aren't receipted from this list view. Receipt their gifts from a Gift Transaction list view, or use the New Receipt button on the commitment. Commitments whose last receipt was voided are skipped too: reissue those with the New Receipt button on the commitment.

What Happens Next

After you click Create Receipts, two progress rings show the receipts and their .pdfs being created in the background. Once both are complete, click Finish to go back to the list view. If you leave the page, the receipts are still created, and the run's Batch Receipt Log shows the result.

The new receipts are then emailed or printed like any others: with Batch Receipts, with the Email Receipt button on each receipt, or by the scheduled job for receipts issued today or yesterday. See Ways to Create, Email and Print Receipts.

How It Differs from Batch Receipts

• You choose the exact records, instead of filters.
• Up to 200 records per click, because that's how many a list view lets you select.
• There's no preview report.
• It isn't covered by the one-run-at-a-time check. Avoid creating receipts from a list view during a large Batch Receipts run or while the scheduled job is creating receipts.

Troubleshooting

Symptom	Check
The New Receipts button isn't there	Add it to the object's list view button layout (see Adding the Button to List Views).
"Please select at least one record and try again."	No rows were selected before clicking New Receipts.
"None of the selected … are eligible for a receipt."	Check the selected records' Receipt Status (see Receipt Eligibility). On Gift Transactions, check that you chose single or consolidated to match their status, and that they aren't part of a recurring gift commitment. On Gift Commitments, only recurring commitments are receipted.
Fewer receipts were created than records were eligible	Consolidated gifts are grouped by donor, so one receipt covers several gifts. A donor's or commitment's total may also be below the Minimum Receipt Amount.
"You don't have permission to perform this action."	Assign the Receipt User or Receipt Admin permission set. See Permissions.