Document Storage

@Nancy Randolph
we created our own eReceipting capability with custom code via SKY API that automatically add the eReceipt PDF generated into the Gift record as gift record attachment.

If you are going to do this manually, I wouldn't suggest adding to the constituent record, but on the gift record instead.

EDIT: just want to add why we do what we do, so you can gauge your own org's situation. Finance ask us (tech) to do the automation to attach eReceipt created (no manual work is being done, and finance staff is not going to manually scan and attach anything neither, they only want anything that can be automatically done via the eReceipt module we already built). The reason for this ask is for the few dozen situation where donor called and unable to locate their receipt, that the fundraising staff can easily go to the constituent record on NXT webview and download the ereceipt attached there and email to the requesting donor. Rather than asking our finance staff to recreate another receipt to send to the donor.

@Nancy Randolph Hi Nancy! Welcome to the community!

My org only stores hard copies of the receipt if the constituent requests it via email. Then it is attached to the reader slip (the form containing all needed gift information) and filed for two years before being shredded.

We keep a digital copy on a shared drive that only a few finance people have access to.

We are old school, being pushed to catch up technologically while digging our nails in rebelliously. ?

@Spring Velazquez
that's a nice touch… our finance department didn't quite care if the “subsequent” sending is labelled as duplicate copy or not. The receipt info (receipt # and various info about the gift) is on the receipt, the burden of correctly filing and not duplicately file the same gift is on the donor him/herself, not the responsbility of the non-profit org.

@Nancy Randolph, we really don't keep them except for our largest major donors (because those letters are often customized to reflect personal conversations). These we simply keep hard copy in their donor file, because the number is small, or else copy-pasted into an Action note. Otherwise, for the bulk of our donors, we keep the template for acknowledgement letters in our files and simply recreate as needed. The “Acknowledged Date” field in the gift record serves to record that the acknowledgement was sent.