Blue Receipt Activity Report (v5.0)

Modified on Wed, 20 Sep 2023 at 09:25 AM

  

 

Purpose of this document

 

Food banks must provide Feeding America with detailed information from all blue-receipted donations.  In Ceres, the Blue Receipt Activity Report provides Feeding America with this detail. This document explains how to run and update the Blue Receipt Activity Report.

 

Ceres Object release 5.00.00 is required for the functionality described in this document. 


 

TABLE OF CONTENTS

 

Overview

 

There are two primary types of donations that come to the food bank from Feeding America National Donors.  Yellow receipts which are offered to a food bank through the online Choice System, and Blue receipts when a Feeding America National Donors contacts a food bank directly when they have product to donate.  Food banks must provide Feeding America with detailed information from all blue-receipted donations.  In Ceres, the Blue Receipt Activity Report provides Feeding America with this detail.

 

The UNC codes have been predetermined for all food banks to use.  The FBC Codes are for the food banks’ own usage and must be linked to a UNC Code.   The Blue Receipt Activity Report looks at the UNC Product Source Code.

 

In order for the Blue Receipt Activity Report to be accurate, several data entry procedures need to be enforced.

  

Donor Card

        1. All Donor Cards for Blue Receipt donors must have the appropriate UNC Donor ID No. field filled in.

 

        2. If a Donor Card is setup with a default FBC Product Source that is linked to the UNC Product Source of A2H

            LOCAL, then Blue Receipt field should be checked.  These fields will automatically populate on the Donation

            Order.  

 

Donation Order

        1. The Blue Receipt field should be checked when the FBC Product Source that is linked to the UNC Product

            Source of A2H LOCAL is selected.

 

        2. The UNC Notice No. field is automatically populated with the donation order number for Blue Receipts.

 

 

Donor Card

The UNC Donor ID No. field is required, click the lookup arrow to the right of the field and select the appropriate number assigned to that donor.  For all Feeding America national donors this field is required.  If it is left blank, no donations will be included on the Blue Receipt Activity Report for that donor.  Outlined in green are the default fields that will automatically populate on the donation Order.  This will make donation orders more consistent and quicker to create. These fields are; Blue Receipt check box, FBC Donor Class of Trade Code, FBC Product Source Code, and FBC Product Category Code.

 

 

Donation Orders

On the General FastTab of the donation order, outlined in red, are the required fields for a donation to be included on the Blue Receipt Activity report.  The UNC Product Source must be A2H LOCAL, the UNC Notice No. cannot be blank, and the Blue Receipt check box must be checked.

 

 

To view the linkage between the FBC Product Source and the UNC Product Source, click on the down arrow to the right of the FBC Product Source Code field.  Then click Advanced at the bottom of the window to display the FBC Product Sources Page.  

 

 

 

In the above example, the FBC Product Source of A2H LOCAL is linked to the UNC Product Source of A2H LOCAL.  Ceres will automatically copy the UNC Product Source Code of A2H LOCAL into the donation order whenever the FBC Product Source of A2H LOCAL is used.  It is crucial that the food bank’s FBC Product Source Codes are mapped correctly to the FA UNC Product Source Codes by reviewing. 

 

Donor Cards - Make sure the FA National Donors have the correct UNC Donor ID No.

 

Donation Order Headers - Check that the required fields are populated, and the appropriate FBC/UNC Product Source Codes have been entered.

 

Running the Blue Receipt Activity Report

 

The Blue Receipt Activity Report (report #14012298) should be run once per week.  Typically, you would run the report Monday morning for the preceding week’s transactions and then email this exported file to Feeding America.

 

        1. The Blue Receipt Activity Report can be accessed from Departments à Donations à Reports and

                Analysis à Analysis & Reporting à Blue Receipt Activity Report.

 

 

 

        2. From the Blue Receipt Activity Report Request Page, set the following options and filters.

 

 

A2H Affiliate No:  Select or input your food bank’s A2H Affiliate No.  For a list the A2H Affiliate Nos., click on the down arrow to the right of the A2H Affiliate No. field.

 

Create Export File:  Place a check mark in the field to create a Blue Receipt export file.

 

File Name:   The file name of C:\NAVTEMP automatically defaults based on the User Setup, followed by BLUE, A2H Affiliate No., and the Month and Day the Report was run.  

 

Buy-From Vendor No:  To run the Report for a specific Donor, input or select a Donor No.  

 

Posting Date:   Enter the date or a range of dates for which you are creating the report for.  If you run the Blue Receipt Activity Report once a week then the date range should be for that time period.

  

 

        3. If you are interested in printing out a hard copy of the Blue Receipt Activity Report for your food bank’s records,

            click on the Print button at the bottom of the screen.  If you are not interested in printing out hard copies, then

            select Preview button at the bottom of the screen. Below is an example of a hard copy of the Report.

 

 

 

        4. By selecting the Print or Preview button, Ceres automatically creates a text file that contains key information

            about your blue receipts and saves it to the NAVTEMP folder on the C drive of the computer of the user who is

            running the Report.  

 

 

        5. To send the Blue Receipt Activity Report file to Feeding American, open your email program and attach the file

            that was saved to localreceipts@feedingamerica.org.  In the email subject line insert Blue Receipts for [your food bank name]

            [your UNC Food Bank IDand indicate the name of the person submitting the receipts

Updating FBC/UNC Product Source Codes

 

There may be times were a donation order is posted with an incorrect FBC/UNC Product Source Code, such as LOCAL was selected when it should have been A2H LOCAK or vice versa.  To fix a donation receipt that posted with an incorrect FBC/UNC Product Source.

 

        1. Select Posted Donation Orders or Posted Donation Receipts from Departments à Donation à Archive à History.

 

        2. Locate the order you want to update and then select Home à Manage à Edit.

 

        3. From the posted donation order, select Home à Process à Update Donor FBC/UNC Product Source Codes.

 

 

        4. From the Update FBC/UNC Product Request Page, update the fields as needed.

 

 

FBC Product Source Code:  Select or enter the correct FBC Product Source Code.

 

UNC Produce Source Code:  Confirm the UNC Product Source Code is correct based on the FBC Product Source Code that was selected.

 

UNC Notice No.:  Enter or update the UNC Notice No., 

 

Update Lot No Information:  Place a checkmark in Update Lot No. Information box to update the Lot associated with this receipt/order.  If this field is not checked then only receipt/order will be update.

 

Update Blue Receipt as:  From the drop down select Yes to set the Blue Receipt field on the receipt/order you are updating to Yes.  Select No to not update the Blue Receipt field.

 

        5. Click OK to run the update.

 

        6. Re-run the Blue Receipt Activity Report to make sure the updates are correctly reflected on the Report.

Related Topics

CERES5.02.00 - FA Filename Enhancements Blue Receipt Activity Report
Ceres5.01.13 - Reset Blue Receipt Export Flag
Ceres5.02.55 - Add Blue Receipt Export Flag Reset to Credit Memo

 

 

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