Blue Receipt Activity Report

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 6.00.00 is required for the functionality described in this document.

TABLE OF CONTENTS

• Overview
• Donor Card
• Donation Orders
• Running the Blue Receipt Activity Report
• Updating FBC/UNC Product Source Codes

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.

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 set up with a default FBC Product Source that is linked to the UNC Product Source of A2H LOCAL, then Blue Receipt field should be toggled on. These fields will automatically populate on the Donation Order.

Donation Order

1. The Blue Receipt field should be toggled on 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 red 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 toggle 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 field must be toggled on.

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 “Select from full list” 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 by selecting “Search” from the Dynamics 365 Business Central Banner and entering “blue receipt” in “Tell me what you want to do” then selecting “Blue Receipt Activity Report” from the results in the Go to Reports and Analysis section OR by selecting the “Blue Receipt Activity Report” menu action (if present) from your Role Center home page.

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: Toggle on this field to create a Blue Receipt export file.

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 the 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 downloads it to the desktop.

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 ID] and indicate the name of the person submitting the receipts

Updating FBC/UNC Product Source Codes

There may be times when 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 was posted with an incorrect FBC/UNC Product Source.

1. Posted Donation Orders or Posted Donation Receipts can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering the desired document in “Tell me what you want to do” then selecting the document type from the results in the Go to Reports and Analysis.

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

3. From the posted donation order, select 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: Toggle on Update Lot No. Information box to update the Lot associated with this receipt/order. If this field is on, then only receipt/order will be updated.

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.