Initial training

Gonexa RF is the solution dedicated to associations to manage the entire cycle of their tax receipts.

Basic setup

This configuration allows you to create, validate and cancel a fiscal receipt individually.

Prerequisites

BEFORE STARTING

Have subscribed to Gonexa RF
Please contact the sales department if necessary.
Installing Gonexa Doc

Installing the package

STEP #1

Please refer to the “Gonexa Doc Installation” section since the basic configuration for generating a document is common between Gonexa Doc and Gonexa RF.

Assign permissions to users

STEP #2

Authorization sets

Assign permission sets to the people you need
The “Gonexa RF Admin permission set” to administrators who will configure the tool
The “Gonexa RF User Permission Set” for users who will create tax receipts

Gonexa RF authorization set assignment

Assign permission sets to users
💡 As far as roles are concerned, access to the document template is managed via the sharing settings, which are by default “private”, which blocks access to the template, since no sharing rules have been created next to it. We recommend that you change the legal entity sharing and tax receipt setting to public read-only.
⚠️ Also remember to open read/write rights on the fields used in your document templates

Creating a legal entity

STEP #3

Creating a legal entity

From the application launcher, access the Legal Entity object
Create as many legal entities as needed by clicking on New
{Name} Ex. International Committee of the Red Cross
Fiscal year : {Current fiscal year} Ex. 2023

💡 Note that creating receipts whose payment date is not equal to that of the associated legal entity's fiscal year will be impossible.
‍
Street: {Legal Entity Street}
Postal code : {Legal Entity Postal Code}
City: {City of legal entity}
Country: {Country of legal entity}
Logo: {Upload the legal entity logo}
Social purpose: {List the activities carried out by the association}
Signature: {Upload the president's signature image}
Receipt number prefix: {Add a fixed part and a dynamic part between brackets} Ex. Red Cross- {AAAA}
Next receipt number: {Add the starting number from the tax receipt}
Number length: {Fill in the number of the tax receipt number}

Legal Entity Setup

STEP #4

Tax receipt mapping

Always from the Legal Entity object you just created. Access the New button next to Legal Entity Setup to set up the mapping of your tax receipt.
Name your configuration
Choose the legal entity to associate with this configuration
Select the document template you have previously set up from the dropdown list.
Choose the default configuration to apply and, from there, check the “Default configuration” box

💡 Note that a default configuration is unique and mandatory

Mapping proposed by default

Gonexa RF offers a default mapping based on the fields in the Salesforce NPSP package.

Keep the mapping proposed by default or customize it according to your object model.
Verify the configuration of the receipt and its lines and click Save

💡 The Default Configuration provided to you is based on the Opportunity object and will search for the tax receipt and payment fields: the tax receipt lines.

Creating your own mapping

If your data model requires it, you can customize your own mapping by choosing the fields to fill in your tax receipt.

The default configuration thus validated, customize the header mapping on the one hand by clicking on the Modify symbol in the first step.
Choose the Salesforce object from which you want to create the tax receipt, it is from this that you will use the fields for mapping the tax receipt.

Ex. Contact, Opportunity, Don__c...
Search for the fields available on your object in order to define the elements of the tax receipt: Information on the corporate or individual donor, and on the donor's address.
💡 Leave fields empty if they are not to be used and go up the relationships of your objects to find information on lookups.
Record this first step.
Go to the second step, by clicking on the edit symbol next to the tax receipt mapping.
Choose the Salesforce object from which you want to create tax receipt child objects.

Ex. Payment
Search for the fields available on your object to define the amount elements of the tax receipt lines.
Add filters if you don't want to show all of the items in your donation. Build the filter by writing a SOQL condition.

Ex. status__c = 'settled'
Click on save.
⚠️ Please define fields of the expected type. If an amount is expected, only a number field must be chosen, a date field awaits a date field...

Add the “Create tax receipt” action

STEP #5

Create the quick action

From the Object Manager (object manager) From the configuration, go to the object from which you want to create the tax receipt.
From the Buttons, Links, and Actions tab (Buttons, Links, and Actions) click on New Action
Type: Lightning Web ComponentComponent
Web Lightning: GNX: GonexaQuickActionCreateTaxReceipt
Standard label type: None
Etiquette (Label) : {Name of the button according to your choices}
Name (Name) : {Autofill}
Description: {optional}
Save
💡 Note that this action is based on the Default Legal Entity Configuration, make sure you have selected one before.

Drop the action on the page

Add your button to the page layout, from the Page Layout tab (Layout page).
Select the presentation on which you want to drop the button (Donation, Grant...) and drag and drop it.
Save

List of receipts displayed from your context

STEP #6

You can create a personalized link on the tax receipt to your main original object in order to have quick access to your context once the document is generated using a flow.

Create a look-up to the tax receipt

From Salesforce Setup, go to Object Manager (Object manager)
From your main object, from which you create the tax receipt, create a new field such as Search relationship (Look-up) to the tax receipt
Drop it on your page

Create a field update flow

From Salesforce Setup, go to flow (flows)
Create a flow triggered by creating a record from the Tax Receipt object (GNX_Tax_Receipt__c)
Optimize flows for “Related Actions and Records”
Add a Record Update item
Name it to your liking
In the record search choice, select Use “Use the fiscal receipt record that triggered the flow”
Set trigger conditions to none
Set Tax Receipt Record field values to Don__c with the Tax Receipt Context Id value: $Record > Context Id
Save and activate

Validate the tax receipt

STEP #7

Validate the tax receipt manually by changing its status from draft to validated, in order to block the modification and create a tax receipt number legally.

Manually validate a tax receipt

From the tax receipt, change the status of draft to be validated
A tax receipt number will thus be created and the modification of items is now blocked.
Your user will have to cancel the tax receipt if they want to make changes to it

Cancel tax receipt

STEP #8

Create and file the action to cancel a tax receipt.

From the Object Manager (object manager) From Setup, access the object from which you want to create the tax receipt.
From the Buttons, Links and Actions tab (Buttons, Links, and Actions) click on New Action
Type: Lightning Web
ComponentLightning web component: GNX: GonexaQuickActionCancellationTaxReceipt
Standard label type: None
Etiquette (Label) : {Name of the button according to your choices}
Name (Name) : {Auto-fill}
Description: {optional} Save.
Add your button to the page layout, from the Page Layout tab (Layout page).
Select the presentation on which you want to drop the button (Donation, Grant...) and drag and drop it.
Save

Generate a tax receipt

STEP #9

Refer to modulus Gonexa Doc from Gonexa University to build your document model and file the generation action on the page.

Get the pre-designed Gonexa tax receipt template from our website.

Note that a tax receipt must contain the following legal information:
The contact details of the issuing association
The unique serial number of the tax receipt, this numbering must be unique for each of the donors (two numbers can co-exist if the association issues receipts via the HelloAsso donation platform, but also offline). However, be careful not to use the same numbering system), = a formula (sequence of single numbers)
The beneficiary organization (name, address, object, quality...) The donor (identity and contact details)
The Amount of the sum paid in numbers and letters (for tax receipts issued on a computer, all you have to do is frame the amount paid with asterisks: ***10 Euros***)
The payout date
The method of payment of the donation
The signature of the person authorized to collect the payment
Save your document and upload it.

Put into production and send by email

STEP #10

Put into production

In order to validate our tests, put the legal entity into production

Access the legal entity
Click on put into production and validate

Send by email

Use the Salesforce standard to send an email and attach the generated document.

Closing the fiscal year

When all your donors have received their tax receipts, close the fiscal year to move on to the next

Access the legal entity
Click on Close fiscal year
The legal entity's fiscal year will automatically change to N+1 and the creation of RF for the previous year will be blocked