Voiding and issuing replacement charitable receipts

There may be instances in which a donation receipt must be voided. Review the following documentation to learn how to void a receipt and issue a replacement receipt to the same donor with a new receipt number.

Voiding a charitable receipt

Voiding the receipt

Do the following to void a receipt:

Printing the voided receipt

Do the following to print the voided receipt:

1. Go to Fundraising > Receipting > Find issued receipts.

2. Use the available search options to locate the receipt.

3. Click Print Receipts.

4. Go to Fundraising > Receipting > Receipt logs.

5. Select Download receipts.

   

6. The receipt is downloaded as a PDF.

   

Automatically voiding issued receipts

The following scenarios result in gift receipts being automatically voided:

• Adjusting a gift payment associated with a receipt that was already issued.
• Cancelling a charitable event registration or program item registration.
• Adjusting the Donor, Gift item or Gift date of a pledge or gift associated with a receipt that was already issued.

Review the examples below for more information.

Tailoring the receipt template and PDF

Gift receipts can be replaced after the original receipt has been voided. Before you issue replacement receipts through email, you must tailor the Gift Replacement Receipt Template.

Tailoring the Gift Replacement Receipt Template

Staff users must tailor the out-of-the-box communication template (Gift Replacement Receipt Template) before sending replacement receipts to donors through email, because the template contains iMIS and ASI content the donor will not recognize.

Do the following to tailor the communication template:

1. Go to Marketing > Communication templates > Receipts > Replacement Receipts.

   

2. Select the Gift Replacement Receipt Template.
3. Select Organize > Copy.
4. Select Organize > Paste.

   📘

   Note

   Paste the copied template in the Replacement Receipts folder, so that it appears as an available option on the Reissue void receipts
   tab.

5. Double-click the template to open it for edit.
6. Make the following changes:

   1. (Header tab) Update the following elements on the
      Header tab:

      • Template name

      • From email address

      • (optional) Subject

        

   2. (Body tab) Update the following elements on the Body tab:

      • Logo – Replace this logo with your company’s
        logo or delete the image.

      • Email body content – Update the email body content if you would like to send a different
        message to donors.

      • All footer content – Update the links associated with the social media buttons, address, and remaining logos.

        

   3. (Data sources tab) If necessary, add additional data sources to include in the body of the communication
      template.

      🚧

      Warning

      Do not modify the Recipients tab.

7. Click Save.

Tailoring the Donation Receipt PDF

The Donation Receipt (DonationReceipt.rdl) attached to the out-of-the-box Gift Replacement Receipt Template is located at Reports > Fundraising reports > Templates folder. This .RDL file can be downloaded and edited using SQL Server Data Tools. See Modifying an existing report for more information.

Issuing replacement receipts

After the original receipt is voided, do the following to issue a replacement receipt:

1. Go to Fundraising > Receipting > Issue receipts.

2. Click the Reissue void receipts tab.

   

3. In the Send options, choose from the following:

   • Email receipts to donor - Sends an email communication to the donor with a PDF of the receipt attached.
   • Print receipts - Downloads a PDF of the receipts.

4. Choose your custom Receipt template. See Tailoring the receipt template and PDF.

5. (Print receipts only) Select Print the template attachment only to only print the PDF receipt. Deselecting this option also prints the body of the communication template along with the PDF receipt. This option is only available if Print receipts is selected and the selected Receipt template has an attachment selected by default.

6. Enable Group gifts from the same donor into a single receipt to group gifts from the same donor into a single receipt.

7. Select the Receipts to issue from the Select a query drop-down:

   • Voided receipts (with email) - This is the Default query. This query displays donation receipts with a status of Void and donors with an email address.

   • Voided receipts (no email) - This query displays donation receipts with a status of Void and donors without an email address.

     📘

     Note

     To add a custom query to this drop-down, see Creating a custom query to use when issuing voided receipts.

8. Click Issue receipts.

9. Go to Fundraising > Receipting > Receipt logs to confirm the receipt was successfully issued. If the receipt was emailed, there is a link to the Communication log. If the receipt is printed, there is a link to Download receipts.

   

From each donor’s account page, use the Communications content item to review the replacement receipt. The replacement receipt is issued a new receipt number along with the number that this new receipt is replacing.

Creating a custom query to use when issuing voided receipts

Add custom receipting queries to the $/Fundraising/DefaultSystem/Queries/Receipts/Reissue void receipts folder. Each custom receipting query must contain the following as a display property:

• PartyId aliased as code_PartyId
• PaymentId aliased as code_PaymentId
• ReceiptLineId aliased as key_ReceiptLineId
• ReceiptNumber aliased as code_ReceiptNumber
• ReceiptKey aliased as key_ReceiptKey

If any of these Display properties are missing, an error is displayed. It is recommended that you use the GiftsReceivedForReceipting business object as a source for these queries because it uses the required fields.

Voiding aggregate receipts

There may be instances when you need to group gifts from the same donor for receipting purposes. The Group gifts from the same donor into a single receipt option in the Issue receipts window allows you to group receipts together.

When an adjustment is made to the payment of one gift from an aggregate receipt, such as a reversal or refund, the receipts for the remaining gifts are voided. Once the original receipt has been voided, a new receipt that details the replacement can be issued.