Donor Preferences

Each donor can have their own receipting preferences: how they receive receipts, how often, in which language, and whether they should be receipted at all. Dryad Receipting reads these preferences automatically for every gift. This article explains where the preferences are stored, how each one changes what the donor receives, and when changes take effect. It is written for Salesforce administrators and the staff who maintain donor records.

Where Preferences Live

Preferences are fields on the donor's Account. In Nonprofit Cloud, every Gift Transaction and Gift Commitment has a Donor, which is an Account, and that Account's preferences are used:

• Individuals are person accounts. The person's own preferences, email address and mailing address are used.
• Organizations are business accounts. The organization's preferences and billing address are used. Its receipts are emailed to its Receipt Email, or to its Receipt Recipient (a person account).

Preferences aren't read from Contacts or from any other Account. A few settings, such as Do Not Receipt, can also be set on the gift or gift commitment, as shown in the tables below.

Preference	Values	If left blank
Receipt Delivery	Email (default for new records), Mail	Treated as "Email".
Receipt Occurrence	Single (default for new records), Consolidated	Treated as "Single".
Receipt Language	English (default for new records), French	"English".
Receipt Email	Organizations only: an email address	The Receipt Recipient's email is used.
Receipt Recipient	Organizations only: a person account	No one. If Receipt Email is also blank, the organization's receipts have no email address and are printed.
Do Not Receipt	Checkbox	Unticked: the donor is receipted.
Do Not Receipt Reason	Depends on the record; see Do Not Receipt below	No reason recorded. A reason is required when Do Not Receipt is ticked.

Records created before Dryad Receipting was installed have blank preferences, because defaults only apply to new records. Blank values work as shown above, so these donors get single receipts in English, emailed when there is an email address on file. If some donors should get mailed or consolidated receipts, update their Accounts with a data tool.

Which Record Is Used for Each Gift

"Gift transaction receipts" are single receipts, and consolidated receipts that group a donor's gifts. "Gift commitment receipts" are receipts created for a Gift Commitment, such as a recurring donation or a pledge.

Preference	Gift transaction receipts	Gift commitment receipts
Receipt Delivery	The gift's Donor	The commitment's Donor
Receipt Occurrence	The gift's Donor Gifts that belong to a recurring gift commitment are always consolidated	Recurring commitments: always one receipt for the commitment Other commitments (pledges): the Donor's preference
Receipt Language	The Donor's Receipt Language English	The Donor's Receipt Language English
Donor email address	Individuals: the person account's email Organizations: the Receipt Email, or if it's blank, the Receipt Recipient's email	Same as for gift transactions, from the commitment's Donor
Do Not Receipt	Either the gift or its Donor	Either the commitment or its Donor. Each gift transaction's own checkbox is also checked.
"Acknowledgments Only" reason	Any of: the gift, its gift commitment, its Donor	Any of: the commitment, its Donor, or any gift transaction on the receipt

What this means in practice:

• Edit the Account, for individuals and organizations alike. A person account holds the person's own preferences.
• For organizations, also fill in Receipt Email or Receipt Recipient. Without either, the organization's receipts can't be emailed and are printed instead. If you send email with Dryad Mailer, fill in Receipt Recipient: Dryad Mailer sends to the recipient's email and doesn't use Receipt Email (see the Email Setup article).
• Do Not Receipt is checked on the donor and on the gift. One ticked box is enough to stop the receipt.
• Gift commitments pass some settings to new gifts. When a gift transaction is created for a commitment, it copies the commitment's Do Not Receipt, reason and comments, as well as its Receipt Template, Email Template Id and Receipting Account. Changing the commitment afterwards doesn't change gift transactions that already exist.

Checking What Applies to a Gift

Gift Transactions and Gift Commitments have read-only Donor Receipt Delivery, Donor Receipt Occurrence, Donor Email, Donor Name and Donor Address fields. They show the value that applies to that gift after these rules are applied. There is no Donor Receipt Language field; check the Donor's Receipt Language instead. Add these fields to page layouts or reports to check a gift without opening the donor.

Receipt Delivery

Decides whether the donor's receipts are emailed or printed and mailed.

When a receipt is created, the donor's delivery preference and email address are copied onto it (Donor Receipt Delivery, Donor Email). The receipt's Receipt Delivery Status then decides what happens next:

Delivery Status	When
Creating .pdf File	The receipt's .pdf hasn't been created yet.
To be Emailed	All of these are true: the delivery preference is "Email" the receipt has a donor email address an email template is assigned it hasn't been emailed yet
To be Printed	Any other receipt that hasn't been emailed or printed yet. This includes donors who prefer email but have no email address on file, so nobody is left without a receipt.
Emailed, Printed, or Emailed & Printed	The receipt has been sent.
N/A	The receipt is voided.

In Batch Receipts, the Email receipts option sends receipts that are "To be Emailed", and the Merge receipts option combines receipts that are "To be Printed" and not yet merged into one .pdf for printing. Both let you choose all receipts, or only those within an issue date range or for selected donors. How emails are sent is covered in the Email Setup article.

Changing a donor's preference later doesn't change receipts that already exist, because the preference and address were copied when the receipt was created. To email an existing receipt that was set to print, update Donor Receipt Delivery and Donor Email on the receipt itself, or void it and issue a replacement.

Receipt Occurrence

Decides whether the donor gets a receipt for each gift or one receipt for all gifts in a period.

Occurrence	What the Donor Receives
Single	A receipt for each gift, usually soon after the gift is paid. Their gifts show the Receipt Status "Eligible".
Consolidated	One receipt covering all their gifts in the period you choose, typically the calendar year, showing the total and the date range of the gifts. Their gifts show "Eligible for Consolidated" and wait until you create consolidated receipts in Batch Receipts.

Special Cases

• Recurring gift commitments: gifts that belong to a recurring gift commitment (one with a schedule) are receipted together, on one consolidated receipt per commitment, whatever the donor's preference.
• Pledges (gift commitments that aren't recurring) follow the donor's preference.
• Gifts paid as an asset or in kind (Payment Method "Asset" or "In-Kind") always get their own receipt, even for consolidated donors, unless they belong to a recurring gift commitment.
• Minimum receipt amount: for single receipts, each gift must reach the Minimum Receipt Amount. For consolidated receipts, the minimum applies to the total of the gifts on the receipt, so several small gifts can add up to a receipt. Acknowledgments are never held back by the minimum.

Receipt Language

Decides whether the donor's receipt and receipt email are in English or French. The language is the Receipt Language on the donor's Account: French if it is set to "French", and English for anything else, including blank.

The language is set only on the donor's Account; Gift Transactions and Gift Commitments don't have their own. To send one gift in a different language, choose a template on the gift itself (its Receipt Template and Email Template Id).

The language selects the English or French version of the receipt template and email template. These are set on the Templates page of Settings, or on the Receipting Account. Make sure French templates are selected before you set donors to French; otherwise those gifts have no template to use.

Dates on French receipts. The "mmm dd, yyyy" date format always uses English month abbreviations. If you issue French receipts, choose a numeric date format in Receipt Settings.

Do Not Receipt and Do Not Receipt Reason

Tick Do Not Receipt to stop receipts from being issued. Use it for donors who have asked not to receive receipts, for donors such as other charities who don't need one, or for individual gifts that are not eligible for a tax receipt. Affected gifts show the Receipt Status "Ineligible - Do not receipt" and are skipped by all receipting.

Where It Can Be Set

Do Not Receipt exists on Accounts, Gift Transactions and Gift Commitments. A gift is not receipted if the box is ticked on any of the records checked for it:

Receipts created from	Records checked
Gift Transactions	The Gift Transaction and its Donor
Gift Commitments	The Gift Commitment and its Donor, and each Gift Transaction on the receipt

Use the donor's Account to stop all their receipts, and the gift to stop just one gift. A gift commitment's checkbox is copied to each new gift transaction when it is created. If you tick it on a commitment that already has gifts, those gifts keep their own setting, so tick the box on them too.

When Do Not Receipt is ticked, a reason is required. On gifts and gift commitments, comments can be entered instead of a reason, and the reason "Other" requires comments.

The reverse also applies: a reason can only be chosen when Do Not Receipt is ticked. Saving a reason with the box unticked shows "When a Do Not Receipt Reason is selected, Do Not Receipt must be True." Tick the box, or clear the reason.

Reasons

Record why with Do Not Receipt Reason. The available reasons depend on the record:

Record	Reasons
Account	Acknowledgments Only, Board Member, Donor Request, Charity, Foundation, Other
Gift Transaction	Acknowledgments Only, Philanthropy Exclusion, Pool of Funds, Questionable Donation, Sponsorship, Other
Gift Commitment	Acknowledgments Only, Questionable Donation, Philanthropy Exclusion, Other

Most reasons are for your records and reports only: the gift is simply not receipted. Gift Transactions and Gift Commitments also have a Do Not Receipt Comments field for more detail.

Acknowledgments Only

"Acknowledgments Only" is the one reason that changes what the donor receives. Instead of getting nothing, the donor gets a thank-you acknowledgment, not an official tax receipt:

• The gift stays eligible, and its Receipt Type becomes "Acknowledgment".
• The acknowledgment uses the Acknowledgment receipt template from Settings or the Receipting Account, which should not include tax receipt wording.
• The Minimum Receipt Amount and the CRA address checks don't apply.
• Acknowledgments can be emailed again, unlike official receipts.

Use it for donors who should be thanked but can't receive a tax receipt, for example when a gift isn't eligible for one. It can be set on the gift, on its gift commitment or on the donor's Account, as listed in the table under "Which Record Is Used for Each Gift".

Older records may have the reason without the box. Records saved before the reason required the box can still have "Acknowledgments Only" with Do Not Receipt unticked, and their gifts still become acknowledgments. Other edits to these records still save. The next time someone changes Do Not Receipt or the reason, the box must be ticked.

When Changes Take Effect

• Before a receipt is created: preferences are read live. Changing a donor's preference immediately changes the Receipt Status, Receipt Type and Donor Receipt … fields on all of their unreceipted gifts. For example, switching a donor to "Consolidated" moves their unreceipted gifts from "Eligible" to "Eligible for Consolidated".
• After a receipt is created: the receipt keeps the delivery preference, email address and template it was created with. To change any of these, void the receipt and issue a replacement.
• Already-receipted gifts are not affected. Ticking Do Not Receipt doesn't cancel a receipt that was already issued; void it if needed.

Troubleshooting

Symptom	Check
An organization's receipts are always on the print list	Neither Receipt Email nor Receipt Recipient is filled in on the organization's Account, or the Receipt Recipient has no email address. Check the gift's Donor Email.
A donor who prefers email is on the print list	The receipt has no donor email address, or no email template is assigned for the donor's language. Check the receipt's Donor Email and Email Template Id.
A consolidated donor has no receipt after year-end	Their gifts must be "Eligible for Consolidated" and fall in the period you selected. Check that the total of their gifts reaches the Minimum Receipt Amount.
A gift shows "Ineligible - Do not receipt" unexpectedly	Check Do Not Receipt on the gift and on its Donor. For a gift in a gift commitment, the box may have been copied from the commitment when the gift was created.
A donor received an acknowledgment instead of a tax receipt	A Do Not Receipt Reason of "Acknowledgments Only" is set on the gift, its gift commitment or its Donor. On older records the reason may be set without the checkbox ticked.
Saving shows "When a Do Not Receipt Reason is selected, Do Not Receipt must be True."	A Do Not Receipt Reason is chosen but Do Not Receipt isn't ticked. Tick the box, or clear the reason if the donor or gift should be receipted.
A French donor received an English receipt	The Donor's Receipt Language isn't "French", the gift names its own English template, or no French template is selected in Settings or on the Receipting Account. Receipts created before the change keep their original template.