Receipt Eligibility
This article explains how Dryad Receipting decides whether a gift can be receipted, why a gift might be skipped, and what to do about it. It covers Gift Transactions and Gift Commitments, the amount rules, and the different ways receipts are created. It is written for Salesforce administrators and the staff who run receipting.
Two Stages: Eligible, Then Selected
A gift gets a receipt only if it passes two stages:
- The gift is eligible. Every Gift Transaction and Gift Commitment has a Receipt Status field, calculated automatically from the gift, the donor and Receipt Settings. It says whether the gift can be receipted and, if not, the reason.
- The gift is selected. Receipts are created by an action on a gift or gift commitment, from a list view, by the scheduled job, or with Batch Receipts. Each of these picks up only certain eligible gifts, for example those in a date range. An eligible gift that isn't selected stays eligible and waits.
When a gift hasn't been receipted, first check its Receipt Status, then check whether the way you ran receipting would have selected it.
Receipt Status for Gift Transactions
The checks below are made in order, and Receipt Status shows the first one that applies. Fixing one reason can reveal the next.
| Order | Receipt Status | When | What to do |
|---|---|---|---|
| 1 | Receipted, or Voided | The gift already has a receipt (Last Receipt). It shows "Voided" if that receipt was voided. | Nothing, unless the receipt needs replacing. Use the New Receipt button on the gift (or on its gift commitment) to void and reissue, or to reissue after voiding. |
| 2 | Receipted | The gift has an External Receipt #: it was receipted in another or older system. | Nothing. Use the New Receipt button on the gift if you need to reissue it in Dryad Receipting. |
| 3 | Ineligible - Do not receipt | Do Not Receipt is ticked on the gift or on its Donor, with any reason except "Acknowledgments Only". | Untick it if the donor should be receipted. See the Donor Preferences article. |
| 4 | Ineligible - Transaction is not paid | The gift's Status isn't "Paid", for example a gift that is still pending or has failed. | Receipt it once it is paid. |
| 5 | Ineligible - No receipt template | No receipt template was found for the donor's language and the receipt type: not on the gift, its Receipting Account or in Settings. | Select a template in Settings. The acknowledgment templates aren't set at install. |
| 6 | Ineligible - Advantage | The Advantage Amount is more than 80% of the gift, or Advantage is "Yes but value cannot be determined". CRA rules don't allow a tax receipt in these cases. | Check the advantage details. If correct, no tax receipt can be issued. See the amount rules below. |
| 7 | Ineligible - Receipt amount is below minimum | The Receiptable Amount is below the Minimum Receipt Amount, and the gift will get a single receipt. Acknowledgments and consolidated gifts are exempt. | Nothing, if intended. A donor set to "Consolidated" gets these gifts on a combined receipt instead. |
| 8 | Ineligible - Donor address incomplete | Enable All CRA Rules is on and the Donor's street, city, province/state or postal code is blank. Person accounts are checked on their mailing address and organizations on their billing address. Acknowledgments are exempt. | Complete the address. |
| 9 | Eligible, or Eligible for Consolidated | All checks passed. "Eligible" means a single receipt; "Eligible for Consolidated" means it waits for a consolidated receipt. See Single or Consolidated below. | Ready to receipt. |
Status Changes Immediately
Receipt Status is a formula, so it changes as soon as anything it depends on changes: the gift, its gift commitment, the donor's Account, or Receipt Settings. Changing a setting such as Minimum Receipt Amount or Enable All CRA Rules can move many gifts in or out of eligibility at once.
Receipt Status for Gift Commitments
A Gift Commitment's own Receipt Status decides whether receipts can be created from the commitment. Its gift transactions each still need to be eligible themselves.
| Order | Receipt Status | When |
|---|---|---|
| 1 | Ineligible - Do not receipt | Do Not Receipt is ticked on the Gift Commitment or its Donor (except "Acknowledgments Only"). |
| 2 | Receipted, or Voided | The status of the commitment's Last Receipt, the most recent receipt for any of its gifts. This doesn't stop the next period's receipt: "Receipted" commitments are picked up again for new gifts. "Voided" commitments are receipted only with the New Receipt button on the commitment itself; Batch Receipts and list views skip them. |
| 3 | Ineligible - No receipt template | No receipt template could be found for it on the commitment, the Receipting Account or in Settings. |
| 4 | Ineligible - Donor address incomplete | Enable All CRA Rules is on and the Donor's address is incomplete. Unlike on gift transactions, acknowledgments are not exempt. |
| 5 | Eligible | All checks passed. |
How Gifts in a Commitment Are Treated
- A commitment is recurring when it has a schedule or its Schedule Type is "Recurring". Its gifts are always "Eligible for Consolidated": the donor gets one receipt per commitment covering the period, whatever their Receipt Occurrence.
- Gifts of other commitments, such as pledges, follow the donor's Receipt Occurrence, like any other gift.
- Each gift goes through the normal checks. For example, a gift that isn't paid yet isn't included.
- For a consolidated receipt, the minimum amount applies to the total of the gifts on the receipt, unless one of them is an acknowledgment.
How the Receiptable Amount Is Worked Out
The amount on an official receipt is the Receiptable Amount (Receiptable_Amount__c), calculated on each Gift Transaction:
- Start with the Receipt Eligible Amount, if it is filled in. Otherwise use the gift's Current Amount. Use Receipt Eligible Amount when only part of a gift is eligible.
- Nominal advantage. If the Advantage Amount is no more than 10% of that amount or $75, whichever is less, it is ignored, and the full amount is receiptable.
- Otherwise, the Advantage Amount is subtracted.
- Too large. If the Advantage Amount is more than 80% of the starting amount, the gift is "Ineligible - Advantage".
- Minimum. For single receipts, the result must be at least the Minimum Receipt Amount.
Examples
These examples use a Minimum Receipt Amount of $20.
| Gift | Advantage | Receiptable Amount | Status |
|---|---|---|---|
| $100 | None | $100 | Eligible |
| $100 | $8 (a small gift, under 10%) | $100 | Eligible: nominal advantage ignored |
| $250 gala ticket | $90 dinner | $160 | Eligible |
| $500 | $60 (under $75 but over 10%, which is $50) | $440 | Eligible: the 10% limit is lower, so the advantage is deducted |
| $1,000 | $70 (under 10%, which is $100, and under $75) | $1,000 | Eligible: nominal advantage ignored |
| $100 | $85 | n/a | Ineligible - Advantage (over 80%) |
| $100 | Yes but value cannot be determined | n/a | Ineligible - Advantage |
| $15, donor set to "Single" | None | $15 | Ineligible - Receipt amount is below minimum |
| $15, donor set to "Consolidated" | None | $15 | Eligible for Consolidated: the minimum is checked on the total |
| $500, Receipt Eligible Amount $300 | None | $300 | Eligible |
Keep the minimum above $0. With a Minimum Receipt Amount of 0, gifts with a Receiptable Amount of $0 (for example a Receipt Eligible Amount of 0) pass the check and can get a $0 receipt.
Single or Consolidated
An eligible gift becomes "Eligible" (single receipt) or "Eligible for Consolidated" as follows:
| Gift | Result |
|---|---|
| Part of a recurring gift commitment | Always Eligible for Consolidated |
| Payment Method is "Asset" or "In-Kind" (not part of a recurring gift commitment) | Always Eligible (single) |
| Any other gift, including pledge payments | Follows the donor's Receipt Occurrence. "Single" or blank means "Eligible"; "Consolidated" means "Eligible for Consolidated". |
Why an Eligible Gift Can Still Be Skipped
An eligible gift is only receipted when the way you create receipts selects it. Each way has its own rules:
- Batch Receipts selects gifts with the matching status ("Eligible" for single receipts, "Eligible for Consolidated" for consolidated and recurring receipts), within the Transaction Date range and filter you choose. See Batch Receipts.
- New Receipts on a list view only receipts the selected records that have the matching status. On Gift Commitment list views, only recurring commitments are receipted. See Create Receipts from List Views.
- New Receipt on a record refuses gifts that belong on a consolidated receipt and points you to the gift commitment. See Create Receipts from a Record.
- The scheduled job only picks up single gifts that aren't part of a gift commitment, with a Transaction Date of yesterday or later. See Scheduled Job.
Voided gifts are only reissued on purpose. Batch Receipts, list views and the scheduled job all skip gifts and gift commitments whose last receipt was voided. Reissue them with the New Receipt button on the gift or gift commitment.
Back-dated gifts are missed by the scheduled job. A gift entered today with a Transaction Date from last week is never picked up by the scheduled job. Likewise, a gift that becomes eligible later, for example when it is marked "Paid" or its donor's address is fixed, is missed. Use Batch Receipts with a date range to catch these.
Common Scenarios
| Scenario | What happens |
|---|---|
| A gift is recorded but not yet paid | "Ineligible - Transaction is not paid" until its Status is "Paid". |
| A pledge is paid in three installments | Each installment is its own gift transaction and is receipted once it is paid. A donor set to "Single" gets a receipt for each installment; a donor set to "Consolidated" gets them on a combined receipt. |
| A gala ticket includes dinner | Record the dinner's value as the Advantage Amount. The receipt is for the difference, unless the advantage is nominal or over 80%. |
| A raffle ticket or auction purchase at full value | Advantage of 100% (over 80%): "Ineligible - Advantage". |
| A donated item (in-kind) | With the Payment Method "In-Kind": always a single receipt. Make sure the amount is the appraised fair market value, and fill in the appraiser's name and address if it was appraised. |
| A $10 gift from a donor set to "Single" | "Ineligible - Receipt amount is below minimum" (with a $20 minimum). Never receipted on its own. |
| Twelve $10 gifts from a donor set to "Consolidated" | Each "Eligible for Consolidated". At year-end, one $120 receipt. |
| Two $5 gifts from a donor set to "Consolidated" | The $10 total is below the minimum, so no receipt is created. The gifts stay eligible for a later run. |
| A monthly donor through a recurring gift commitment | Each gift is "Eligible for Consolidated". One receipt per commitment for the year, created with the recurring donations option of Batch Receipts, or with the New Receipt button on the commitment. |
| A donor asks to stop receiving receipts | Tick Do Not Receipt on their Account. Their unreceipted gifts become "Ineligible - Do not receipt" immediately. Receipts already issued aren't affected. |
| A donor who should be thanked but not receipted | Tick Do Not Receipt and set the Do Not Receipt Reason to "Acknowledgments Only". Their gifts stay eligible and get an acknowledgment instead, with no minimum amount and no address requirement. |
| A gift from a donor with an incomplete address | With Enable All CRA Rules on: "Ineligible - Donor address incomplete" until the person account's mailing address, or the organization's billing address, is complete. |
| Gifts migrated with receipts from an old system | Fill in External Receipt # so they show as "Receipted" and aren't receipted again. |
| A receipt was issued with a mistake | Void it. The gift shows "Voided"; use the New Receipt button on the gift (or its commitment) to issue a replacement. |
| A gift was entered late with an old Transaction Date | Eligible, but missed by the scheduled job. Use Batch Receipts with a date range that includes it. |
| A donor is set to "Acknowledgments Only", but no acknowledgment template is selected | Their gifts are "Ineligible - No receipt template". Select the acknowledgment templates on the Templates page of Settings. |
Troubleshooting Checklist
When a gift didn't get a receipt, work through these in order:
- Check its Receipt Status. If it starts with "Ineligible", fix the reason shown, then check again in case another reason appears.
- If it is "Eligible for Consolidated", it waits for a consolidated receipt from Batch Receipts or from its gift commitment. Single receipt actions and the scheduled job won't pick it up.
- If it belongs to a Gift Commitment, receipt it through the commitment (the New Receipt button on the commitment, or the recurring donations option of Batch Receipts), and check the commitment's own Receipt Status.
- Check the Transaction Date against the date range you used, or against the scheduled job's window.
- For consolidated receipts, check the total of the gifts against the Minimum Receipt Amount.
- Check Batch Receipt Logs for errors in the run.
- Check that you can see the gift. Batch Receipts only selects gifts and receipts that the person running it has access to in Salesforce.