Create Receipts from a Record

The New Receipt button creates receipts from a single record: a Gift Transaction, a Gift Commitment, or a donor's Account. Use it for one-off receipts, to reissue a receipt, or to receipt one donor's gifts. This article explains what the action does on each kind of record. It is written for the staff who run receipting and for Salesforce administrators.

All three actions need the Receipt User or Receipt Admin permission set. Without it, they show "You don't have permission to perform this action."

On a Gift Transaction

Click New Receipt on the gift transaction. What happens depends on the gift:

The gift…	What you see
is "Eligible"	"Create a receipt for this gift transaction?" Click Create Receipt.
is "Voided" (its last receipt was voided)	The same question. Click Create Receipt to issue a replacement receipt.
is "Receipted"	"Receipt … already exists for this gift transaction." Click Void and Re-Create Receipt to void the old receipt and issue a replacement.
is "Receipted" only because of an External Receipt #	"External receipt #… already exists for this gift transaction." Click Re-Issue Receipt to issue a replacement that refers to the external number.
belongs to a recurring gift commitment, or to any gift commitment of a donor set to "Consolidated"	"Cannot create a receipt because this gift transaction is associated with a gift commitment." Create the receipt from the commitment instead.
has no receipt template	"Cannot create a receipt because a default receipt template is not set and a receipt template for this record is not set." Set one in Receipt Settings or on the gift.
has any other status, such as "Eligible for Consolidated" or "Ineligible - …"	"Cannot create a receipt because the receipt status is …". Consolidated gifts belong on a consolidated receipt.

The receipt is created straight away, and the screen shows its number. The receipt appears under the gift's Receipt Assignments. To close the window without creating anything, click the X.

On a Gift Commitment

Click New Receipt on the gift commitment.

Recurring Gift Commitments

A recurring commitment (one with a schedule, or with a Schedule Type of "Recurring") that is "Eligible", "Receipted" or "Voided" offers two actions:

• Create Receipt: select a year. The commitment's eligible gifts from that year get one consolidated receipt.
• Replace Receipt: select one of the commitment's existing receipts. It is voided, and a new receipt is created for the gifts of the same period, including gifts the old receipt already covered.

Pledges

A gift commitment that isn't recurring (a pledge) that is "Eligible" or "Voided" receipts its eligible gifts:

• If the donor is set to "Consolidated", the gifts get one consolidated receipt for the commitment.
• Otherwise, each eligible gift gets its own receipt.

If the pledge is "Receipted" and the donor is set to "Consolidated", you're asked to the Void and Re-Create Receipt button instead.

Messages

• "Cannot create a receipt because there aren't any eligible gift transactions." None of the commitment's gifts can be receipted yet, for example because none are paid. See Receipt Eligibility.
• "Cannot create a receipt for this gift commitment. This is probably because the total amount is below the minimum receipt amount." The total of the gifts is below the Minimum Receipt Amount.
• "Cannot create a receipt because the receipt status is …". The commitment is "Ineligible", for example because Do Not Receipt is ticked.

The new receipts appear under each gift transaction's Receipt Assignments.

On an Account

The New Receipt button on a donor's Account creates receipts for that donor's gifts, the same way Batch Receipts does, limited to this donor.

1. Choose the action: Create single receipts for non-recurring donations, Create consolidated receipts for non-recurring donations or Create receipts for recurring donations.
2. Choose the Transaction Date range: "Last Calendar Year", "This Calendar Year", "All Time", or "Custom" with a start and end date.
3. Continue as in Batch Receipts: select the records or confirm, optionally create a preview report, and follow the progress rings until you can click Finish.

The rules are the same as in Batch Receipts, including the one-run-at-a-time check. See the Batch Receipts article.

After the Receipt Is Created

The new receipt is emailed or printed like any other. Use the Email Receipt button on the receipt, or Batch Receipts for several at once. See Actions on a Receipt and Batch Receipts.

Troubleshooting

Symptom	Check
"Cannot create a receipt because the receipt status is …"	The record isn't eligible. The status says why; see Receipt Eligibility.
"Cannot create a receipt because this gift transaction is associated with a gift commitment."	Use the New Receipt button on the gift commitment.
"Cannot create a receipt because a default receipt template is not set…"	Select a receipt template in Receipt Settings, on the Receipting Account, or on the record. Acknowledgment templates aren't set at install.
No receipt was created for a pledge or recurring commitment	The gifts' total is below the Minimum Receipt Amount, or none of the gifts are eligible yet.
"You don't have permission to perform this action."	Assign the Receipt User or Receipt Admin permission set. See Permissions.