Voids, Replacements and Reissues

This article explains how receipts are corrected in Dryad Receipting: voiding a receipt, issuing a replacement, and handling gifts that were receipted in another system. It covers what changes on the receipt, its .pdf and its gifts at each step. It is written for Salesforce administrators and the staff who run receipting.

Receipts Are Never Edited

An official receipt can't be changed once it's issued. A wrong receipt is voided, and if the donor should still have one, a replacement is issued with a new number. Both receipts stay in Salesforce, so you keep a full history.

Situation	What to do
The receipt shouldn't exist, for example the gift was refunded	Void it.
The receipt has a mistake, such as a wrong amount or address	Fix the gift or donor, then issue a replacement with the New Receipt button. The old receipt is voided for you.
You voided a receipt and now want to reissue it	Use the New Receipt button on the gift or gift commitment.
The gift was receipted before you used Dryad Receipting	Enter the old number in External Receipt # (see Receipts from Another System).

Voiding a Receipt

Open the receipt and click Void Receipt, then confirm. You need the Receipt User or Receipt Admin permission set.

• The receipt's Receipt Status becomes "Voided", and Receipt Voided Date is set to today.
• Its .pdf is re-created in the background, so it shows as voided. Templates print "VOID" through the Voided Text merge fields or the void watermark. The new .pdf uses the template and charity details as they are now.
• Its Receipt Delivery Status becomes "N/A", so it's no longer emailed or printed by Batch Receipts.
• The gifts it covers now show a Receipt Status of "Voided".
• If the receipt had been emailed, the action offers to email the voided receipt to the donor. Close the window if you don't want to.

A receipt that is already voided can't be voided again. The action says "This receipt was already voided."

Issuing a Replacement

Use the New Receipt button on the Gift Transaction, or on the Gift Commitment for consolidated and recurring receipts. For a gift that is already "Receipted", the action offers to void and re-create the receipt. For a gift whose receipt was voided, it creates a replacement.

When the new receipt is created:

• the old receipt is voided (if it wasn't already), with today's Receipt Voided Date, and its .pdf is re-created as voided;
• the old receipt's Receipt Replaced By links to the new receipt;
• the new receipt's Receipt Version is "Replacement Receipt", and Replacement Receipt holds the old receipt's number;
• the new receipt gets a new number. Numbers are never reused.

Templates can print "This cancels and replaces receipt <number>" with the Replacement Text merge fields (English or French). They print nothing on an original receipt.

Replacing one gift of a consolidated receipt voids the whole receipt. Every other gift on it then shows as "Voided" too. Reissue them as well, from the gift commitment or with the New Receipt button on each gift, so the donor ends up with valid receipts for all of them.

Voided Gifts Aren't Picked Up Automatically

Batch Receipts, the New Receipts button on a list view and the scheduled job all skip gifts and gift commitments whose last receipt was voided. Only the New Receipt button on the gift or gift commitment reissues them. That stops a receipt you voided on purpose from being reissued by the next batch run.

Receipts from Another System

If a gift was receipted before you started using Dryad Receipting, enter that receipt's number in the gift's External Receipt #.

• The gift shows as "Receipted", so it isn't receipted again.
• If you ever reissue it in Dryad Receipting with the New Receipt button, the new receipt copies the old number into Replacement External Receipt #. The Replacement Text then prints "This cancels and replaces receipt <old number>".

Finding Voided and Replaced Receipts

• Filter receipts by Receipt Status = "Voided" to list every voided receipt, with its Receipt Voided Date.
• On a voided receipt, Receipt Replaced By shows the receipt that replaced it, if any.
• Filter by Receipt Version = "Replacement Receipt" to list replacements.
• A gift's Receipt Assignments list every receipt it has had, voided ones included. Its Last Receipt is the most recent one.

Troubleshooting

Symptom	Check
The voided receipt's .pdf doesn't say "VOID"	The .pdf is re-created in the background, so wait a moment. If it still doesn't show, the template has no Voided Text merge field or void watermark. Add one, then click Create PDF on the receipt.
A voided gift wasn't included in Batch Receipts	Expected: voided gifts are only reissued with the New Receipt button on the gift or commitment.
Other gifts show "Voided" after you replaced one receipt	They were on the same consolidated receipt. Reissue them too.
The replacement doesn't print "cancels and replaces"	Add the Replacement Text merge field for the right language to the template.
The voided .pdf shows today's charity details, not the original ones	Expected: the .pdf is re-created when the receipt is voided, using the current details and template.
The Void Receipt button says "You don't have permission to perform this action."	Assign the Receipt User or Receipt Admin permission set.