Core Concepts

Introduction

Dryad Receipting turns gifts recorded in NPSP into official donation receipts (and thank-you acknowledgments), produces them as .pdf files, and delivers them by email or mail. The main pieces fit together like this:

1. Set up once. Receipt Settings hold the charity's details, receipt numbering, rules and defaults. Receipt Templates define what the receipt .pdf looks like. If you issue receipts for more than one registered charity, each extra charity is an Account used as a Receipting Account.
2. Record donor preferences. On each donor's Contact (for households) or Account (for organizations) you can choose how they receive receipts (email or mail), how often (one per gift, or consolidated), the language, and whether they should be receipted at all.
3. Record gifts. Gifts are recorded in NPSP as Opportunities, with their Payments. Recurring gifts also belong to a Recurring Donation. Formula fields on these records work out, at all times, whether each gift can be receipted (its eligibility status), how much can be receipted, and which template to use.
4. Create receipts. Receipts are created from a single gift, from a list view, through the Batch Receipts screen, or by a scheduled job (see Ways to Create, Email and Print Receipts). Each one becomes a Receipt record. Values are copied from the gift to the receipt using Receipt Field Mappings. A Receipt Installment links the receipt to each gift it covers, and a consolidated receipt lists each gift as a Receipt Item. If a gift already had a receipt, the old one is voided and replaced.
5. Create the .pdf. The app fills the receipt template with the receipt's values and saves the result as a file attached to the receipt.
6. Deliver. Receipts are emailed (through Salesforce email, or through Dryad Mailer using Amazon SES) or printed. For printing, many .pdfs can be merged into one file, and the .pdfs you select are downloaded together as a .zip file. The receipt's Delivery Status shows what still needs to happen.
7. Track the work. Every batch job writes a Batch Receipt Log so you can follow its progress and see any errors.

Households and Organizations

NPSP stores individual donors in "Household" Accounts, with one or more Contacts. Dryad Receipting treats the two kinds of Account differently:

• Households: the donor is the gift's primary contact. The donor's name, mailing address, email and receipt preferences come from that Contact.
• Organizations (any other Account): the donor is the Account. The name, billing address and receipt preferences come from the Account.

Which Account record type counts as a household is set by Household Record Type in Receipt Settings. Each gift's Donor Id holds the resulting donor (the primary contact or the Account), and consolidated receipts group gifts by it.

Opportunities or Payments

Every org receipts either Opportunities or Payments, never both. The choice is made with Enable Receipt by Payment in Receipt Settings:

• No (the default): each Opportunity is receipted. Payments show "Ineligible - Payments cannot have receipts".
• Yes: each Payment is receipted on its own, once it's paid. Opportunities show "Ineligible - Only payments can have receipts".

This is a fundamental choice, so decide it before you go live. In the rest of this article, "gift" means an Opportunity or a Payment, whichever your org receipts.

Receipt Types

Every receipt is one of four types (stored in the Receipt's Type field):

• Single Receipt: an official tax receipt for one gift.
• Consolidated Receipt: one official tax receipt that covers several gifts from the same donor. Examples are all the monthly gifts of a recurring donation, or all the gifts of a donor who prefers one receipt a year. Each gift is listed as a Receipt Item.
• Acknowledgment: a thank-you letter that is not a tax receipt. A gift gets an acknowledgment instead of a receipt when "Acknowledgments Only" is chosen as the Do Not Receipt Reason on the gift, on its recurring donation, or on the donor's Contact or Account. Acknowledgments use their own templates and their own numbering. The minimum amount and donor address rules don't apply to them.
• Giving Summary: a statement listing all of a donor's gifts in a period, receipted or not. It is not a tax receipt and doesn't change the gifts' receipt status. See the Giving Summaries article.

On gifts, the Receipt Type formula shows "Donation", "Acknowledgment" or "Tribute". "Tribute" means the Opportunity has an NPSP Tribute Type (in honour or in memory). A tribute gift is still receipted as a donation, with the donation template. Whether a donation becomes a single or a consolidated receipt is decided separately (see Single or Consolidated).

Single or Consolidated

A gift is receipted as part of a consolidated receipt when either:

• it isn't part of a recurring donation, and the donor's Receipt Occurrence is "Consolidated", or
• it belongs to a recurring donation. If Enable Single Receipts for RDs is on in Receipt Settings, these gifts follow the donor's Receipt Occurrence instead.

Otherwise the gift gets its own single receipt. In-kind gifts (see In-Kind Gift Record Type in Receipt Settings) always get a single receipt. On an Opportunity outside a recurring donation, Receipt Status Override can force either result.

Gifts waiting to be consolidated show the status "Eligible for Consolidated". When consolidated receipts are created, the gifts are grouped by donor, and gifts from a recurring donation are grouped by recurring donation (unless Enable RD Consolidation is on). The receipt shows the date range of the gifts it covers.

Eligibility Statuses

The Receipt Status formula on each Opportunity tells you whether it can be receipted, and if not, why. Receipt creation only picks up gifts whose status starts with "Eligible". The checks run in this order, and the first one that applies wins:

Status	When It Applies
Receipted / Voided	The gift already has a receipt (its Last Receipt). The status matches that receipt. A gift with an External Receipt # also counts as "Receipted".
Ineligible - Do not receipt	Do Not Receipt is ticked on the gift, on its primary contact or on its Account, and the reason isn't "Acknowledgments Only".
Ineligible - Only payments can have receipts	Enable Receipt by Payment is on (see Opportunities or Payments).
Ineligible - Stage is not closed won	The Opportunity isn't Closed Won.
Ineligible - Advantage	The donor's advantage is more than 80% of the eligible amount, or the advantage's value can't be determined (see Amounts and Tax Rules).
Ineligible - Payment missing	Only when Require Payment is on: the Opportunity has no payments or still has an amount outstanding. In-kind gifts are exempt.
Ineligible - Receipt amount is below minimum	The receiptable amount is below the Minimum Receipt Amount in Receipt Settings. This doesn't apply to acknowledgments or to gifts that will be consolidated. For those, the total of the consolidated receipt is checked instead.
Ineligible - Donor address missing	Only when Enable All CRA Rules is on: the donor's street, city, province or postal code is missing. This doesn't apply to acknowledgments.
Eligible for Consolidated	The gift is ready to be receipted as part of a consolidated receipt.
Eligible	The gift is ready for its own single receipt.

Payments have their own Receipt Status, with these differences: a payment shows "Ineligible - Payments cannot have receipts" unless Enable Receipt by Payment is on, it must be "Paid" ("Ineligible - Payment is not paid") and have a Payment Date ("Ineligible - Payment date is missing"). The stage, advantage and payment-missing checks don't apply to payments, and there is no status override.

Recurring donations have a simpler Receipt Status of their own (Receipted, Do not receipt, Donor address missing, No receipt template, or Eligible). The other checks are applied to the recurring donation's individual gifts.

The Receipt Eligibility article explains every status in detail.

Amounts and Tax Rules

Canada Revenue Agency (CRA) rules decide how much of a gift can be receipted. The app applies them with formula fields on the Opportunity or Payment:

• Eligible amount: the Eligible Amount if you entered one, otherwise the gift's Amount (or Payment Amount).
• Advantage: anything of value the donor received in return, such as a dinner or event ticket.
• 80% rule: if the advantage is worth more than 80% of the eligible amount, or Advantage is "Yes but value cannot be determined", no tax receipt can be issued ("Ineligible - Advantage"). This check applies to Opportunities only.
• Nominal advantages: if the advantage is worth no more than $75 or 10% of the eligible amount, whichever is less, it is treated as nominal and is not subtracted.
• Receiptable amount: the eligible amount minus the advantage (unless it's nominal). This is the amount printed on the receipt.
• Minimum amount: receipts aren't issued below the Minimum Receipt Amount in Receipt Settings (see Eligibility Statuses).

Defaults and Overrides

Several things about a receipt (which template to use, which email template, which charity issues it) can be set at three levels. The most specific one wins:

1. The gift itself: fields on the Opportunity, Payment or Recurring Donation such as Receipt Template, Email Template Id and Receipting Account.
2. The Receipting Account: if the gift names a Receipting Account (an Account representing another registered charity), that account's templates, logo, signature and charity details are used.
3. Receipt Settings: the organization-wide defaults, used when nothing more specific is set.

The fields ending in Assigned (for example Receipt Template Id Assigned) show the result of this lookup for each gift.

Language. The English or French template is chosen from the gift's Receipt Language if it's filled in. Otherwise the donor's Receipt Language is used (the primary contact's for households, the Account's for organizations), and English if that is blank too. The result is shown in Donor Receipt Language.

Charity details from a Receipting Account. For the charity's name, registration #, address, phone and website, a Receipting Account's values replace the defaults completely (a blank value stays blank). For the logo, signature, authorized name and title, and sender email, a blank value on the Receipting Account falls back to Receipt Settings.

Receipt Numbers

Each receipt gets a number (its Receipt #) when it's created. The number can't be changed afterwards.

• Receipts use the Receipt Prefix and Next Receipt # from Receipt Settings. You can pad the number to a fixed length (for example, 000123) with Receipt # Length and Receipt # Padding.
• Receipts from a Receipting Account that has its own Receipt Next # use that account's prefix and counter instead (without padding).
• Acknowledgments and giving summaries always share the separate Next Non-Receipt # counter, with the Acknowledgment Prefix or Giving Summary Prefix from Receipt Settings.

The counters go up by one for each new receipt.

Voids and Replacements

A receipt is never edited after it's issued. Instead:

• Voiding. A receipt can be voided with the Void Receipt button. Its status becomes "Voided" and the voided date is recorded. Templates can print "VOID" on voided receipts.
• Replacing. If you create a new receipt for a gift that already has one, the old receipt is automatically voided and linked to the new one (Replaced By). The new receipt is marked as a "Replacement Receipt" and stores the old receipt's number, so it can print "This cancels and replaces receipt …".
• Receipts from another system. If a gift was receipted before you used Dryad Receipting, enter the old number in the gift's External Receipt #. The gift then counts as already receipted. If it's ever receipted again, the new receipt says which old receipt it replaces.

Delivery Status

The receipt's Delivery Status is calculated from its other fields and shows the next step:

• N/A: the receipt is voided.
• PDF Creation in Progress: the .pdf hasn't been created yet.
• To be Emailed: the donor prefers email, and the receipt has an email address and an email template.
• To be Printed: any other receipt that hasn't been sent yet, including email receipts that are missing an address or email template.
• Emailed, Mailed, Emailed & Mailed: the receipt has been delivered. The Set as Emailed and Set as Printed buttons record a delivery made outside the app.

The batch email and print screens use this status to choose which receipts to process.

To print, go to Batch Receipts > Print receipts and choose the Print individual receipts option or Print merged receipts:

• Select the receipts (or merged receipts) to print, then click Download and Set as Printed.
• The .pdfs of the selected rows download as one .zip file, and those receipts are set as printed. A merged receipt includes every .pdf it produced.
• More than 100 .pdfs download as several .zip files of up to 100 each. Your browser may ask you once to allow multiple downloads.
• If the screen says "Files are still loading", wait a moment and click the button again.

To combine many receipts into one .pdf for printing, go to Batch Receipts > Merge receipts:

• First choose which receipts with Select By: "All", "Issue Date" (a start and end date), or up to 20 specific donors by Primary Contact or Account.
• Only receipts that are "To be Printed", match your choice and haven't been merged yet are merged. Then you pick them from a list, or, above the Table Record Limit, all the matching receipts are merged.
• Print the result with the Print merged receipts option.
• Receipts are merged in groups (see .pdf Merge Batch Size in Receipt Settings). If a group takes too long, the Batch Receipt Log ends as "Complete with Errors" and says the merge service took too long to respond. The receipts in that group aren't merged: run the merge again with the same choice, and only the receipts that weren't merged are picked up.

When the Print individual receipts option finds more receipts than the Table Record Limit, it offers to merge them instead. Click Next and the receipts that match the Select By choice you made in Print are merged, without asking again. In the Create, email, and print receipts option, only the receipts created in that run are merged.

What Gets Copied to a Receipt

When a receipt is created, values are copied from the gift onto the receipt. This includes the donor's name and address, the amounts, and the chosen templates. Later changes to the gift or the donor don't change receipts that were already issued. The list of copied fields is controlled by Receipt Field Mappings. A standard set is installed with the app, and admins can add more (see the Field Mapping article).

The charity details on a receipt (name, address, registration #, logo, signature) work differently. They are formulas that always show the current values from Receipt Settings or the Receipting Account. A .pdf that was already created keeps the details it was created with, but if the .pdf is created again, it uses the current values.

Templates and Merge Fields

A receipt template is a page layout with placeholders, called merge fields, such as {!dryad__Receipt__c.dryad__Donor_Name__c}. When the .pdf is created, each placeholder is replaced with the value from the receipt. Consolidated receipts and giving summaries can also list their Receipt Items in a table. See the Receipt Templates article.

To make templates easier to build, the Receipt has some fields that exist only to be printed:

• Formatted dates (for example the formatted Issue Date) show dates in the Date Format chosen in Receipt Settings.
• Text blocks (Advantage Text, Replacement Text, Voided Text) contain a complete, ready-made sentence when it applies, and are blank otherwise. You can place them in a template without any extra logic.

Batch Jobs and Logs

Large jobs (creating many receipts, creating .pdfs, merging, emailing, printing) run in the background. Each job creates a Batch Receipt Log that shows what it's doing, how far it has got, and any errors. A large "Create .pdfs" job is split into Batch Receipt Log Segments that run at the same time (see .pdf Segments in Receipt Settings). Records touched by a job are stamped with the log's ID, which is how the app later finds "the receipts from this batch" (for example, to print them).

When you create receipts or giving summaries, email receipts or merge receipts in Batch Receipts, or create receipts with the New Receipts button from an Opportunity list view, the last screen shows the job's progress. Creating receipts shows two progress rings, one for the receipts and one for their .pdfs; emailing and merging show one. The Finish button becomes available once every step is complete. You don't have to wait: if you leave the page, the job carries on in the background, and its Batch Receipt Log shows when it is done.

Emailing: Salesforce or Dryad Mailer

Receipts can be emailed in two ways, chosen in Receipt Settings (Send Emails Using):

• Salesforce: emails are sent by Salesforce from an organization-wide email address. A daily email limit applies.
• Dryad Mailer (Amazon SES): emails are sent through Amazon's email service. The app records each send as an Email with one Email Recipient per receipt. As Amazon reports what happened (delivered, opened, bounced), it creates Email Events and updates the recipient.

See the Email Setup article.