Send and Resend Donation Receipts

Goal: Make sure every donor gets a tax-compliant receipt for every gift, promptly — and have a clean way to resend when one gets lost.

Receipts are automatic

When a donation is recorded — through any channel (online, manual entry, card-present, recurring, pledge payment) — Ayuna automatically:

• Generates a receipt with a unique receipt number
• Renders it from the built-in single-gift receipt template (see What Receipts Donors Receive)
• Emails it to the donor (if they have email and accept email receipts)
• Saves a PDF to the donor's record

You don't need to send receipts manually. Most affiliates don't have to think about per-gift receipts at all on a normal day.

Where receipts live

There are two ways in, and which one you want depends on what you know.

Fundraising → Payment Search — when you know the person or the payment. It lists all of your money in — donations, pledge payments, recurring gifts, P2P gifts, sponsorship payments and event registrations — in one filterable place. Each row shows its receipt number, or No receipt when none has been issued, and carries a ⋯ menu with the receipt actions. This is the one to reach for on a support call.

Fundraising → Receipts — when you know the receipt, or when you are working through receipts as a batch. Search by receipt number or recipient, filter by type, date, delivery and status, and void one that has to be reissued.

Donors can also download their own receipts from their dashboard at /donor/history.

The Receipts page

Three counts sit at the top:

• Active receipts — every valid receipt on file
• Never emailed — issued but never delivered. This is the one worth looking at regularly: on a payment it is indistinguishable from a delivered receipt, and nothing else surfaces it. Usually it means no email address on file.
• Voided — receipts invalidated and replaced

The list hides voided receipts by default, because a voided receipt is not a valid tax document and should not be the first thing you see. Switch Status to Voided or Both when you need to find one.

Finding the right payment

Search by the donor's name or email, then narrow with the filters (type, date range, amount, status) until you can see the payment they are asking about. The receipt marker on the row tells you what state it is in before you open the menu:

What the row shows	What it means
A receipt number	Issued and emailed
A receipt number + not emailed	Issued, but the email never went out — usually no address on file
A receipt number + voided	The receipt was invalidated; issue a replacement
No receipt	Nothing has been issued for this payment yet

Resending a receipt

When a donor says they didn't get their receipt:

• Find the payment in Payment Search
• Open the ⋯ menu and choose Resend receipt
• Confirm or change the recipient address, then send

The same PDF is attached, and the send is counted on the receipt record.

If the PDF is missing from storage — the upload failed when the receipt was first issued, or the file has since been removed — Omnivo rebuilds it from the receipt record before sending, and keeps the rebuilt copy for next time. The PDF is the document that carries the IRS acknowledgment wording, so a resend is never sent without one: if the rebuild fails, the resend is refused with a message saying so, rather than going out as an email body alone.

Common reasons for resends:

• Email went to spam
• Donor's email address has changed
• They want a fresh copy for tax filing

Changing the address in the resend box sends that one copy elsewhere — it does not update the donor's record. If the address on file is wrong, fix it on the donor's profile as well, or the next receipt goes astray too.

A voided receipt cannot be resent. It is no longer valid for tax purposes and the donor could not tell a resent copy from the original they already hold — issue a replacement instead.

Generating a receipt that wasn't auto-generated

For payments that came in before Ayuna, or where automatic generation was disabled:

• Find the payment in Payment Search — the row will read No receipt
• Open the ⋯ menu and choose Generate receipt
• The receipt is created and emailed

Use this sparingly — auto-generation is the right default. Generating on a payment that already has a receipt is harmless: you get the existing one back and no second email goes out.

The same actions from a sponsorship or an event

You do not have to go back to Payment Search when you are already looking at the record:

• Sponsorships — a paid installment on the payment schedule carries the same ⋯ receipt menu.
• Fundraising events — the registrations list carries it on the purchaser's row (one receipt covers the whole order, not each attendee).

What you need to be able to do this

Viewing and downloading receipts — and reaching the Receipts page at all — needs View All Receipts; resending and generating need Generate Receipts. Staff, fundraising coordinators and admins have both by default. Voiding needs Void Receipts, which is admin-only.

Voiding a receipt

When a donation is refunded or corrected materially, the original receipt should be voided. Refunds do this for you automatically.

To void one by hand — a wrong amount, a gift recorded against the wrong donor — find it on Fundraising → Receipts and click the ⊘ button on its row:

1. Capture a reason. It is required and stored on the record; write it for whoever reads it in an audit, not for yourself today.
2. Confirm.

Voiding does not delete. The original stays on the record flagged as void, and a corrected receipt is issued alongside it, because the donor may already hold the original — or have filed it.

The replacement carries the same designation as the receipt it replaces — the donor still sees which fund, campaign or project their gift supported — and says in its own words, on the PDF and in the email, that it corrects and replaces receipt number, which is no longer valid for tax purposes. It keeps saying that on every later resend, which is when the donor is most likely to be holding both documents and wondering which one to file. On the receipts list the replacement shows Replaces and the original's number underneath its own.

Only the amount changes. The replacement keeps the original gift date (a gift made in December and corrected in January is still a December gift), the original payment method, and the original goods-and-services disclosure. If the original receipt disclosed benefits — a gala table, a sponsorship package — the replacement discloses the same benefits at the same value and works out the deductible portion from the corrected amount. A partial refund does not shrink the benefit the donor received, so a $2,000 table receipt corrected to $1,500 after a $500 refund still deducts the full $600 table value and acknowledges $900. If the corrected amount is less than the benefit, the replacement says the payment is not deductible.

Notifying the donor is ticked by default. They get a short email naming the receipt number, amount and date, telling them it is no longer valid and to discard it. Untick it only when the correction needs nothing from them.

Two cases send nothing even with the box ticked, and both are deliberate:

• A refund. The refund confirmation already tells them, and for a partial refund a corrected receipt follows. A void notice would be a third email about one event.
• A corrected receipt that went out. That receipt carries the news itself.

If the donor has no email address on file, the confirmation message says so — tell them another way.

You can reword the notice under Communications → System Emails → Receipt voided. The receipt number, amount and date stay system-written, because the donor has to be able to tell which document to discard.

Voiding is deliberately separate from the other receipt actions: it needs the Void Receipts permission, which admins have and general staff do not.

What's in the receipt

Standard receipt content:

• Affiliate legal name, address, EIN
• Tax-exempt status statement — by default "Your organization is a 501(c)(3) tax-exempt organization." If your status is described differently, reword it once under Settings → Organization → Tax-Exempt Status Statement; it changes every receipt, year-end statement and register receipt together
• Donor name and address
• Donation amount and date
• Fund / campaign / project designation
• Payment method
• Receipt number
• IRS-required statement: "No goods or services were provided" (or the FMV deduction statement for quid-pro-quo gifts)

Customize the template under Communications → Templates → Single-Gift Receipt to add your branding, executive director's signature, etc.

Receipts and year-end statements cannot be issued until the organization's EIN is on file. A receipt that cannot state its own EIN is one a donor's tax preparer sends back, so Ayuna refuses to generate one — automatic receipts are skipped with a logged warning, and a manual Generate shows the reason. Settings → Organization warns while the EIN is blank; contact support to have it set.

Quid-pro-quo gifts

When a donor receives goods or services in exchange (gala ticket, sponsor benefits with FMV), the receipt must:

• State the gift amount
• State the FMV of goods/services received
• State the deductible portion (gift minus FMV)

Ayuna handles this automatically when:

• The fundraising event has FMV configured per registration level — a paid level cannot be saved without one
• The sponsorship benefits have FMV captured

If a sponsorship package's benefits carry no FMV, the receipt may overstate deductibility. Audit annually.

A sponsorship payment recorded without a paid date cannot be receipted until the date is set: the receipt has to state when the contribution was made, and Ayuna will not substitute the day the receipt happened to be generated.

Donor-side download

Donors can download their own receipts at /donor/history. They click any past gift to download its receipt PDF. Useful at tax time when they need a copy and don't want to email your team.

Note that this covers their cash donations. A sponsorship or event-registration receipt is not yet listed on the donor's own dashboard — send those with Resend receipt when a sponsor or attendee asks.