Skip to main content

Void and Correct Receipts

Goal: Handle receipts cleanly when something goes wrong — wrong amount, refund, donor request — without leaving inconsistent records or compromising audit trail.

When to void​

Void a receipt when:

  • The underlying donation is being refunded (full reversal)
  • The donation was entered against the wrong donor and is being moved
  • The amount on the original receipt is wrong and a corrected receipt is needed
  • The donor requests it for tax-correction purposes

When NOT to void​

  • The donation amount is right but the fund or campaign is wrong — use Edit Donation, no receipt change needed
  • The donor's name or address changed — update the donor profile, the receipt's stored copy reflects the original at the time of issue (correct behavior)
  • The donor lost their copy — use Resend instead

How void works​

When you void a receipt:

  • The receipt record is marked voided
  • Any future references show the voided status
  • The PDF stored on the donation remains accessible but tagged voided
  • Annual statements will exclude the voided receipt from totals

The original receipt isn't deleted — that would compromise audit trail. It's preserved in voided form so the history stays intact.

Voiding from the receipt​

From the receipt record:

  1. Click Void
  2. Capture a reason from the predefined list (refund, error, donor request, other)
  3. Confirm

The donation record reflects "receipt voided" and shows the void date.

Voiding from a refund​

When you process a refund through the donation page, the associated receipt is auto-voided. You don't need to void manually.

Generating a corrected receipt​

After voiding, if a corrected receipt should go to the donor:

  • Make any needed corrections to the donation (Edit Donation)
  • From the donation, click Generate Receipt
  • A new receipt is created with a new receipt number
  • It's emailed to the donor

The donor then has both records — the original (voided, marked as such) and the corrected. Their tax-deduction is the corrected amount.

Communicating with the donor about a void​

When the void is initiated for any reason the donor will notice (refund, correction), tell them:

  • Why the receipt was voided
  • What the new state of their gift is
  • That they should use the new (corrected) receipt for tax purposes if applicable

Silent voids — where the donor doesn't know — are fine for fund-correction edits but not appropriate for refunds or amount changes.

Audit trail​

Every void is logged with:

  • Who initiated it
  • Date and time
  • Reason
  • Reference to any new receipt that replaced it
  • The original donation it belonged to

Annual audit prep includes pulling the year's voided receipts list. Auditors will look for patterns:

  • High void volume — may indicate a process issue
  • Voids without clear reasons — may indicate sloppy record-keeping
  • Voids of long-ago receipts — may indicate scope creep

What the donor sees​

After a void:

  • The donor's downloadable receipts list still includes the voided one (marked voided)
  • Their year-end annual statement excludes the voided amount and includes any replacement
  • Their giving history reflects the corrected state

Common mistakes to avoid​

  • Voiding when an Edit would have sufficed — creates unnecessary work and noise in the audit log
  • Forgetting to generate a replacement receipt after voiding — the donor is left with no valid receipt for their gift
  • Voiding receipts associated with refunded donations a second time — once the refund triggers an auto-void, leave it alone