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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.

The corrected receipt says so itself. Above the amount, on both the PDF and the email, it states that it corrects and replaces the original by receipt number, that the original has been voided and is no longer valid for tax purposes, and that the donor should discard it. That notice is repeated every time the corrected receipt is resent — a year later, when the donor is holding both documents and asking which one to file, is exactly when it matters.

The corrected receipt keeps the designation of the receipt it replaces, so the donor can still see which fund, campaign or project their gift supported. The correction is stated as a correction; it does not displace what the gift was for.

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 replacement records which receipt it supersedes, and the receipts list shows it as Replaces number)
  • 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