Receipt Eligibility
This article explains how Dryad Receipting decides whether a gift can be receipted, why a gift might be skipped, and what to do about it. It covers donations (Opportunities), Payments and Recurring Donations, the amount rules, and the different ways receipts are created. It is written for Salesforce administrators and the staff who run receipting.
Two Stages: Eligible, Then Selected
A gift gets a receipt only if it passes two stages:
- The gift is eligible. Every Opportunity, Payment and Recurring Donation has a Receipt Status field, calculated automatically from the gift, the donor and Receipt Settings. It says whether the gift can be receipted and, if not, the reason.
- The gift is selected. Receipts are created by an action on a gift, the daily scheduled job, or Batch Receipts. Each of these picks up only certain eligible gifts, for example those in a date range. An eligible gift that isn't selected stays eligible and waits.
When a gift hasn't been receipted, first check its Receipt Status, then check whether the way you ran receipting would have selected it.
Receipt Status for Donations (Opportunities)
The checks below are made in order, and Receipt Status shows the first one that applies. Fixing one reason can reveal the next.
| Order | Receipt Status | When | What to do |
|---|---|---|---|
| 1 | Receipted, or Voided | The gift already has a receipt (Last Receipt). It shows "Voided" if that receipt was voided. | Nothing, unless the receipt needs replacing. Use the Create Receipt button on the gift to void and reissue, or to reissue after voiding. |
| 2 | Receipted | The gift has an External Receipt #: it was receipted in another or older system. | Nothing. Use the Create Receipt button on the gift if you need to reissue it in Dryad Receipting. |
| 3 | Ineligible - Do not receipt | Do Not Receipt is ticked on the gift, its primary contact or its Account, with any reason except "Acknowledgments Only". | Untick it if the donor should be receipted. See the Donor Preferences article. |
| 4 | Ineligible - Only payments can have receipts | Enable Receipt by Payment is Yes, so receipts are created from Payments instead. | Receipt the gift's Payments. |
| 5 | Ineligible - Stage is not closed won | The gift isn't Closed Won, for example an open pledge or a lost gift. | Receipt it once the gift is received and Closed Won. |
| 6 | Ineligible - Advantage | The Advantage Amount is more than 80% of the gift, or Advantage is "Yes but value cannot be determined". CRA rules don't allow a tax receipt in these cases. | Check the advantage details. If correct, no tax receipt can be issued. See the amount rules below. |
| 7 | Ineligible - Payment missing | Require Payment is Yes, the gift isn't an in-kind gift, and it has no Payments or still has an amount outstanding. | Record the payment(s) so the gift is fully paid. In-kind gifts are exempt. |
| 8 | Ineligible - Receipt amount is below minimum | The Receiptable Amount is below the Minimum Receipt Amount, and the gift will get a single receipt. Acknowledgments and consolidated gifts are exempt. | Nothing, if intended. A donor set to Consolidated gets these gifts on a combined receipt instead. |
| 9 | Ineligible - Donor address missing | Enable All CRA Rules is Yes and the donor's street, city, province/state or postal code is blank. For households, the primary contact's mailing address is checked (and a missing primary contact counts too); for organizations, the Account's billing address. Acknowledgments are exempt. | Complete the address. |
| 10 | Eligible, or Eligible for Consolidated | All checks passed. "Eligible" means a single receipt; "Eligible for Consolidated" means it waits for the donor's consolidated receipt. See Single or Consolidated below. | Ready to receipt. |
Receipt Status Override
An Opportunity's Receipt Status Override field (Eligible or Eligible for Consolidated) changes only the last step: whether an eligible gift gets a single or a consolidated receipt. It can't make an ineligible gift eligible, because all the checks above still apply first. It is ignored for gifts that belong to a Recurring Donation.
Status Changes Immediately
Receipt Status is a formula, so it changes as soon as anything it depends on changes: the gift, the donor's Contact or Account, or Receipt Settings. Changing a setting such as Minimum Receipt Amount or Require Payment can move many gifts in or out of eligibility at once.
Receipt Status for Payments
When Enable Receipt by Payment is Yes, each NPSP Payment is receipted on its own. Payments are checked in this order:
| Order | Receipt Status | When |
|---|---|---|
| 1 | Receipted, or Voided | The payment already has a receipt (Voided if it was voided). |
| 2 | Ineligible - Payments cannot have receipts | Enable Receipt by Payment is No. |
| 3 | Receipted | The payment has an External Receipt #. |
| 4 | Ineligible - Do not receipt | Do Not Receipt is ticked on the Payment, the Opportunity's primary contact or the Opportunity's Account (except "Acknowledgments Only"). The Opportunity's own checkbox isn't checked. |
| 5 | Ineligible - Payment is not paid | The payment's "Paid" box isn't ticked. |
| 6 | Ineligible - Payment date is missing | The payment has no Payment Date. |
| 7 | Ineligible - Receipt amount is below minimum | Same rule as for Opportunities, using the payment's Receiptable Amount. |
| 8 | Ineligible - Donor address missing | Same rule as for Opportunities, using the Opportunity's donor. |
| 9 | Eligible, or Eligible for Consolidated | Decided by the Opportunity's donor and recurring donation, as for Opportunities. |
Differences from Opportunities: a payment needs to be "Paid" and dated instead of "Closed Won", the Opportunity's stage isn't checked, and there is no Status Override.
Advantages on payments. The payment's advantage is deducted from its Receiptable Amount, but the 80% and "value cannot be determined" checks are not applied to payments. Review payments with large advantages before receipting them.
Receipt Status for Recurring Donations
A Recurring Donation's own Receipt Status decides whether the series can be receipted. Its installments (Opportunities, or Payments when receipting by payment) each still need to be eligible themselves.
| Order | Receipt Status | When |
|---|---|---|
| 1 | Ineligible - Do not receipt | Do Not Receipt is ticked on the Recurring Donation, its Contact or its Organization (except "Acknowledgments Only"). |
| 2 | Receipted | The Recurring Donation has been receipted before. This doesn't stop the next period's receipt: Receipted recurring donations are picked up again for new installments. |
| 3 | Ineligible - No receipt template | No receipt template could be found for it on the gift, the Receipting Account or in Settings. |
| 4 | Ineligible - Donor address missing | Enable All CRA Rules is Yes and the Contact's mailing address, or the Organization's billing address, is incomplete. Acknowledgments are exempt. |
| 5 | Eligible | All checks passed. |
How Installments Are Treated
- By default, installments are "Eligible for Consolidated": the donor gets one receipt per recurring donation covering the period, whatever their Receipt Occurrence.
- If Enable Single Receipts for RDs is Yes, installments follow the donor's Receipt Occurrence. Donors set to Single get a receipt for each installment, and the minimum amount applies to each one.
- Each installment goes through the normal checks. For example, an installment that isn't Closed Won yet, or isn't paid, isn't included.
How the Receiptable Amount Is Worked Out
The amount on an official receipt is the Receiptable Amount (Receipt_Amount__c), calculated on each Opportunity and Payment:
- Start with the Eligible Amount, if it is filled in. Otherwise use the full gift Amount (or Payment Amount). Use Eligible Amount when only part of a gift is eligible.
- Nominal advantage. If the Advantage Amount is no more than 10% of that amount or $75, whichever is less, it is ignored, and the full amount is receiptable.
- Otherwise, the Advantage Amount is subtracted.
- Too large. If the Advantage Amount is more than 80% of the starting amount, the gift is "Ineligible - Advantage" (Opportunities only).
- Minimum. For single receipts, the result must be at least the Minimum Receipt Amount.
Examples
These examples use a Minimum Receipt Amount of $20.
| Gift | Advantage | Receiptable Amount | Status |
|---|---|---|---|
| $100 | None | $100 | Eligible |
| $100 | $8 (a small gift, under 10%) | $100 | Eligible: nominal advantage ignored |
| $250 gala ticket | $90 dinner | $160 | Eligible |
| $500 | $60 (under $75 but over 10%, which is $50) | $440 | Eligible: the 10% limit is lower, so the advantage is deducted |
| $1,000 | $70 (under 10%, which is $100, and under $75) | $1,000 | Eligible: nominal advantage ignored |
| $100 | $85 | n/a | Ineligible - Advantage (over 80%) |
| $100 | "Yes but value cannot be determined" | n/a | Ineligible - Advantage |
| $15, donor set to Single | None | $15 | Ineligible - Receipt amount is below minimum |
| $15, donor set to Consolidated | None | $15 | Eligible for Consolidated: the minimum is checked on the total |
| $500, Eligible Amount $300 | None | $300 | Eligible |
Keep the minimum above $0. With a Minimum Receipt Amount of 0, gifts with a Receiptable Amount of $0 (for example an Eligible Amount of 0) pass the check and can get a $0 receipt.
Single or Consolidated
An eligible gift becomes "Eligible" (single receipt) or "Eligible for Consolidated" as follows:
| Gift | Result |
|---|---|
| In-kind gift (the In-Kind Gift Record Type) | Always Eligible (single) |
| Not part of a recurring donation | Follows the donor's Receipt Occurrence. Single or blank means Eligible; Consolidated means Eligible for Consolidated. |
| Part of a recurring donation, Enable Single Receipts for RDs = No | Eligible for Consolidated |
| Part of a recurring donation, Enable Single Receipts for RDs = Yes | Follows the donor's Receipt Occurrence |
| Opportunity with a Receipt Status Override (not part of a recurring donation) | The override's value |
Why an Eligible Gift Can Still Be Skipped
An eligible gift is only receipted when the way you create receipts selects it. Each way has its own rules:
- Batch Receipts selects gifts with the matching status ("Eligible" for single receipts, "Eligible for Consolidated" for consolidated and recurring donation receipts), within the Payment Date range and filter you choose. See Batch Receipts.
- New Receipts on an Opportunity list view only receipts the selected opportunities that have the matching status. See Create Receipts from List Views.
- New Receipt on a record refuses gifts that belong on a consolidated receipt. See Create Receipts from a Record.
- The scheduled job only picks up "Eligible" single gifts with a Payment Date of yesterday or later. See Scheduled Job.
For Opportunities, the Payment Date is the date of the last payment, or the Close Date if there are no payments. When receipting by payment, it is the Payment's own date.
Voided gifts are only reissued on purpose. Batch Receipts and list views skip gifts whose last receipt was voided. Reissue them with the New Receipt button on the gift.
Back-dated gifts are missed by the scheduled job. A gift entered today with a Payment Date from last week is never picked up by the scheduled job. Likewise, a gift that becomes eligible later, for example when its last payment is recorded with an older date or its address is fixed, is missed. Use Batch Receipts with a date range to catch these.
Common Scenarios
| Scenario | What happens |
|---|---|
| A pledge is recorded but not yet received | "Ineligible - Stage is not closed won" until it is "Closed Won". |
| A gift is "Closed Won" but its payment isn't recorded | "Ineligible - Payment missing" while Require Payment is Yes. |
| A pledge is paid in three installments | Ineligible (payment missing) until fully paid. Then one receipt, with the Payment Date of the last payment. When receipting by payment, each paid installment is receipted separately instead. |
| A gala ticket includes dinner | Record the dinner's value as the Advantage Amount. The receipt is for the difference, unless the advantage is nominal or over 80%. |
| A raffle ticket or auction purchase at full value | Advantage of 100% (over 80%): "Ineligible - Advantage". |
| A donated item (in-kind) | Using the In-Kind Gift Record Type: no payment needed, always a single receipt. Make sure the Amount is the appraised fair market value. |
| A $10 gift from a donor set to Single | "Ineligible - Receipt amount is below minimum" (with a $20 minimum). Never receipted on its own. |
| Twelve $10 gifts from a donor set to Consolidated | Each "Eligible for Consolidated". At year-end, one $120 receipt. |
| Two $5 gifts from a donor set to Consolidated | The $10 total is below the minimum, so no receipt is created. The gifts stay eligible for a later run. |
| A monthly donor through a Recurring Donation | Installments are "Eligible for Consolidated". One receipt per recurring donation for the year, created with the recurring donation option of Batch Receipts. |
| A donor asks to stop receiving receipts | Tick Do Not Receipt on the Contact (households) or Account (organizations). Their unreceipted gifts become "Ineligible - Do not receipt" immediately. Receipts already issued aren't affected. |
| A donor who should be thanked but not receipted | Set the Do Not Receipt Reason to "Acknowledgments Only". Their gifts stay eligible and get an acknowledgment instead, with no minimum amount and no address requirement. |
| A household gift with an incomplete address | With Enable All CRA Rules on: "Ineligible - Donor address missing" until the primary contact's mailing address is complete. |
| Gifts migrated with receipts from an old system | Fill in External Receipt # so they show as "Receipted" and aren't receipted again. |
| A receipt was issued with a mistake | Void it. The gift shows "Voided"; use Create Receipt on the gift to issue a replacement. |
| A gift was entered late with an old Close Date | Eligible, but missed by the daily job. Use Batch Receipts with a date range that includes it. |
| Receipting by payment is turned on | All Opportunities show "Ineligible - Only payments can have receipts"; their Payments are receipted instead. |
Troubleshooting Checklist
When a gift didn't get a receipt, work through these in order:
- Check its Receipt Status. If it starts with "Ineligible", fix the reason shown, then check again in case another reason appears.
- If it is Eligible for Consolidated, it waits for consolidated receipts from Batch Receipts. Single receipt actions and the daily job won't pick it up.
- If it belongs to a Recurring Donation, receipt it through the recurring donation option, and check the Recurring Donation's own Receipt Status.
- Check the Payment Date (last payment date or Close Date) against the date range you used, or against the daily job's window.
- For consolidated receipts, check the donor's total against the Minimum Receipt Amount, and that household gifts have a primary contact.
- Check Batch Receipt Logs for errors in the run.
- If Enable Index Optimization is on, receipting selects gifts using indexed copies of Receipt Status and Payment Date. If a status looks right on the gift but the gift isn't selected, run App Utilities > Refresh Indexed Fields.