Donation Receipts

A donation receipt holds the donor text, received date, amount and provider receipt reference against a parent funding case and organization. Its status tracks preparation, submission, review and completion. The review decision belongs to the parent case, where a separate reviewer records its reason.

The donor is text on the receipt, while the organization and parent funding case are links. Finance checks both links before submission, especially when similar case subjects appear in one organization. The fund event supplies evidence of the confirmed donation.

• Start with the case. Confirm the organization, program and owner before adding linked work.
• Keep the decision visible. Use the reviewer decision and supporting file to explain why work advanced or returned.
• Follow the result. Check the linked operation result when an action needs follow-up.

Finance prepares the draft receipt and compares its received date, amount and provider reference with the receipt event. Receipt Reviewer records an independent decision and reason under the parent case. Finance checks the result before marking the receipt completed.

Agree what donor evidence the receipt reviewer expects, who checks the received amount against fund events, and what provider reference must be present before completion. Set a rule for handling rejection that preserves the earlier decision and the case link. Agree how the team confirms any tax treatment outside this receipt record.

Give Finance Officer responsibility for the day-to-day record and Receipt Reviewer a clear point at which to check it. Agree who confirms the donation event, which evidence the reviewer reads and when a provider reference is required. A rejected receipt should retain its case link and decision history. Define who corrects the draft before it returns for review.

Take one case with a confirmed receipt event. Enter the donor text and amount on a draft donation receipt and link the same organization. Submit it, ask a separate reviewer to inspect the evidence, then capture their decision and reason. Check any operation result and the provider reference before marking the receipt completed.

Ask a second person to open the parent case and compare the receipt amount with the dated receipt event. The reviewer should locate their decision under that case; finance should check the provider reference before completion.

• Receipt Review Queue — Submitted receipts with their donor text, amount and parent case.
• Completed Donation Receipts — Completed receipts with the provider reference for finance to reconcile.

Follow the funding case review and receipt review to see where this record changes hands.