Donor receivables

A donor invoice starts as a draft against a named donor and organization. Its lines explain the amount being billed, while the header keeps the issue date, due date, total and amount received together. The AR Specialist can issue a draft invoice through the native action. That action guards the transition, records an operation result and marks the invoice Sent. From there, the register shows what has been paid, partly paid or become overdue.

The donor record carries the name, payment terms, contact details, status and organization. It is the reference point for an invoice, not a substitute for the invoice’s own issue and due dates. For a contribution expected this quarter, AR Specialist can use the donor’s terms to prepare the due date, then review the exact invoice amount and line descriptions before issue.

• Donor context. The donor master holds contact, terms and organization for receivables work.
• Invoice detail. The invoice and its lines retain the billed amount, descriptions, ledger accounts and revenue categories.
• Collection view. The invoice register compares total and received amounts; overdue invoices remain available as a focused list.

Choose how donor names and references will be kept consistent when importing existing receivables. Agree which invoice line descriptions are meaningful to a donor and which ledger account each line uses. A line coded to the wrong revenue account can still produce a plausible invoice total, so the AR Specialist and Staff Accountant should inspect both. Set a clear review point before the native issue action, since it marks the invoice Sent.

Decide how payments are linked when money arrives. A payment can reference an invoice and donor, while the invoice retains its amount received. Agree how the team will investigate a payment that carries a bank reference but does not match an expected amount. Keep the original invoice visible while resolving a partial amount or overdue balance.

Prepare a donor invoice with more than one line and a due date. The AR Specialist checks the donor and organization, reads each line description, confirms the total, then uses the issue action. Inspect the operation receipt and the invoice’s Sent status. Next, enter a partial receipt outcome in the agreed collection process and inspect the remaining balance in the invoice register. The team should be able to answer which donor owes the remainder and when it became due.

An invoice marked Overdue deserves a separate collection decision from an invoice marked Void. Keep those statuses distinct in the saved list and board. When the account is settled, the Paid status and amount received should agree with the finance team’s supporting money records. If the payment arrived through an external provider, reconcile its external reference as part of the operating process.

• AR Invoice Register — Donor invoices, due dates and received amounts in one daily register.
• Invoices Overdue — Receivables that need collection follow-up.
• Invoices by Status — A board that separates draft, sent and collected work.

See donor invoice to collection and the data model.