Receipting Accounts

This article explains Receipting Accounts: how one Salesforce org issues receipts on behalf of more than one registered charity. It covers what a Receipting Account changes on a receipt, how a gift gets one, and the points to watch. It is written for Salesforce administrators and the staff who run receipting.

What a Receipting Account Is

Your main charity's details live in Receipt Settings and are printed on every receipt by default. If you also issue receipts for other registered charities, such as a foundation or a chapter, each one is set up as an Account and used as a Receipting Account.

A gift that names a Receipting Account gets a receipt issued by that charity: its name, registration number, address, logo, signature, templates, sender address and, if you choose, its own receipt numbers.

How a Gift Gets a Receipting Account

• The Receipting Account field on a Gift Transaction or Gift Commitment names the charity. Fill it in by hand, with your own automation, or with a data import.
• When a gift transaction is created for a gift commitment, the commitment's Receipting Account is copied onto it.
• Consolidated receipts for a gift commitment, such as a recurring donation, always take the Receipting Account from the commitment.
• A gift with no Receipting Account is receipted by your main charity, using Receipt Settings.

Note: The overrides apply to every gift that has a Receipting Account, whether or not Enable Receipting Account is on. That setting only switches on the related screens and actions (see Turning the Feature On below).

What the Receipting Account Changes

The fallback works differently for different details:

Detail on the receipt	Comes from	If blank on the Receipting Account
Charity name, registration #, phone, website	The account's Name, Charity Registration #, Phone and Website	Stays blank. Receipt Settings isn't used.
Charity address (and the place of issue)	The account's billing address	Stays blank. Receipt Settings isn't used.
Logo	Charity Logo URL	Uses the logo in Receipt Settings.
Authorized name, title and signature	Authorized Name, Authorized Title, Authorized Signature URL	Each one falls back to Receipt Settings separately.
Sender address for Salesforce email	Receipt Sender Email	Uses the Sender Email Address in Receipt Settings.
Receipt and acknowledgment templates	The four template fields (English and French, donation and acknowledgment)	Uses the template in Receipt Settings.
Email templates	Email Template Id (EN) and (FR)	Uses the email template in Receipt Settings.
Receipt number	Receipt Prefix and Receipt Next #	If Receipt Next # is blank, the main numbering in Receipt Settings is used.

A template set on the gift itself still comes first: the gift's own template, then the Receipting Account's, then Receipt Settings. The donor's Receipt Language picks the English or French version.

Fill in every charity detail on the account. Name, registration number, phone, website and address never fall back to Receipt Settings. A missing registration number prints as blank on an official receipt.

Charity Details Are Read Live

The charity details on a receipt are formulas that show the account's current values. A .pdf that was already created keeps the details it was created with. A .pdf created later, for example when a receipt is voided, uses the account's values at that time.

Receipt Numbers

• If the Receipting Account has a Receipt Next #, its receipts are numbered with its Receipt Prefix and that counter. The counter goes up by one for each receipt.
• If Receipt Next # is blank, its receipts share the main numbering from Receipt Settings, including its prefix and padding.
• Receipt # Length and Receipt # Padding don't apply to a Receipting Account's own numbers.
• Acknowledgments always use the main acknowledgment numbering from Receipt Settings, even when they are issued by a Receipting Account.

Never lower Receipt Next #. As with the main counter, a lower number makes the next receipts reuse numbers that were already issued.

Turning the Feature On

Turn on Enable Receipting Account in Receipt Settings > General Settings. It adds:

• the Set Receipt Details button on accounts. When the setting is off, the action says "Receipting Account functionality is disabled."
• Receipting Account as a filter on the Batch Receipts screens for creating receipts.
• the sending charity's name, sender email and address on the Email Receipt confirmation screen, so users can check who the email comes from.

The Set Receipt Details Action

Open the charity's Account and click Set Receipt Details. The screen has these sections:

• Charity Information: Name and Charity Registration #
• Charity Address
• Authorized Individual: Name and Title
• Receipt Details: Receipt Prefix, Receipt Next # and Sender Email Address. The sender list only offers organization-wide addresses that are available to all profiles.
• Templates (English) and Templates (French): donation receipt, acknowledgment and email templates

You need the Receipt Admin permission set to use it. The other Receipting Account fields, such as the logo and signature URLs, are edited on the account record. The Account Fields article lists every field.

Consolidated Receipts and Receipting Accounts

Consolidated receipts for non-recurring donations group a donor's gifts by donor only. If one donor has gifts for two Receipting Accounts in the same run, they end up on one receipt, which takes its Receipting Account from the last gift processed.

Create consolidated receipts one charity at a time. In Batch Receipts > Create receipts, filter by Receipting Account and run it once per charity, then once more for gifts without a Receipting Account.

Recurring donation receipts aren't affected: each one covers a single gift commitment, which has one Receipting Account.

Emailing

• Salesforce email: each receipt is sent from the Receipting Account's Receipt Sender Email, or from Receipt Settings if that is blank. The address must exactly match a verified organization-wide address available to all profiles.
• Dryad Mailer: every email is sent from the Sender Email Address in Receipt Settings, even for receipts from a Receipting Account.

Troubleshooting

Symptom	Check
The receipt shows a blank charity name, address or registration #	The gift has a Receipting Account whose field is blank. These details don't fall back to Receipt Settings. Fill them in on the account, then re-create the .pdf.
The receipt shows the main charity's logo or signature	The Receipting Account's Charity Logo URL or Authorized Signature URL is blank, so Receipt Settings is used. Also check the template uses the Insert Logo button and the Insert Signature button, not the Insert Image button.
Receipts from a Receipting Account use the main numbering	Its Receipt Next # is blank. Set it to the next number you want, and never lower it.
The Set Receipt Details button says the feature is disabled	Turn on Enable Receipting Account in Receipt Settings, or remove the button from the account page layout.
The sender address you want isn't offered	Make the organization-wide address available to all profiles in Setup > Organization-Wide Addresses.
A consolidated receipt mixes gifts from two charities	Void it and reissue the gifts with the New Receipt button on each gift. Batch Receipts skips gifts whose last receipt was voided. To avoid it next time, filter by Receipting Account as described above.