Voiding Receipts

Sometimes you need to void a receipt and issue a replacement. PatronSend maintains a complete audit trail for compliance.

When to Void

Common reasons to void a receipt:

• Donor information was incorrect
• Gift amount was wrong
• Donation was refunded
• Duplicate receipt issued

Voiding a Receipt

1. Go to the receipt detail page
2. Click Void Receipt
3. Enter a reason for voiding
4. Choose whether to create a replacement

Replacement Options

• Create Replacement - Void and create a new receipt with corrected information
• Void Only - Void without replacement (for refunds or duplicates)

What Happens When You Void

1. Original receipt is marked as Voided
2. Reason and timestamp are recorded
3. If replacing, new receipt is created with next sequential number
4. Audit log entry is created

Compliance

Voided receipts are never deleted. Tax authorities require:

• All issued receipt numbers are accounted for
• Voided receipts show as voided in records
• Replacement receipts reference the original

PatronSend maintains this automatically.

Viewing Voided Receipts

Voided receipts appear in the receipts list with a "Voided" badge.

To see only voided receipts:

1. Go to Receipts
2. Use the status filter
3. Select Voided

Replacement Receipt Details

Replacement receipts include:

• New receipt number
• Reference to original receipt number
• Statement that it replaces a voided receipt

This appears on both the PDF and in the records.