Receipt Correction Process
The receipt correction process allows you to choose between replacing a receipt or correcting a receipt, and whether or not to include "Cancels and Replaces" on the new receipt.
If you are on version 5.23 or earlier, please update your Silent Partner DMS to the latest version.
Use the flowchart below to help you determine whether you need to reverse the entry or whether you should use the receipt correction process. It will also clarify when to include "cancels and replaces" on your new receipt.
Where to find the Receipt Replacement and Correction button
Start by clicking the Print Donor’s Receipts menu bar button, or tap the F12 key, as you normally would.
You'll notice there is a purple button in Silent Partner. This is the Replacement Receipt and Correction button.
To Replace or Correct a Receipt
Highlight the donor who’s receipt you need to reverse, then click on the Replacement Receipts button.
Select the receipt you need to replace or correct.
Choosing between a Replacement and Correction
At the top of the Replacement Receipt Printing window there are hints to help you decide which option to select. You can also refer to the flowchart above.
Replacement Receipt is the correct choice if the information on the receipt does not need to be changed; it is being replaced because it was lost. Select Process Replacement as your option and click Proceed. A new receipt will be produced with a new receipt number.
Print Correction is the correct choice if you need to correct the receipt in any way, for example, change the Name or Address on the receipt. Once you have selected Print Correction, the drop down menu to select the Type of correction becomes available. Select what kind of correction you are making. Your options are: Name/Address, Donor (Reassign to a different donor), Date/Year, Amount
In the image below, I have selected Donor.
In the next window, you can select the correct donor (as shown in the sample below), or change the name and address.
In the bottom left of the window you can decide whether or not the receipt should have "Cancels and Replaces" printed on it. This is helpful in cases were a receipt error, such as an incorrect address, is caught before a receipt is sent to the donor. If the donor did not receive the original receipt containing the error, you can choose not to include "Cancels and Replaces" on the receipt because that could cause confusion for the donor.
If the donor received the original receipt with the error, you should always choose to "Include 'Cancels and Replaces' on receipts."
Please refer to your region's tax receipt laws to make this determination.
Click Next to Proceed.
A second and final confirmation message is generated. Click Yes to confirm and proceed with the change and Correction.
The wizard will generate a negative value receipt to cancel the original receipt, and a positive value receipt with the corrected information.
Please note: for both Corrections ad Replacements, a new receipt number is generated, and the old receipt number is no longer valid. The old receipt must be shredded/destroyed.
The Receipt Replacement and Correction button works in the following conditions:
- The donor's name or address needs to be corrected
- The receipt should be assigned to a different donor
- The date or year of a single-donation receipt needs to be corrected
- The amount of a single-donation receipt needs to be corrected
If the receipt you need to correct the date/year, or the amount of a multi-donation receipt (e.g. an annual receipt delivered to a monthly donor), the Receipt Replacement and Correction button will not work. You will need to enter negative donations to reverse out all the donations on the original receipt, then post and receipt these negative donations. Once done, enter positive donations, correcting the date and/or amount of the donations as you go, then post and receipt these donations to produce a new receipt for the donor.
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