How receipts are issued
Every completed donation gets its own receipt automatically — here’s when it’s created, what’s on it, and how it reaches the donor.
Why it works this way
Section titled “Why it works this way”A receipt number is assigned the moment a donation is completed — through an online payment or a manual “mark as completed” — so no donation sits completed without one. The receipt document itself (the PDF) is rendered on demand rather than stored ahead of time: the first time it’s actually needed, whether that’s sending the completion email, a donor downloading it, or you opening it from the donation record, DonorCARE builds it fresh and caches the result. Editing the donation afterwards — the amount, the donor’s name, anything that appears on the receipt — invalidates that cache, so the next copy anyone gets reflects the correction.
The date printed on the receipt is the payment date — when the money actually moved — not the date the donation record was created, in line with how DonorCARE counts every figure by its cash date.
The terms
Section titled “The terms”Receipt — the numbered PDF document DonorCARE generates for a completed donation, emailed to the donor and available from a shareable link.
Receipt number — a sequential number, unique to your organisation, assigned once and never reused. See Set your receipt numbering.
Payment proof — a file a donor or staff member can attach to a donation as evidence of payment (a bank transfer slip, a DuitNow screenshot). This is not the receipt — it’s what the donor sent you, stored on the donation record for your reference, never issued to anyone.
What this means in practice
Section titled “What this means in practice”Do
- Rely on the automatic email — a completed donation with a donor email on file gets a receipt without any extra step, unless the campaign has receipt emails switched off.
- Expect the receipt to update itself the next time it’s opened after you correct a donation’s details — you don’t need to regenerate anything by hand.
Don’t
- Treat the payment proof file attached to a donation as its receipt. One is what the donor sent you; the other is what DonorCARE issues to them.
- Expect a receipt for a donation that never reached “completed” — pending, failed and voided donations don’t get one.
Worked example
Section titled “Worked example”A donor gives RM250 by FPX to a campaign on 3 September, and the payment completes the same day. DonorCARE assigns the next receipt number in your organisation’s sequence, and within moments emails the donor a PDF receipt dated 3 September — the payment date — with a link to view it again anytime. If you correct the donor’s name on that donation the next day, the next copy anyone opens (staff or donor) reflects the correction automatically.
Related
Section titled “Related”Screenshots use sample data. Every screen on this page is captured against a demo organisation seeded with generated donors, amounts, receipt numbers and campaigns. Any resemblance to a real person or organisation is coincidental.