Set your receipt numbering

Who can do this Owner, Admin, Finance

An Owner can change which roles have this in Account Access.

Set your receipt prefix and numbering format once, before your first receipt goes out — every number DonorCARE assigns after that follows the pattern you choose here, and it’s never reused.

Receipt numbers are unique within your own organisation, not across DonorCARE as a whole — two organisations can use the same prefix without colliding. Numbers are only ever assigned upward: a voided donation keeps the number it was given rather than freeing it up, so a gap in your sequence is not something DonorCARE can explain after the fact from the number alone — it means a voided donation is sitting somewhere in your Donations list holding that number.

Before you start

• Decide this before you issue your first receipt. Changing the prefix later starts a fresh sequence from 1 under the new prefix — it doesn’t renumber anything already issued, but it does mean two different formats exist in your history from that point on.
• Have your organisation’s preferred prefix ready (for example eR- or a custom code your board already uses on paper receipts).

Steps

1. Open Receipt Settings. In DonorCARE, open Receipts, then select Settings.

   

2. Set your prefix. Under Prefix, type the text that appears before every receipt number, including its separator (dash, slash or period) — for example eR-. Leave it blank to use your organisation’s shortcode instead.

3. Choose a date token. Under Date Tokens, pick how much of the date appears in the number: YYMM or YYYYMM for a sequence that rolls over every month, YY or YYYY for one that rolls over every year, or — (none) for one continuous sequence that never resets.

4. Choose the sequence width. Under Sequence Digits, pick 3 to 6 digits for the counter itself. Check the number this allows per period against how many receipts you expect to issue — for example, a 3-digit monthly counter tops out at 999 a month.

5. Save. Select Save on the card. If you’re changing an existing prefix, DonorCARE shows the last number issued under the old format and the number new receipts will start from, and asks you to confirm — select Confirm Change.

If something goes wrong

What you see	What it means	What to do
“Only letters, numbers, and - / . _ are allowed”	Your prefix contains a character DonorCARE can’t use in a receipt number	Remove the character — spaces and most punctuation aren’t accepted
The prefix change confirmation dialog	You’re about to start a new sequence	Confirm only if you mean to switch formats now — existing receipts keep their old numbers either way

Related

• How receipts are issued
• Re-send or regenerate a receipt
• Customise your receipt template