How receipts are issued
When DonorCARE creates a receipt, what it contains, and who receives it.
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 organization, 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 organization’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.