Springly provides a tax receipt issuance service for your Donation Campaigns, Membership Campaigns, Events, and Product Sales. Learn how to enable it in this article.
If a transaction was entered incorrectly, or if a tax receipt contains any error — however minor — it must be voided. So what should you do?
This article walks you through the steps to properly void a transaction.
- Void a transaction paid by credit card
- Void an offline transaction: checks, cash, or other payment methods
- View voided tax receipts
Void a transaction paid by credit card
You cannot delete or refund an online transaction (paid by credit card) for which a tax receipt has been issued.
For an online transaction, if you click either the Delete all or Refund all button, a message will inform you that this action is not available.
In this case, here's how to handle it:
- "Void" the tax receipt by sending an email or letter (a written record is important) to notify the donor that the receipt has been voided;
- Issue a new tax receipt by manually adding the donation and its payment. This new tax receipt will be assigned a new number.
Each tax receipt must have a unique receipt number, so you cannot reuse the number from a voided tax receipt.
There are also 2 additional impacts to keep in mind:
- From a cash flow standpoint, you will need to process the refund through a method outside the platform (check, wire transfer, etc.);
- From an accounting standpoint, you will need to issue a credit note for the donation (see this article on how to issue a credit note).
Void an offline transaction: checks, cash, or other payment methods
On the relevant transaction record, you can delete it by clicking the Delete all button on the right side of the page.
The following message will appear on your screen:
When you delete the transaction, the tax receipt will not be deleted — it will be archived and marked "Voided" on the copy.
Once you confirm the action:
- The transaction will be removed from the Registrants list;
- The book entry associated with this sale will be automatically deleted;
- The tax receipt previously linked to the transaction will be updated with the "Voided" status;
- The transaction will be removed from the donation/membership/purchases section of the related member's profile;
- An email will be sent to the member associated with the transaction, notifying them that the tax receipt is no longer available.
End-users cannot delete a transaction on their own — only an Administrator can do so.
View voided tax receipts
Tax receipts can be found under the Settings > Tax Receipts and Invoices menu: click the View button next to the line "View tax receipts issued by the platform on behalf of your organization".
This brings you to a summary page showing all your issued tax receipts — both valid and voided. By clicking "+ filters", you can filter by status to display only voided tax receipts.
Learn more:
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