Year-end receipts

What Year-end receipts is for

Once a year, most donors need a letter that totals what they gave so they can claim it on their taxes. Year-end receipts is the screen that turns that chore into a single, orderly list. It lives at /receipts, the third tab of the Money area, alongside Donations and Campaigns.

The page states its own job at the top: un-receipted giving from completed calendar years, rolled up per donor. Mark a year receipted once the tax letter has gone out. It is deliberately narrow, not a report, not an analytics view, but a work queue that empties as you send letters and refills quietly over the coming year.

How the queue is built

For every completed calendar year, Fay gathers each person’s un-receipted, kept donations and rolls them into one row per donor per year. The current, in-progress year is left out on purpose, its giving is not final, so it is not something you would receipt yet. Discarded gifts are excluded too; the totals here are the live, un-receipted giving and nothing else.

Each row carries four columns:

• Donor: the person whose gifts are being rolled up. One person can appear more than once if they have unreceipted giving in several past years.
• Year: the completed calendar year the gifts fall in.
• Unreceipted total: the sum of that donor’s un-receipted, kept gifts for the year: exactly the figure the tax letter needs to show.
• Gifts: how many separate donations make up that total, so a household that gave monthly reads differently from one that wrote a single cheque.

The list is sorted by year, then by descending total. The oldest open year floats to the top, and within a year the largest outstanding receipts come first, so the letters that matter most, and have waited longest, are the ones you meet first.

Marking a year receipted

Every row offers one action, Mark receipted. It stamps all of that donor’s donations for that year as receipted in a single click, so you never tick gifts one by one here. Because it acts on a whole year at once, Fay asks first: “Mark all {year} donations from {name} as receipted?” Confirm, and the gifts are stamped and the row leaves the queue, with the notice “Marked {n} donation(s) receipted for {name} ({year}).”

The one guardrail: only completed years may be receipted. If a year is still in progress, the attempt is refused with “Only completed calendar years can be receipted.” In normal use you will never see this, because the in-progress year is not offered in the queue at all. It is a backstop, not a step you have to think about.

When the last row is cleared, the page shows its empty state, No receipts waiting, and beneath it, “Every completed year’s giving has been receipted.” That blank screen is the goal: it means every donor who was owed a letter has one.

How it connects to Donations

Marking a gift receipted here is the very thing that earns it the Receipted badge you see on the Donations page and on a person’s Giving tab in People. This screen is the bulk, once-a-year counterpart to that per-gift status: rather than open each donation and flip it individually, you settle a donor’s entire year in one action. The two views always agree, a gift stamped from Year-end receipts shows as Receipted everywhere it appears.