Deleting Receipts

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On occasion you may create some receipts with one of the Receipt menu options, print them off (which saves them in the database) and then decide that you don't want those receipts to exist.

 

Reasons might be that you observe errors in them and want to fix them without the complications of Generating Corrected Receipts, or you were just testing out creating receipts mid-year, and you really wanted to only generate year-end receipts.

 

If you want to delete some receipts, but aren't sure which ones, you can use Reports à Receipt à All Receipts to see a numerical list of all receipts that have been issued for the current year.

 

You can delete receipts that you have created, subject to two limitations:

 

1.You can only delete receipts that have not been sent to the donors. Obviously, the program cannot enforce this, but it does remind you of this limitation. If you have already sent a receipt to the donor and need to correct it in some way, follow the instructions in Generating Corrected Receipts.
 
2.You can only delete a range of receipt numbers that end with the current last receipt number for the current year. This is because if you delete a range of receipts in the middle of the current receipt numbers, there will be a gap in your receipt numbering, which is not good in terms of accounting controls. In Canada, the Canada Revenue Agency requires that all of your receipts be sequentially numbered.

 

If you are satisfied about these two limitations and do wish to delete a range of receipt numbers, select the Receipt à Delete Range menu option. This brings up the Enter Receipt Numbers window, with the current last receipt number filled in for both the "From" (starting) and "To" (ending) number of the range of receipt numbers to delete. If you accept that default, it will just delete the very last receipt that has been created. To delete a larger range or receipt numbers, change the "From" number. (You cannot change the "To" number, because of limitation (2) listed above.)

 

When you are satisfied with the range, click OK. It will confirm that you want to delete that range, and then if you answer Yes to go ahead, it will delete the receipts in that range, and tell you whether or not it was successful in doing so.

 

Please Note: Once you have deleted a range of receipts, there is no way to get them back, unless you have a Database Backup that you made immediately before the deletion, and you Restore that backup.