A receipt is generated, in the background, for any payment (e.g. an online payment via credit card, a manually-recorded payment such as cash or direct deposit).
Note: An invoice records items for which a payment needs to be made; a receipt confirms that payment has been made. Both can be attached to a Merge Doc and sent to attendees. Unlike invoices, receipts don’t have a ‘pending’ vs ‘issued’ state. As soon as a payment is recorded, a receipt is created.
If items are added at a later date, these will be on a different invoice.
Receipts do not show a tax breakdown.
To see a receipt (or multiple receipts), you can generate a “Receipt” report, in the Reporting Panel, and you can see receipt details (but not the actual receipt) in the attendee’s Audit Trail.
Because a receipt is a confirmation of payment, it’s also common practice to set up an automatic way to send receipts to attendees (or the relevant billing contact) so they have a record of their payment.
For example, a receipt is often added as an attachment to the Confirmation (merge doc) email on an interactive registration site, or to a message sent via a Submit Action on a payment site.
Editing receipt format
Your default receipts will have an EventsAir logo on them, and will include details such as your event name, full address details for both your organization (or whoever is issuing the receipt) and the person paying.
The default receipt layout also includes the receipt number, date and reference contact name; the amount and currency, what item(s) were paid for, and payment details including amount, payment type, description, and, if available, credit card authorization number / payment gateway receipt number.
You can see the default receipt format by going to the event Setup Panel, and in Financial >Preferences, scrolling down until you see Receipt Options.
The “Prefix” field lets you add a prefix to every receipt (for example, an additional reference code).
To review or edit the receipt layout, press the “Modify Receipt Layout” button to go into the editor. You can add or change images, styling, or even what data fields are included in your default receipt layout. (Note: While invoices let you create multiple invoice layouts, using Invoice groups, you can only have one receipt layout per event.)
If you make any changes to the default receipt layout in the event, you’ll see a date and time for when you last modified the receipt layout, and the option to go back to the default.
You’ll also see in the Reporting panel that your Receipt report now appears without the EventsAir logo, because it’s no longer the default version.
You can also choose the “Clone From” button to clone a receipt from a previous event.
Sending receipts to attendees
Receipts can be sent to attendees by attaching them to a Merge Doc — the same way invoices are attached. In the Merge Doc builder, drag the Attach Receipts component into the document.
Then go into the settings for the “Attach Receipts” component, and review/edit the options. Select either:
Created today [selected by default] — attaches only receipts generated on the day the merge doc email is sent.
Most Recent — attaches the most recently generated receipt.
All — attaches all receipts on the record.
A receipt can be added to your interactive registration site’s default Confirmation Email and/or included as part of a Submit Action (which can be filtered, for example to only be sent to those who’ve paid in full).
Important: If you’ve cloned your event, check that you don’t have duplicate or conflicting Planned Communications/ Submit Actions set up, if you’re planning to attach invoices, receipts, or credit notes.
Receipts for someone other than the attendee
If one attendee pays for another using the ‘Charged to Another Contact’ payment status, both contacts will have relevant financial records. The payer’s receipt reflects who was paid for; the paid-for attendee’s record shows who paid.
If you’re sending a Merge Doc with a receipt attached to a Group Contact who’s paid for the whole group, the content in the body of the Merge Doc will only show that one person’s items, but all attendees’ items will appear on the attached invoice or receipt. Consider adding an HTML component with explanatory text such as: “Your personal payment details appear here, but because you’re a group coordinator, please see full details of all group member payments on the attached invoice/receipt.”
Including a purchase order number on a receipt
If your attendees need to provide a purchase order (PO) number, you can request this on the Payment Page of your interactive registration site. Once entered, the PO number will appear on the invoice and receipt automatically.
To see receipt details in an attendee’s Audit Trail
In the Audit Trail (in the Attendees Panel, under Actions>Financial), you can see a list of any transactions, including all payments and refunds, showing [receipt] number, date, payment type, and amount. A refund will show as a receipt with a negative amount.
You can select any of these to see more details, including the exact time the receipt was created, what items the payment or refund was for, the online payment ID (for online payments) or the name of who entered the payment (for manually entered payments).
However, you can’t access the actual Receipt from here.
Receipts in the Reporting Panel
You can see receipt details in various Financial reports, in the Reporting Panel.
To see some or all receipts for the event: Look under Financial reports for “Receipt” and run the report with no filter to see all attendee receipts (or filter for relevant contacts).
Attendee Payment Details List: Includes receipt details.
Receipt details are also included in many other reports.
Note: In the Global Reporting section (for all events), you can also review the Global Payments Report (which can also be printed or exported), which shows all Attendee Financial transactions. This will include relevant details such as date, amount, and receipt number.
Filtering based on receipt details
Anywhere you can filter in EventsAir (such as in the Attendees Panel, Reporting panel, Communication Panel send actions, etc.), you can use Financial filters to search for a particular receipt number (or range of numbers), and/or Receipt Created Date (or range of dates).