Settings and customization of invoices and receipts

Overview

Wild Apricot automatically generates financial documents such as invoices, receipts, and donation receipts, and the admin can also manually create these documents.

• Invoice - All paid transactions automatically generate an invoice (e.g. member application, renewal, upgrade, or event registration). The administrator can also create invoices manually for any contact.
• Receipts - Every payment recorded in Wild Apricot automatically generates a receipt.
• Donation receipt - Is only generated once a donation payment is received / recorded.

These financial document templates can be customized from Settings:

Note: In addition to these financial documents, there are other emails that can be automatically sent to the user e.g. event registration confirmation email, membership application confirmation, etc. See Member applications workflow and Event Calendar and Event Registration

Customizing invoices and receipts 

• The same invoice and receipt templates are used across all transactions (for all membership levels and all events) so DO NOT include any level-specific or event-specific data. Instead, use macros which will be replaced with the actual information specific to each person/transaction, see Using macros in emails. For example, say you have previously defined payment instructions in Settings -> Payment Instructions. Instead of repeating these instructions (like address where to send payment) and typing them all over again on the invoice, you can just insert the {Payment_Instructions} macro. This macro will then instruct the system to insert the actual payment instructions at that spot.

Invoice settings

To modify the invoice template settings go to Settings -> Invoices.

• The invoice number is automatically incremented each time a new invoice is created. You can set the next invoice number to be used, but the system will not check if the invoice number has already been used. So keep this in mind, otherwise you could end up with duplicate numbered invoices.
• You can also specify whether the invoice should be automatically emailed or not.

Email invoice to administrator means everyone you specify in [Routing of system e-mails] will receive a copy of the admin email.

Customizing invoice template

To modify the template used for invoices, click on "View / edit invoice template" and then click on the [Edit] button:

Invoice macros

Macros are specific to each template, so there are some macros that work for event emails but not for invoices etc. Always click the [Macro] button and only insert the macros available for that template.

Main Invoice macros available for use:

{Invoice_Number}	The number of the current invoice Example: 0123
{Invoice_Date}	The date the invoice was created Example: 20 September 2010
{Charge Amount}	The total amount of the invoice Example: $18.00
{Amount_Owing}	The total amount owed Example: $8.00
{Amount_Paid}	The total amount of the invoice that has already been paid Example: $10.00
{Invoice_PublicMemo}	Memo to payer, entered on the invoice by the administrator Example: For room booking from 23 Dec - 26 Dec 2011
{Invoice_Details}	A breakdown of the invoice Example:
{Invoice_Status}	Status of the invoice, either Paid or Unpaid
{Invoice_Origin}	The origin of the invoice - (Name of event, membership level, ...) Example: Membership application: "Basic member"
{Payment_Instructions}	Example: If paying by check send to: 123 King St. West.
{Invoice_Details_URL}	A link which allows user to view and pay the invoice online (does not require logging in)

Payment receipt settings

To modify the payment receipt settings and template, go to Settings -> Finances -> Payment Receipt:

• Receipts are not numbered, and you have the option to automatically email it once payment is received.

Customizing Receipt Template

Customizing the receipt template is very similar to customizing the invoice as shown above. The only difference are the available macros.

Receipt macros

The following macros are receipt specific and are only available within this template:

{Payment_PublicMemo}	Memo to payer, entered on receipt by the admin Example: Check #1234 received on 16 Dec 2011
{Payment_Date}	The date the payment was recorded  Example: 20 September 2010
{Payment_Amount}	The amount of the payment Example: $20.00
{Payment_SettledAmount}	The amount of the payment used to settle outstanding invoices Example: $20.00
{Payment_Tender}	The tender used for the payment (see: Payment tenders) Example: Online payment (Authorize.NET Credit Card)
{Payment_AvailableBalance}	The available balance for the contact Example: $0.00
{SettlementTable}	Details about the invoices this payment has been settled with (See Record Payment and Settle to Invoice) Example:

Donation receipt settings 

To modify the donation receipt settings go to Settings -> Finances -> Donation Receipt:

• Donation receipts do have numbers, and just like invoices this donation receipt number is automatically incremented with each new donation received. You are also free to change this next donation receipt number, but beware this could lead to duplicate donation receipt numbers.
• Donation receipts can also be automatically emailed if you so choose.

Customize Donation Receipt Template

Customizing the donation receipt is very similar to customizing the invoice above, the only difference being the available macros.

Donation receipt macros

Main macros available for donation receipts: