Document display settings
Decide which details appear on your printed receipts and vouchers, choose how categories are shown, and turn the verification QR on or off.
Your receipts and vouchers always print on your organisation's letterhead, but you get to decide what sits inside that letterhead — which lines show, how categories are written out, and whether a verification QR appears in the footer. You set this up once and it then applies to every document of that kind from then on. You'd come here when you want to tidy up what recipients see, reveal extra accounting detail on your own internal copies, or switch the verification QR on or off.
Who can do this. You need a finance role that grants update — typically the Accountant or Finance Manager (and the organisation Owner or Admin). Anyone with finance access can open the settings page, but the switches and the Save button stay greyed out unless your role allows editing. A CEO or Auditor can view documents but doesn't edit these settings. If the controls are greyed out, your role doesn't include this; see Members & roles.
Where to find it. Finance → Settings → Receipts & vouchers for the field and category settings, and Finance → Settings → Notifications for the verification QR switch.
The two copies: External and Internal
Before changing anything, it helps to know that every receipt and voucher exists in two versions, and the settings let you control each one separately:
- The External copy is the clean, recipient-facing version — what a donor or payee receives.
- The Internal copy is for your own records. It can carry sensitive accounting detail (admin fee, net figures, who recorded it, the approval log, balances) and is stamped with an internal-copy mark so it can never be mistaken for the recipient's version.
Sensitive figures can never appear on an External copy, no matter what you switch on. The system enforces this for you — fields like the admin fee, net per category, recorder name, approval log and category balances simply have no External control and show as a dash. This is a money-safety guarantee, not something you can override.
Choosing which details appear
Open the Receipts & vouchers settings
Go to Finance → Settings and choose Receipts & vouchers from the settings menu on the side. The page opens with a grid of switches on the left and a live preview of the document on the right.
Pick the document you're editing
At the top, switch between the Income receipt and Payment voucher tabs. Each document has its own set of fields, so changes you make on one tab don't affect the other.
Turn fields on or off for each copy
The grid lists every field grouped by where it sits on the page — Header, Body, Signatures, Internal-only and Footer. Each field has two switches: External and Internal. Switch a field on or off for whichever copy you want.
Some fields can't be changed, and that's deliberate:
- A field with a lock icon is an essential — the reference number, date, category breakdown, total. It's always on, because the document wouldn't be valid without it.
- A field shown as a dash (—) in the External column is sensitive and is permanently hidden from recipients.
- The internal-copy badge is always on for the Internal copy, so an internal printout is never confused with the recipient's version.
Watch the preview update
The preview on the right reflects your changes as you make them. Use the External / Internal switch above the preview to flip between the two copies and check each one looks the way you want. The preview uses sample data — it isn't a real receipt — so you can experiment freely before saving.
Save your changes
Click Save. A confirmation appears once the settings are stored.
Saving affects new prints only. A receipt or voucher you've already printed keeps exactly the wording it was produced with — these settings never reach back and change a document that's already out in the world.
How categories are written out
The same settings page lets you choose how category labels read across your documents and ledger tables. In the Category display block you can show each category as:
- Number — just the category code (for example, 20.01).
- Name — just the descriptive name.
- Number + name — both together.
You set this separately for the income and expense ledger tables and for the External and Internal copies of each document, so a recipient can see a plain category name while your internal copy keeps the codes.
A couple of other display switches
The Receipts & vouchers page also carries two standalone toggles:
- Show logo watermark — adds a faint, centred logo behind the document. On by default.
- Show admin fee on donor receipts — controls whether the emailed receipt and the donor-portal download itemise the admin fee and net amount. Off by default, so donors see only the full donation amount; turn it on only if you want donors to see the deduction broken out.
Turning the verification QR on or off
Every receipt and voucher can carry a small QR code in its footer. Anyone holding the printout can scan it to confirm the document is genuine (see Document verification). It's on by default.
You can control the QR in two places:
- Per document, per copy — there's a Validation QR code row in the Footer group of the field grid above, so you can show it on the External copy but not the Internal one, for instance.
- Organisation-wide — there's a single master switch under Finance → Settings → Notifications called Validation QR on printed documents.
Switching the QR off only affects documents printed after the change. Documents you've already printed keep their QR, and those QRs go on working — verifying a past document is never broken by changing this setting.
See also
Documents & printing
The overview of everything to do with documents, the letterhead and printing.
Printing receipts, vouchers & reports
The actual print steps, and what the External and Internal copies show.
Document verification
How the QR code lets anyone confirm a printed receipt or voucher is genuine.
The letterhead system
How the letterhead itself — name, logo, contact details — is built and laid out.