How to Generate an Auction Item Provider Receipt

When donors or companies provide items for your auction, you can generate a Gift-in-Kind Acknowledgment Receipt to give them a formal record of their contribution. The receipt includes your organization's letterhead, EIN, the provider's contact information, a detailed list of all items they donated, and tax acknowledgment language.

What's Included on the Receipt

• Organization letterhead — logo, name, address, and EIN
• Provider information — name and address of the donor/company that provided the items
• Provider contact — the individual contact associated with the provider, if applicable
• Item details table — reference number, item name, Fair Market Value (FMV), and GIK Cost for each item donated
• Totals — sum of all FMV and GIK Cost values
• Campaign information — event name and date range
• Tax acknowledgment language — standard nonprofit disclosure stating whether goods or services were provided in exchange

Before You Begin

For receipts to generate properly, make sure the following information is filled in:

• Provider and Provider Contact are assigned to each auction item (under "Additional Item Details" in the item edit panel)
• Estimated Value (FMV) and GIK Cost are filled in for each item
• Organization address and EIN are set in your organization settings
• Organization logo is uploaded in your organization settings

Generating a Receipt from an Auction Item

If you are viewing a specific auction item and want to quickly access the provider's receipt:

1. Navigate to your event and open the Auction management page.
2. Open the Manage Auction Item Detail page for the item.
3. If the item has a provider assigned, you will see a "Provider Acknowledgment Receipt" link.
4. Click the link to open the receipt in a new tab. The receipt will include all items from that provider, not just the one you are viewing.

Downloading as a PDF

1. Open any provider receipt using one of the methods above.
2. Click the Download PDF button located at the top of the receipt page.
3. The PDF will be generated and downloaded to your computer, formatted for print with your organization's branding.

Tip: You can also use your browser's built-in Print function to print the receipt directly from the page.

Frequently Asked Questions

Why is a provider not appearing in the provider list?
The provider must be assigned to at least one auction item using the "Provided By" field under "Additional Item Details" in the item edit panel. Providers entered as free-text in the older "Provider Name" field will not appear in the list.

Can I generate a receipt for all providers at once?
Receipts are generated per provider. You can access each provider's receipt individually from the Reports tab.

What if an item doesn't have an FMV or GIK Cost?
The item will still appear on the receipt, but the value columns will be blank and the totals will only reflect items with values entered.

Does the receipt include items from other events?
No. The receipt only includes items assigned to the provider within the specific event you are viewing.

Can I customize the tax acknowledgment language?
The receipt uses standard nonprofit gift-in-kind acknowledgment language. The text states that no goods or services were provided in exchange for the contribution, which is the most common scenario for donated auction items.