Contributions & Finance

Corrections/Reversals for Contributions/Registrations¶

There are different ways to handle corrections, depending on whether the batch is closed or open.

For Returned Checks (NSF) / ACH Rejects, the process is a little different, so refer to the help article for Returned Checks / ACH Rejects.

If the Batch Is Closed¶

We do not recommend that you open a batch that is already closed, just to make a correction. It is better protocol to use the following process.

Step 1

Go to Administration > Contributions > Search.

Step 2

Filter for the individual, date range, or check #, and then click the name of the individual in the list. This will switch the view to contributions/registrations for only that individual.

Step 3

Find the specific contribution/registration and click the Reverse button, under the Actions column on the right of the page. This removes the contribution/registration from the original batch (and from the donor’s record if it’s a contribution).

Important

If a contribution was a check for multiple funds, be sure to Reverse all items.

Step 4

Now, create a new batch for just that one contribution/registration, using the same contribution/registration and deposit date as the original contribution/registration, and enter the correct total for that new batch.

Record the contribution/registration to the correct individual and fund/account code, and then Close the batch.

Tip

If this is a contribution, you can also go to the individual’s people record, select the Giving > Statements tab, and click the contribution total beside the appropriate year. This will open the Contributions > Search page, filtered for that individual’s contributions for the selected year. At that point, just proceed with Step 3 above.

Facts about Reversals¶

When a check or ACH reject is flagged as Reversed, the original contribution/registration will have a Status of Reversed. A new contribution/registration record is created that will have a Status of Recorded. This record will have in the Notes a message like this: “Reversed Contribution Id = 1234567”. On the Contributions Search page, if you want to view both records, you can select the Status Reversed. Notice in the screenshot below, the reference number for the returned check / ACH reject is to the Contribution Id #.
The original batch will now be reduced by the amount of the reversal (as will the total contributions for the individual if it’s a contribution). The original batch should never need to be re-opened, so it is appropriate that the total for the Batch Header no longer matches the Total Items.
Reversed contributions do not display on a person’s Contribution Statement nor does the original contribution for which the check or ACH payment was made.
To view both the original contribution/registration and the reversal, go to Administration > Contributions > Search, filter using the original donor’s name, and select Reversed as the Status.

If the Batch Is still Open¶

Step 1: Go to Administration > Contributions > Batches, find the correct Batch and click the Batch ID to view the batch details.
Step 2: Find the contribution/registration that needs correcting, click the Edit Icon on that row. Make the appropriate correction(s).

Important

If a contribution was a check for multiple funds, be sure to Edit all items, if the change is because of an incorrect donor.
Step 3: Click the blue Save button to save the change(s).

Tip

The batch details page also supports inline editing, so you can simply make the corrections by clicking on the part that needs to be changed instead of using the Edit Icon.