CNFS Offering: How to Make Changes and Corrections to a Committed Batch

Occasionally, after committing a batch you may need to update the details. You may also need to edit or delete individual contributions within the batch. This topic shows how to make these types of changes.


Overview

Changing the Details of a Committed Batch

Deleting a Batch

Changing Contributions a Committed Batch

Adding a Contribution

Deleting a Contribution

Editing a Contribution

Fixing an Error with a Contribution Entry

Overview

After you commit a quick-entry batch, you can no longer add new contributions to it using the Quick Entry posting process. The system removes the committed batch from the Quick Entry Posting page and puts it on the Batch Management page. On the Batch Management page, you are allowed to change the details for a committed batch. For example, you can change the batch description and the cash total amount. You can also remove a batch from your system.

After you commit a batch, the system permits you to edit or delete the individual contributions in it. You must perform these tasks on the Contribution List page, which lists the individual contributions.

 Important

Keep in mind that changes to a batch are permission controlled, meaning you must have the appropriate permissions tied to your login credentials to make them. In addition, after you close a batch, you can no longer make changes to its details or its contents.

Changing the Details of a Committed Batch

Batch details consist of information about the batch, such as the description, the name of the fund receiving the contributions, and the cash total amount. You can edit some but not all details. Follow these steps make changes:

  1. Click  to display the Batch Management page.

  2. Select the Committed option from the Status dropdown filter.

The grid now shows committed batches only.

  1. Click  (Edit) to open the selected batch in edit mode.

You must have the appropriate permissions to use the Edit button.

  1. Click  to put the record in edit mode. Then, make the desired changes.

  2. Click  to update the batch record with your changes.

Deleting a Batch

You can delete a committed batch you no longer want or need. Here's how:

  1. Click  to display the Batch Management page.

  2. Select the Committed option from the Status dropdown filter.

The grid now shows committed batches only.

  1. Select the checkbox next to the batches you want to delete. Then, click .

You are prompted to confirm the deletion.

  1. Click .

The batches are removed from your system. They are no longer listed in the grid on the Batch Management page.

Changing Contributions a Committed Batch

Individual contributions in committed batches are listed in the grid on the Contribution List page. The following sets of instructions show you how to add, remove, and edit contributions in a committed batch. The last set of instructions shows you how to fix a contribution that was posted in error.

Adding a Contribution

Deleting a Contribution

Editing a Contribution

Fixing an Error with a Contribution Entry

 Caution

Be aware that any changes you make to contributions in a batch after the batch is committed can throw the batch out of balance. If that happens, the system forces you to fix the errors that are creating the out-of-balance situation before it lets you close the batch.

Adding a Contribution

Occasionally, you may need to add a contribution to a committed batch.

  1. Click . Select the Detailed Posting option to display the Detailed Posting page.

  1. In the Default Posting Data section, select the batch from the Batch dropdown list.

Details for the selected batch are displayed.

  1. Add the contribution to the batch. If you need instructions, go to How to Post Contributions and Offerings by Batch.

Deleting a Contribution

  1. Click .

To quickly locate contributions in a specific batch, type the name of the batch in the Batch header search field.

  1. On the Contribution List page, find the contribution you want to delete.

  1. Select the checkbox next to the contribution. Then, click .

You are prompted to confirm the deletion.

  1. Click .

The system removes the contribution from the batch. The contribution no longer appears in the grid on the Contribution List page.

Editing a Contribution

  1. Click .

To quickly locate contributions in a specific batch, type the name of the batch in the Batch header search field.

  1. On the Contribution List page, find the contribution you want to edit.

  1. Select the checkbox next to the contribution. Then, click .

The Edit Contribution Detail window opens.

  1. Edit the desired details for the contribution. Be sure to type an explanation for your changes in the Reason field.

  2. Click  to save your changes.

Fixing an Error with a Contribution Entry

Suppose you discover that a contribution in a quick-entry batch is associated with the wrong giver. In this situation, you would do the following to fix the problem:

  1. Find the contribution on the Contribution List page.

To quickly locate contributions in a specific batch, type the name of the batch in the Batch header search field.

  1. Select the checkbox next to the contribution that is associated with the wrong giver. Then, click  to delete it.

  2. Click . Select the Detailed Posting option to display the Detailed Posting page.

  3. In the Default Posting Data section, select the batch from the Batch dropdown list.

Details for the selected batch are displayed.

  1. Add the contribution back into the batch, making sure to attribute the contribution to the right giver. If you need instructions for posting a contribution to a batch, go to How to Post Contributions and Offerings by Batch.

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