PSFS Offering - Batches: How to make changes and corrections to a committed batch

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 article shows how to make these types of changes.


Overview

How to change the details of a committed batch

How to delete a batch

How to change contributions in a committed batch

How to add contributions to a committed batch

How to delete contributions from a committed batch

How to edit a contribution in a committed batch

How to fix a contribution entry error

 

Overview

After you commit a quick-entry batch, you can no longer add new contributions to it using the Quick Entry posting process. The software 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.

After you commit a batch, the application 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.

 

How to change 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 Batches.

  2. Select the Committed option from the Status drop-down filter. The grid now shows committed batches only.

  1. Click  (Edit). You must have the appropriate permissions to use the Edit button.

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

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

 

How to delete a batch

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

  1. Click Batches.

  2. Select the Committed option from the Status drop-down filter. The grid now shows committed batches only.

  1. Select the checkbox next to the batches you want to delete. Then, click Delete Batch(es).

  2. Click OK.

 

 

How to change contributions in 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.

How to add a contribution to a committed batch

How to delete a contribution in a committed batch

How to edit a contribution in a committed batch

How to fix an error with a contribution entry in a committed batch

 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.

 

How to add a contribution to a committed batch

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

  1. Click Posting. 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.

 

 

How to delete a contribution from a committed batch

  1. Click Contribution List. 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 the trash can icon .

You are prompted to confirm the deletion.

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

 

How to edit a contribution in a committed batch

  1. Click Contribution List. 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 Pencil Icon. 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 Save 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 in the Contribution List page. To quickly locate contributions in a specific batch, type the name of the batch in the Batch header search field.

  2. Un-mark the checkbox for ParishSOFT Giving unless it is from an imported Batch.

  3. Select the checkbox next to the contribution that is associated with the wrong giver. Then, click trash can icon  to delete it.

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

  5. In the Default Posting Data section, select the batch from the Batch dropdown list. Details for the selected batch are displayed.

  6. 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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