Closed batches may not be deleted but they may be reversed using the Correction Batch feature. Correction batches are created from the Contributions page and never from the Batches page.

This process may be followed to reverse a whole closed batch. You may also use it to reverse a single transaction in a closed batch with the following caveats: instead of searching for all of the entries in the batch, just search for and select one entry that needs to be reversed. Otherwise, all the instructions are the same.

How to create a correction batch to reverse a whole closed batch (or a single posting) using the memo field

A correction batch will create a batch that has two sets of entries for the selected contributions.

Set One will reverse the "original" selected entries. All of these transactions will have negative amounts.

Set Two will re-add the entries, but with the updated fields as noted. All of these transactions will have positive amounts.

Important: Since the intent of this correction is to reverse the original batch, before closing this correction batch, you will delete all of the postings with positive amounts (Set Two) and update the Batch Details counts and amounts accordingly. This will in effect 'delete' the original batch by creating only the reversing (negative) entry.

1. On the Contributions page, search for the contributions needing corrections using the side filter panel.
   
   • You may use the filter panel on the right to narrow down the contributions that populate the page. 
2. Mark the contributions and click the Create Correction Batch button in the toolbar (upper-right).
3. Under Edit Values select Memo:                                                               
4. Name the correction batch. See the following suggestions:
   • If your correction batch is basically a correction of an existing batch, name the correction batch exactly the same as the original with the word 'Correction' or the letters 'CB' at the end.
   • Any name that describes the correction batch that is memorable. 
5. Fill in the memo field with the reason for the correction or removal (ie. remove duplicate batch)
6. Fill in the reason for the correction. The Reason field is required.
   
7. Click the save button in the top-right corner.
   • You will be prompted to make sure you still want to create this correction batch.
     
8. The batch will be created as soon as you answer yes. The batch will automatically be flagged as a review batch. You will immediately be taken to the Batch Details page.
   • When you make any changes to this record, you must enter a reason or the changes won't save.
   •  
   • Save the batch details.
9. Click on the Postings button (top-right).
   • Very carefully go through the postings and delete any posting with a positive amount.
   • If you inadvertently delete a negative posting, you may simply re-add it just as you would add any posting (making sure the amount is negative).
     
10. Once you have completed the process of deleting any entries with a positive amount, you now will have a batch that is the exact reverse of the original with the only difference being the updated memo field.
    • If the batch is in balance, you will see an aqua checkmark in the upper right corner. Click that to close the batch.
    • If the checkmark is greyed out, click the batch details icon in the upper right to go back to the batch details page. There, update the count and amount fields, add a reason and save it. Then go back to the Postings page to close the batch.

You may now follow the instructions for How to review a batch and when you determine it is accurate, you may follow the instructions for How to close a batch. Closing the batch is required for the changes to show on reports.

Once you have closed the correction batch, you can download a Batch Postings List for your records to PDF of Excel:  

Updated September 10, 2024 13:06