How to create a correction batch to update the donor in a closed batch posting

If you need to correct an amount or remove an entry, please see How to correct a closed batch posting that was added in error or for the wrong amount.

Note: Correction batches are created from the Contributions page and never from the Batches page. Also, these correction batches only apply to contributions.

Important: If you use pledges... Make note of any batches where initial pledge records were also created through the pledges tab. You must then manage the pledge records individually. If a fund requires pledges, you must ensure the 'correct donor' has a pledge before creating a correction batch that uses that donor/fund.

A payment (contribution) that was made against a pledge and that is now being reversed will be 'unapplied' in regards to the pledge during this correction batch process. The only thing that does not happen automatically is the removal or addition of an initial pledge record as this process only deals with contribution payments and not creating or removing pledge records.

How to create a correction batch when you want to change the donor

This article will describe how to create a correction batch to update the Donor of a contribution.

You must create one correcting batch for each donor. If there are several transactions where the correcting donor is the same, you may update all of these transactions in one batch. However, if you have several transactions where the correcting donor is different in each, you must create a correction batch for each.

Follow this process to make a correction batch when you have a closed batch and you realize that a group of contributions (or even one) has the wrong donor, This will create a batch that has two sets of entries for the selected contributions.

Set One will reverse the "original" selected entries.

Set Two will re-add the entries, but with the updated fields as noted.

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. In this case, if you are changing a group of transactions that were assigned to one donor to another donor, you could search using the envelope number field of the original wrong donor in the filter panel, or the Contribution Family field:              
2. Mark the contributions and click the Create Correction Batch button in the toolbar (upper-right).
   
3. Under Edit Values, mark Donor:                                                   
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. Donor Lookup Type: Choose either Family or Member.
6. Search for the donor using the donor lookup field with the correct donor:
7. Fill in the reason for the correction. The Reason field is required.
8. Click save.
9. Click on the Postings button (top-right). You will see the negative amount being taken away from the wrong donor Abler Family and the positive amount going into the correct donor, Adams Family:

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 13:36