How to create a correction batch

Correction batches are created from the Contributions page and never from the Batches page.

This article will describe how to create a correction batch to update one or more of the following fields: Donor, Fund, Contribution Date, Contribution Type, Memo, Tax-Deductible Flag. 

If you'd like to follow instructions for how to update a batch with a specific type of correction, please use the instructions linked here.

Batch corrections:

When you have a closed batch and you realize that a group of contributions (or even one) has the wrong Donor, Fund, Contribution Date, Contribution Type, Memo, or Tax-Deductible flag, you may follow this process to make a correction batch. 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, find the contribution(s) you would like to correct.
   • You may use the filter panel on the right to help narrow down the contributions. 
   • If you want to correct a whole batch or several transactions that are in a particular batch, you may use the batch description in the filter panel to pull up the transactions in that batch.
     • Remember that you must click the filter button (aqua magnifying glass) at the top of the panel to refresh the results on the page.
   • Each contribution in the correction batch will be assigned the same value in the category or categories you plan to change. 
   • Mark the contributions and click the Create Correction Batch button in the toolbar (upper-right). 
     • Note: You may mark them one at a time or select them all by clicking the Select All check box. This might be done when you have filtered by batch name and you want to change the whole batch for a specific attribute such as fund or date.
       
2. The Create Correction batch page displays and you must fill in the following:
   • Mark the category or categories whose value you want to change. The categories are found under the heading Edit Values on the right side of the page.
   • 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.
     • If your correction batch is a conglomerate of several postings from different batches or from entries made on the Contributions page, work out a naming convention for naming the batch that indicates what is being corrected.  Use the same naming convention for all correction batches. That way, you will always be able to easily identify the batch as a correction batch.
   • Fill in the field or fields for your selected category with the correcting value. In the example used in the images in this article, the fund is changing from Holy Days - Special Collections to Easter Flowers.
   • Reason: Fill in the reason for the correction. The Reason field is required.
     
   • If you marked any other field under Edit Values, you would also update that field. For example, if both the Fund and the Date need to be changed, mark both of those fields under Edit Values and then update each one with the correct values.
   • Click the save button in the top-right corner.
3. You will be prompted to make sure you still want to create this correction batch.
   
4. The batch will be created as soon as you answer yes.
   • You will immediately be taken to the Batch Details page.
   • The batch will automatically be flagged as a review batch. 
     
     
     
5. Click on the Postings button (top-right).
   • 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.
6. Once you have closed the correction batch:
   • When you go back to the Contributions page and use a date range filter to encompass the original batch and also the correction batch dates...
   • Then sort by the Family ID...
   • You will be able to see the original and correcting contribution entries.
     
   • Note: In the case of correcting the fund, if you also filter on the fund used in the original batch, you will be able to see each entry that combined produces a zero contribution to the original fund.  Filtering on the new fund will show the contributions toward the correct fund.

How to manage batch corrections for specific issues

• Adding postings: How to make additions to a closed batch.
• Amount: How to correct a closed batch posting that was added in error or for the wrong amount.
• Fund: How to create a correction batch to update the fund in a closed batch posting
• Donor: How to create a correction batch to update the donor in a closed batch posting
• Date: How to create a correction batch to update the transaction date in a closed batch posting
• Tax-deductible status: How to create a correction batch to update the tax-deductible status of a transaction in a closed batch posting

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Updated August 02, 2023 03:06