IO Batches - Contribution Postings: How to edit contribution postings in a closed batch

How to edit contribution postings in a closed batch

Once a batch has been closed, any postings done through the batch may not be changed in any way. If any of the information in the posting was incorrect, the way to fix it is to create a new correction batch.

  1. Begin by creating a new batch, giving it the same name, default fund, and posting date as the original batch, but also adding the word 'Correction' at the end.
    correction_batch_details.png
    • Depending on the transactions that make up this correction batch, the transaction counts will vary.


  2. Now, you will post contributions to the batch that will correct the issue. To learn how to fix your issue in particular, click the link below that applies: (Add as many correcting transactions as necessary).

 

 

How to add a correcting entry when you posted a contribution to the wrong donor in a batch that is now closed

  • To remove the contribution incorrectly attributed to the wrong donor, add a posting to the correction batch that has the same information as the original: date, donor, fund, and amount except make the amount negative.
  • To add the contribution to the correct donor, add a posting to the correction batch that has the same date, fund, and amount as the original. This time the amount must be positive. This posting will go to the correct donor.
    wrong_donor.png

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How to add a correcting entry when you posted a contribution to the wrong date in a batch that is now closed

  • To remove the contribution incorrectly attributed to the wrong date, add a posting to the correction batch that has the same information as the original: date, donor, fund, and amount except make the amount negative.
  • To add the contribution to the correct date, add a posting to the correction batch that has the same donor, fund, and amount as the original. This time the amount must be positive. This posting must have the correct date.
    Change_date.png

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How to add a correcting entry when you posted a contribution to the wrong fund in a batch that is now closed

  • To remove the contribution incorrectly attributed to the wrong fund, add a posting to the correction batch that has the same information as the original: date, donor, fund, and amount except make the amount negative.
  • To add the contribution for the correct fund, add a posting to the correction batch that has the same donor, date, and amount as the original. This time the amount must be positive. This posting must have the correct fund.
    wrong_fund.png

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How to add a correcting entry when you posted a contribution to the wrong amount in a batch that is now closed

  • Keep in mind when following one of the suggestions below, you may use any combination of entries that works for you. These are just suggestions. 
  • If the amount was understated:
    • Remove the incorrect amount and replace it with the correct amount.
      • To remove the contribution incorrectly posted for the wrong amount, add a posting to the correction batch that has the same information as the original: date, donor, fund, and amount except make the amount negative.
      • To add the contribution for the correct amount, add a posting to the correction batch that has the same date, fund, and donor as the original. This time the amount must be correct and positive.
    • Note: the amount on the batch details page must reflect the difference in the amount posted here.
      This example shows removing the original and adding the correct amount.
      remove_orig_add_new.png
    • Enter the amount of the difference.
      This example shows simply adding the difference in one transaction.Make_up_the_difference.png
  • If the amount was overstated:
    • Add one transaction that is negative and that makes up the difference between the two.
      • For example, if a contribution of 100 was entered as 1000, this correcting entry would be for -900.
    • Or, add two transactions. One that removes the original amount and another that adds the correct amount.
      • For example, if a contribution of 100 was entered as 1000, one entry would be for -1000 and another would be for 100.

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How to add a correcting entry when you mistakenly posted a contribution to in a batch that is now closed

  • To remove the contribution that should not have been posted, add a posting to the correction batch that has the same information as the original: date, donor, fund, and amount except make the amount negative.
  • Note: the amount entered in the correction batch details record must reflect the negative amount for this entry.
    Remove_Transaction.png
  • Among other reasons, this may be done when the transaction was posted in a different year or month than the original and you don't want to make the correcting entry for a different time period in the same batch.

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