IO Reports - Donor Reports: Why a statement might have negative numbers

Why a statement might have negative numbers

When you need to correct an amount of a posting that is in a closed batch, if you add a transaction that simply makes up the difference between the amount entered and the amount that should have been entered, the statement will show the original entry and the correcting entry.
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Likewise, if the correcting entry doesn't match all fields to the original exactly, both entries will show on the statement.
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When you make a correction to a batch posting that is now in a closed batch, you must make sure the correction uses the following format if you do not want negative numbers to show on the giver's statement:

  • To remove an amount completely, the correcting entry must match the original exactly, including the amount except using a negative sign.
  • To correct an amount (for example, 1,000 was entered for 100) use two transactions:
    • The first correcting entry must match the original exactly including the amount except using a negative sign. (-1,000)
    • The second correcting entry must be for the correct amount.  (100)

If the batch is not closed or the original contribution was added on the contributions page:

  • To correct a posting that was originally entered through the Contributions page, simply correct it by going to the transaction and changing it.
  • Likewise, to correct a posting that is entered in a batch, when the batch is still open, you may simply correct the posting by going to the posting and changing it.

 

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