IO Batches - Correction: How to correct the fund of postings that are in a closed batch

How to correct the fund of postings that are in a closed batch

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

Batch corrections:

When you have a closed batch and you realize that a group of contributions (or even one) has the wrong Fund,  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 you narrow down the contributions. You can filter by Batch Name and/or by Fund. You may also use the posting date in the filter panel. Remember that you must click the filter button (aqua magnifying glass) at the top of the panel to refresh the results on the page.
    • 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.
      Select_Contributions.png
  2. The Create Correction batch page displays and you must fill in the following:
    • Mark the category for Fund.
    • 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.
    • Select the correct fund.
    • Fill in the reason for the correction. This field is required.
      CB_Select_Changes_Page.png
    • 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.
    Confirm_create_correctin_batch.png
  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
      Header_to_postings.png

  5. Click on the Postings button (top-right). If you can glance at the postings and see they are correct, skip the following bullet and go to #6.
  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.
      show_both_postings_from_original_and_from_correction_for_wrong_fund.png
    • 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.
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