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

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

Also, if you have Accounting Integration turned on, a correction batch will currently not correct your accounting entries. You must give the information to your bookkeeper to ensure the accounting transactions are updated correctly.

This information is also presented in this 59-second video: Correction Batch - Byte Size

Batch corrections: Follow this process when you discover you have used the wrong fund in a batch (which has now been closed) of contributions and you know the Fund to which they should have been posted. When you have a closed batch and you realize that a group of contributions (or even one) has the wrong Fund,  follow this process to make a correction batch. 

This process 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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Comments

4 comments
  • I am still confused about how to create a correction batch, what funds I need to correct. I need help!!!!!!!!!!!!!!

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  • @Robert Scheidt, I'm glad to see you were able to connect with Faith and create your correction batch. I added some clarifying statements to the article.

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  • This article documents that Correction Batches should use negative dollar amounts to cancel out the original, erroneous positive dollar amount. However, for parishes that have toggled on Integration with ParishSOFT Accounting we have learned that the negative dollar amounts of the corrected entries do not flow through when a batch is closed. As the sample entries in this article demonstrate the net correction in this batch is $0, effectively changing only the Fund assignments. However, ever since the new Offering module was implemented all negative dollar entries are apparently ignored as account Integrations post into PSA. This sample batch from the new PSF Offering module will only post the positive dollar values, therefore posting a net $45 deposit into PSA, where a $0 deposit is wanted. Obviously this is wrong. When can we expect that PSA Integration will again properly process negative dollar amount postings please?

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  • @Nick, your request is valid. I have submitted a request to our development team to update the program.

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