DMO Batches - Correction Batch: How to create a correction batch to update the tax-deductible status of a transaction in a closed batch posting

How to create a correction batch to update the tax-deductible status of a transaction in a closed batch posting

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 the Tax-Deductible Flag.
  • When you update the Tax-Deductible Status of a fund, it does not automatically update historical data. If the contributions also need to be updated to the new Tax-Deductible status, you must follow this process.
  • Only contributions that are in a closed batch are available to update in a correction batch.

 

Batch corrections:

When you have a closed batch and you realize that a group of contributions (or even one) has the wrong 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. You may also select contributions that have been posted outside of a batch.

  • Set One will reverse the "original" selected entries.
  • Set Two will re-add the entries, but with the updated tax-deductible field.
  1. On the Contributions page, find the contribution(s) you would like to correct.
    • Each contribution in the correction batch will be assigned the same value in the category or categories you plan to change. You may use the filter panel on the right to narrow down the contributions that populate the page.
      • If you have changed the Tax-Deductible Status of a particular fund, and you now want to change all of the contribution records related to that fund, use the filter panel to select all contributions made to that fund in the filtered time frame.
      • If you are changing from tax-deductible to non-tax-deductible and some records already have the non-tax deductible status, you may select by the fund and also select only those records that are marked as tax-deductible already.
      • Once you have entered the filter options, click the filter button at the top of the filter panel.
        filter_contributions_for_fund_or_tax_deductible_status.png
    • Once you have all of the records you want to update in view, mark the contributions and click the Create Correction Batch button in the toolbar (upper-right). If there are pages of records, you may want to first use the export button to export the records to an Excel spreadsheet for review.
      Select_Contributions.png
  2. The Create Correction batch page displays and you must fill in the following:
    • Mark the category for Tax Deductible. The categories are found under the heading Edit Values on the right side of the page.
    • Name the correction batch. Perhaps you will want to include the Fund in the name and the words correcting tax-deductible status:
    • Fill in the field or fields for your selected category with the correcting value. In this example, the tax-deductible status is changing from yes to no.
    • Reason: Fill in the reason for the correction. The Reason field is required.
      tax_deductible_status_change.png
    • If you marked any other field under Edit Values, you would also update that field. For example, if both the Tax Deductible and the Memo need to be changed, mark both of those fields under Edit Values and then update each one with the correct values. All of the selected records would then have the new tax-deductible status and the new Memo.
    • 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 count will be twice the number of selected contributions because there will be one posting backing out the original and one posting with the correcting information.
    • The batch will automatically be flagged as a review batch
    • Click the postings button to see the individual postings.
      • For every record selected for update, you will see one record with the old tax-deductible status for a negative amount (backing it out) and one record with the new tax-deductible status and a positive amount (adding it back under the new status).
        tax_deductible_correction_showing_details_and_postings_pages.png

  5. Click on the Postings button (top-right).
  6. Once you have closed the correction batch:
    • When you go back to the Contributions page and use the filter panel to encompass the original batch and also the correction batch (possibly by filtering for the fund in this case)
    • Then sort by the Family ID...
    • You will be able to see the original and correcting contribution entries.
      correction_batch_postings_with_original_correction_backoutentry.png
    • Note: When using the correction batch option, the original and backing out entries will not show on a statement. Only the correcting entry will appear.
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