DMO Batches - Correction Batch: How to use the correction batch feature to correct a closed-batch posting amount using the memo field

How to use the correction batch feature to correct a closed-batch posting amount using the memo field

If you want to remove an entire batch or a single entry, please follow the instructions in How to create a correction batch to reverse an entire closed batch (or a single posting) using the memo field.

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

Batch corrections:

A correction batch will create a batch that has two sets of entries for the selected contributions.

  • Set One will reverse the "original" selected entries. All of these transactions will have negative amounts.
  • Set Two will re-add the entries, but with the memo field updated in this case. All of these transactions will have positive amounts.
    • If the intent of this correction is to remove the transaction(s) completely, before closing this batch, you must remove all postings with positive amounts and update the Batch Details counts and amounts accordingly. For that option, it is best to follow these instructions: How to create a correction batch to reverse an entire closed batch (or a single posting) using the memo field.
    • If the intent of this correction is to correct the amount of the transaction(s), before closing this batch, you must leave all negative postings as they are and update each of the postings that have positive amounts to the corrected amount and update the Batch Details counts and amounts accordingly.
  1. On the Contributions page, use either the search bar at the top of the page to bring up the transaction you need to manage or use the filter panel on the right to find the transaction(s). Usually, a correction batch of this kind only has one or two transactions selected.
      • Remember when using the filter panel you must click the filter button (aqua magnifying glass) at the top of the panel to refresh the results on the page.
  2. Click the box to the left of each transaction that has a contribution amount you want to remove or change.
  3. Click the Create Correction Batch button in the toolbar (upper-right). 
    Select_Contributions.png
  4. The Create Correction batch page displays and you must fill in the following:
    • Mark the category for Memo.
    • Name the correction batch. See the following suggestions:
      • Give your batch an identifying name with the word 'Correction' or the letters 'CB' at the end. Other options are: 'Removal' or 'Duplicate' or 'Amount Correction.' If all the selected transactions are from the same batch, consider giving this new batch the same name as the original with a code at the end of the name that lets you know the reason for the correction.
    • Fill in the memo field with the reason for the correction or removal (ie. remove duplicate transactions or update incorrect amount)
      • Note: this memo will be the same for all the corrected transactions so we suggest only choosing one type of correction per batch: transaction removal or amount update. If you have some of each, simply repeat these steps for each type.
    • Reason: Fill in the reason for the correction. The Reason field is required.
      correction_batch_feature_mark_memo_for_update_amount.png
  5. Click the save button in the top-right corner.
    • You will be prompted to make sure you still want to create this correction batch.
      Confirm_create_correctin_batch.png
  6. The batch will be created as soon as you answer yes.
    • The batch will automatically be flagged as a review batch
    • You will immediately be taken to the Batch Details page. where you must update some fields: Note: you may come back to this page and update the fields after you have managed the postings too.
      • To correct a transaction amount(s):
        • Do not change the count on the Batch Details page.
        • You must change the amount field. 
          • The amount field will be changed from 0 to the sum of the difference between the original positive amount and the new amount. (See the image below)
          • It may be easier to let the software calculate this for you after managing the postings and return to this Batch Details page to update the amount field.
      • When you make any changes to this record, you must enter a reason or the changes won't save.
      • Save the batch details to make the posting page button live.
        correct_transaction_amount.png
  7. Click on the Postings button (top-right (2) in the image above). The following images are for example 1, where 20 was entered when 200 was given.
    • Very carefully go through the postings. Leave all the negative transactions in place. this is true no matter the difference in the original amount and the correcting amount.
      • Click the edit button to the left of the transaction with the positive amount that you want to update. This will bring the transaction up above the transaction grid and it will fill in the information as it is.
        select_edit_for_positive_amount_transaction.png
      • Simply click into the amount field and enter the correct amount for this transaction. The posting should have the amount that was actually given.
        • This example shows a correction from 20 to 200. If the correction is the reverse of this, simply change the amount from 200 to 20. In this second case, the amount field on the Batch Details page would show an amount of -180.
          Update_Amount_Save_and_Close.png
  8. Once you have completed this process, you must ensure the batch is in balance. 
    • If the batch is in balance, you will see an aqua checkmark in the upper right corner. Click that to close the batch. (3 in the above image)
    • If the checkmark is greyed out, click the batch details icon in the upper right to go back to the batch details page. There, update the amount field, add a reason and save it. Then go back to the Postings page to close the batch.
  9. Once you have closed the correction batch you may go to the Contributions page to see the original entry and the reversing entries: 
    • Clear the filter.
    • Use a date range filter to encompass the original transaction and the correction transaction dates. Or, filter by family.
    • If you used a date range, sort by the Family ID.
    • You will be able to see the original and correcting contribution entries.

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