We have a patron who accidentally donated to our theatre through our website when they meant to donate to a theatre in a different state during the previous fiscal year. We have just been given the information that this donation was meant for a different theatre. It is being refunded externally. But I am wondering how to reflect that in Tessitura? It basically needs to be written off, but it can't because it's a payment, not a pledge. Do you have any advice?
Hello Katlyn! I've run into very similar things before. We have an on account payment method called Dev Transfer On Account, just for instances like this. I would "refund" the money through an adjustment in Tessitura, putting the money to an on account payment method agreed upon by your Finance department. When I put money to our Dev Transfer on Account the money doesn't appear on the donor record anymore, it kind of disappears into the Finance world for them to balance out. That way the donation turns to a zero line in Tessitura, and Finance does some of their magic to align my adjustment with the external payment that's being processed to do the actual refund.
Hey Katlyn, whenever there is money that was taken via Tessitura but refunded through another transfer process by finance it can be handy to have a Payment Method to alert someone. Best to run it past finance with the question "What would the auditors be most happy with". We have something called "payment through finance" as it's pretty rare. As with all return/refunds commenting in the payment screen will let it show up in the transaction by posting report for anyone running Transactions by Posting Rpt.