I used the wrong account number when processing a check and now need to assign it to the correct account.
What batch mode (Gift Entry or Gift Entry Adjustment) do I need to be in to refund a check contribution back to check and then credit that contribution to a different account?
Or, am I going about this all wrong? :)
Hi Keri,
I’m not sure what you mean by batch mode. Do you mean batch type? Since batch types are user defined, which one to use depends entirely on your organization’s business practices. The batch type you select does not control the ability to refund a contribution.
Once you have the batch open, you’ll want to select the erroneous constituent, enter a source, then click the Adjust button, which will allow you to select the error contribution for a refund.
Kevin Sheehan
Senior Documentation & Learning Resources Specialist
Tessitura Network
+1 888 643 5778 x 329
ksheehan@tessituranetwork.com
Thanks, Kevin.
I was finally able to figure it out yesterday with the help of Marie over at the KC Ballet ;).
I wondered if you could explain how you managed this for my benefit? I processed a contribution on to the wrong Constituent ID and would now like to rectify this WITHOUT refunding the credit card and charging it again. I would be so grateful!
Best wishes,
Amy
Hi Amy,
The problem I was having was that the gift came in as a check but I didn’t have access to the check payment type for refunds.
So what I ended up doing was refunding the original gift to cash. Then on the correct constituent account I paid for the gift with cash. This allowed the cash payment type to balance to zero, while maintaining the correct amount in the correct initial payment type for our reports. I made a notation on both transactions to identify what happened and how I “fixed” it.
In other instances like this, I’ve been able to have our IT department give me access to the check payment type for the duration of the adjustment, then remove access again.
I would think this would work for a credit card situation as well.
I'm not sure if that is the right way to do it, but it worked for my purposes.
Hope that is helpful.
You could back the transaction out and put the money on to a gift certificate, then use the gift certificate to pay for the gift in the proper account. That way you can follow the transaction through the GC number.
You might get a few raised eyebrows from finance if they see an in and out under cash.
Another solution would be to create a separate payment method called "Adjustment" or something like that and attach it to a dummy or default GL (maybe all zeros or something) so your finance department knows to ignore those transactions. Also set the Income/Refund to "both".
Dale
We use the payment method suggested by Dale here for this purpose, generally for error corrections affecting more than one constituent record.
Duane