Correcting a gift after the batch is posted

If a gift was entered against the wrong ID, Fund, or Distribution, and the batch has already been posted, you can correct the entry by creating a new batch, negating the original gift, entering a credit memo, and then reentering the gift correctly.

To correct a gift after the batch is posted

  1. For reference later, record the gift information from the donor’s record.
    1. From Customers, select Manage customers.
    2. Click Find.
    3. Search for and select the donor’s record.
    4. Record the donor's ID number.
    5. Select the AR/Cash tab.
    6. Record the transaction Date, Ref. Num., and gift amount.
    7. From the Fundraising tab, select Donor History.
    8. Record the Gift Distribution.
  2. Open a new batch using the date of the original transaction.
    1. From AR/Cash, select Manage batches.
    2. Click New.
    3. Change the Date to the date the original transaction took place.
    4. Enter the rest of the batch information.
    5. Click Save.
  3. Negate the original gift.
    1. From Fundraising, select Process payments.
    2. Click New.
    3. Enter the reference number for the original transaction in the Invoice Number field.
    4. Enter the original donor’s ID and press Tab.
    5. In the Payment Amount field, enter a negative dollar amount equal to the original gift amount. For example, if the original gift was $200, enter -200.
    6. Select the original invoice from the list.
    7. In the Amt Paid field, again enter a negative dollar amount equal to the original gift amount and press Tab.
    8. Click Save.

    Two line items now exist for the same invoice number. These line items cancel each other out.

  4. Create a credit memo.
    1. From Fundraising, select Enter and edit adjustments > Pledge credit memos.
    2. Click New.
    3. Enter the original donor’s ID and press Tab.
    4. Click Find Pledge.
    5. Find and select the gift in the list and click OK.

      6. The Pledge credit memo window is populated with  your selection.

    6. Select the Credit checkbox.
    7. Click Save.

    With this credit memo, iMIS makes the money available so that you can enter the gift correctly.

  5. From Fundraising, enter the correct gift information using the same batch that you created in step 2.