Enter and edit pledge debit memos window

Desktop: Fundraising > Enter and edit adjustments > Pledge debit memos

Transaction

Displays the completed transaction number. You can click Open and enter the transaction number to look up an existing debit memo transaction.

Date

Displays the batch date or system date. You can override this date if batch control is not enabled. You can click Open and enter the transaction date to look up an existing debit memo transaction.

ID

Enter the ID of the customer whose record is being adjusted.

Pledge Date

Displays the date of the selected pledge.

Current Pledge Balance

Displays the total balance due for all installment invoices.

Total Adjustment

Displays the total amount of the pledge credit memo adjustment for the selected line items.

Adjusted Pledge Balance

Displays the remaining pledge balance after the pledge credit memo adjustment (the sum of the Current Pledge Balance and Total Adjustment fields).

Inv Date

Displays all Invoice.INVOICE_DATE fields associated with the Transaction.

Installment Date

Displays the date of each installment transaction (displays all Invoice.INSTALL_BILL_DATE fields associated with the Transaction).

Inv #

Displays the invoice number of each installment pledge transaction (displays all Invoice.INVOICE_NUM (if non-zero, else a concatenation of 'R' and Invoice.REFERENCE_NUM) fields associated with the Transaction).

Description

Displays a description of the pledge transaction (displays all Invoice.DESCRIPTION fields associated with the Transaction).

Balance

Displays all Invoice.BALANCE fields associated with the Transaction.

Amount Adj

This is the dollar amount to be adjusted from this line item. Entering an amount automatically enables the Credit checkbox.

Debit

Enable this checkbox for the line item that will receive the debit memo. If you enter an amount in the Amount Adj field and press Tab, the Credit checkbox is automatically enabled. If you enable this checkbox without entering a value in the Amount Adj field, the Amount Adj field is automatically populated to offset the remaining pledge installment balance, resulting in a net pledge installment balance of zero.

Batch ID

Displays the ID of the batch associated with the selected line item if batch control is enabled.

Find Pledge

Enables you to find the pledges for the current donor ID. This button is only enabled after clicking New and entering a donor ID.

Adjust All

Enables you to issue a credit memo against all installments associated with a pledge that have a non-zero balance.

To enter a pledge debit memo

  1. From Enter and edit Pledge debit memos window, click New.
  2. The Date field defaults to one of the following:
    • If batch control is enabled, the Date field defaults to the batch date. If an active, open batch is not selected, the Open Batches window opens. After selecting or creating a batch, click New on the Enter and edit pledge debit memos window again. You cannot override the date if batch control is enabled.
    • If batch control is not enabled, the Date field defaults to the system date. You can override this date. If you override the system date, the new date becomes the default date for new debit memos until the Enter and edit pledge debit memos window is closed and reopened.
  3. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. After the ID field is populated, an address block for the customer displays in the Enter and edit pledge debit memos window and the Type and Status fields are populated.
  4. Click Find Pledge to display the Find window.
  5. Select the pledge installment for the pledge debit memo adjustment.
  6. Click OK.
  7. Use one of the following methods to specify the debit memo adjustment:
    • Click Adjust All to select all line items with a balance to debit. The full amount displays in the Amount Adj field for each line item, the Debit checkbox is selected for each line item with a balance, and the total amount of all debit memo adjustments displays in the Total Adjustment field. The Adjust All button is only enabled if the total pledge balance is negative.
    • Select the Debit checkbox to debit specific line items. For example, enable the Debit checkbox for invoice number R65 and the full amount displays in the Amount Adj field for this invoice number.
    • Enter the amount to debit in the Amount Adj field for the line item. For example, enter 25.00 in the Amount Adj field for invoice number R64. This will automatically enable the Debit option for this line item.

    Selecting Adjust All or Debit always zeros out the balance amount. If you do not want to zero out the balance, enter the needed adjustment amount in the Amt Adj field.

  8. Click Save. The total amount of the debit memo displays in the Total Adjustment field.

Note: Line items that were not adjusted are no longer displayed in the Enter and edit pledge debit memos window after you click Save.

To apply debit memos to multiple funds

To apply a debit memo to multiple funds for a split gift, use the AR/Cash Enter and edit debit memos window.

  1. From Enter and edit debit memos window, click New.
  2. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID.
  3. Enter the transaction number in the Invoice# field and press Tab. The split gifts per fund for the transaction display.
  4. Enter the distribution or premium code in the Product field, or click the lookup icon to select a distribution or premium, and press Tab.

    5. Note: If more than one distribution is assigned to the same fund, only one line displays for the fund, showing the combined charges for these distributions. You must know the distribution or premium code that you wish to adjust and its value per the installment invoice.

  5. Enter 1 in the Quantity field.
  6. Enter the debit memo amount in the Unit Price field.
  7. (optional) Repeat to apply the debit memo to additional distributions or premiums.
  8. Click Save.