Edit and Reassign Donations

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If a donation needs to be corrected, reassigned to a different person, canceled, or deleted, an Administrator can make those changes on the donation itself.

Corrections, refunds, reassignments, deletions, and cancellations are all tracked in the master system log except when a donation belongs to an in progress batch.

Administrators can also issue donation Refunds.

To add a note to explain why you made changes to a donation, click the notes button in the top of the donation. This note will be seen by Admins only.

Correct or Edit

On any type of donation, click Edit Donation to make changes to the donation.

edit donation

See the sections below for steps on how to change the different donation types.

Cash or Check

On a donation entered in a batch, like cash, check, or payment source transfer, you can change multiple parts of the donation.

cash and check donation
  1. Update the total amount of the donation for each fund.
  2. Add another fund to move part or all of the donation to.
  3. Change the received date to today's date if you make changes.
  4. Verify the Payment Source is still the same.

Click Save to save your changes.

The Counted date will stay the same as the date of the batch, but the other information will change to match the changes you save.

ACH

An ACH donation amount can be edited only to change the amount donated to each fund, but the total is not changed.

ACH donation
  1. If you try to split the donation and go over the amount donated, you'll receive an error and won't be able to save.
  2. You can move the donation amounts for each fund, as long as the total remains the same.
  3. Add another fund to move part or all of the donation to.

Click Save to save your changes.

Card

A credit or debit card donation can be edited to change the amount donated to each fund, but the total is not changed.

Card donation
  1. If you try to split the donation and go over the amount donated, you'll receive an error and won't be able to save.
  2. You can move the donation amounts for each fund, as long as the total remains the same.
  3. Add another fund to move part or all of the donation to.

Click Save to save your changes.

The date of an credit or debit card donation cannot be changed.

Once a donation is edited, the edit shows in the donation's Adjustment History at the bottom of the donation record.

adjustment history

Reassign

If you have a donation that was assigned to the wrong donor, it's easy to reassign the donation to the correct donor.

If you are entering checks with a check reader, and the reader gives you a name different from what's on the check, reassign that donation right when the check is read by selecting Associate New Donor.

To reassign an existing donation, click Change Donor.

change donor button

Type the name of the donor you're changing the donation to, and choose them from the list.

choose new donor

Click Change Donor to finalize the change.

If you find that you have two donors who are the same person, you can merge them.

Delete a Donation

Cash and check donations can be deleted at any time using the Delete Donation button.

delete button

Cancel a Donation

ACH donations cannot be deleted, but they can be canceled within the two hour window of when the donation was given.

From the ACH donation, click Cancel to stop the donation from going through.

After two hours, the donation will enter its lifecycle and cannot be canceled. Once the transfer to Stripe has begun, however, it can be refunded.

Once you confirm the cancellation, the donation will be removed from the donor profile completely.

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