In addition to the information listed below, your organization or institution may have specific rules, policies or procedures for adding financial transactions. Please refer to your policies and procedures documentation before proceeding.
Additionally, you must know the Receipt # of the transaction you wish to modify or reverse before following the procedure below. If you do not know the Receipt #, access the Giving Summary for the entity and locate the Receipt #.
To reverse or modify an existing gift, pledge or matching gift:
On the Main Menu, click 'Go To'’ to display the Go To Application.
When the Go To appears, select the Gift Batch List Application (Application ID 3010, Mnemonic 'BLIST'). There is no need to enter a value in the "Open With ID' field.
Click 'Go'.
When the Gift Batch List appears, scroll through the list and click the ellipses button to the left of the existing batch you wish to add the gift to, or click the New button in the Gift Batch List Form Header to create a new batch.
If you are creating a new batch, when the Batch Details / Batch Defaults form appears, enter all applicable information and press the Save button.
After the new batch has been saved, or an existing batch has been accessed, from the Page Tree select 'New Reversal' or 'New Modification' and the appropriate reversal or modification form will display.
Enter the Receipt or Pledge #, Reason for change and the date on which the transaction is being reversed or modified. After you enter the Receipt #, information for the transaction will display in the lower portion of the form.
Optionally, if you are working with a list of transactions that need to be reversed or modified, the 'Paste from Clipboard' option will allow you to paste the IDs on the selected Clipboard, one at a time, into the Receipt # field for ease of reversal or modification. Using this functionality decreases the likelihood of introducing an error during entry. Note: If a Receipt # was pasted from the Clipboard and the transaction was cancelled, the number is not reused and the system automatically moves to the next ID on the list for the next transaction.
If applicable, enter the Transmit, Reporting and LM codes. These values override whatever values are currently set in the transaction being modified or reversed. The original value of the Transmit, Reporting or Ledger Month values are saved in the applicable columns of their respective reversal tables.
Click Save.
Select Batch Control from the Page Tree to return to Batch Control.
Optionally, you may wish to run the Batch Proof Report to ensure the total gift amounts, as calculated by the system, matches the amount you expect.
In the Batch Control form, enter the Sum of Receipts, Sum of Pledges along with any other applicable information and select Closed from the Status drop-down list. Performing this action will indicate the batch is complete and ready for Gift Processing.
Note: If you are reversing a gift that has been matched, all matching gifts will be reversed as well.
Note: If you wish to reverse a pledge, for which pledge payments exist, you must first reverse the payments, process those transactions, then reverse the original pledge.
Note: If you wish to modify a Joint gift, where spouse is no longer linked due to the reasons like death of spouse or divorced and so on. Modification of such a joint gift can be done by 'New Modification' in a new Gift batch.
Note: If you wish to modify a Joint Pledge, where spouse is no longer linked due to the reasons like death of spouse or divorced and so on. Modification of such a joint Pledge can be done by 'New Modification' in a new Pledge batch.
Note: In the case of a reversal or modification, the Sum of Receipts and/or Sum of Pledges may be negative, since the transactions are being reversed. For example, if you are reversing a pledge of 50, the Sum of Pledges field should contain a value of -50. If you are unsure about any totals, it is strongly recommended that you run the Batch Proof Report.
Note: When reversing a Matching Gift, all forms display in inquiry-only. When modifying a matching gift, all forms appear modifiable. When a matching gift is modified or reversed, a single row for that MG number is written to the gift_tender_type_reversal table, regardless of the number of individual Matching Gifts associated with that MG number being reversed or modified.
Note: Advance prohibits the entry of a Pledge Modification and a Pledge Payment Modification to the same transaction in the same batch. This validation aims to ensure pledge payments and pledge modifications are processed separately, which decreases the likelihood of incorrect payment schedules. If you attempt to make a pledge payment in a batch that also contains a modification to that pledge, you will receive an error that indicates you are not permitted to add a pledge payment for the pledge because the pledge has been modified in the batch. If this error is encountered, you must place the pledge payment in a separate batch.