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Edit a Donation

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If errors were made when a donation was initially entered into the system, the information on the donation record can be edited to ensure accuracy. If a donation was attributed to the wrong donor, the donor can be changed unless the donation is a profile payment.

  1. Navigate to the Donations page.
    • The fields available for editing are dictated by the status of a donation (posted or unposted) and the payment method which is shown under the Type column on the Donations page.
      • Unposted donations are found in the New bucket.new bucket

      • Posted donations are available in the Posted bucket.posted bucket

  2. From either bucket, click the ID of the donation to be edited.
    donation ID

  3. Click Edit in the left-side menu.
  4. Make the applicable edits, and then click Update.update button

The editing functionality for fields depends on if the donation is posted or unposted. The donation ID and created date cannot be edited in either state. 

 

Change Fund and Campaign fields have different editing functionality for unposted and posted donations. 

Unposted Donations

The Change Fund option in the left-side menu will not display for unposted donations. Post the donation to complete the necessary edits.

Posted Donations

  1. Navigate to the Donations page.
  2. Click the Posted bucket.posted bucket

  3. Click the ID of the posted donation to be edited.
    posted donation id

  4. Click Change Fund in the left-side menu.
  5. Select the fund from the drop-down menu, and then click Update.
    update button
The fund for Stripe donations that have been posted cannot be changed. Create a negative cash donation to reverse the donation and then add a new donation to the correct fund.
 

Apply the donation to an active campaign or event.

Unposted Donations

  1. Navigate to the Donations page.
  2. Click the ID of the unposted donation to be edited.
    donation id

  3. Click Edit in the left-side menu.
  4. Select a campaign from the drop-down menu, and then click Update.update button

Posted Donations

  1. Navigate to the Donations page.
  2. Click the Posted bucket.posted bucket

  3. Click the ID of the posted donation to be edited.
    posted donation id

  4. Click [add] next to the Campaign field.
    add button

  5. Click a campaign name.
    campaign name

The donor can be changed on the donation record unless the donation is a profile payment. 

  1. Navigate to the Donations page.
  2. Click the donation ID. click donation

  3. Click Change Donor in the left-side menu.
  4. Enter the new donor's name in the New Donor field and select the donor from the drop-down list.
    select donor

The donation will now be attributed to the new donor profile. Click Log in the left-side menu of the donation record to view any changes to the record. 

If a donation was entered that was paid with a check, the destination fund can be changed.

  1. Navigate to the Donations page.
  2. Click the Posted bucket.posted bucket
  3. Click the ID of the donation for which the destination fund will be changed.
    posted donation id

  4. Click Change Fund in the left-side menu.
  5. Select the fund from the drop-down menu, and then click Update.update button

All changes will be recorded in the Log attributed with the employee who made the change, the date, time, and the type of change that was made.

The Change Fund option will not work if there is an admin fee charged to the donation. Unpost, edit, and repost instead. 

The Change Fund option will not work for cash donations. To change the fund for a cash donation, users will need to record a negative cash donation to reverse the entry. Changing the fund for a cash donation will make the message below appear.

change fund error

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