2021 is coming to a close, so it's time for your books to do the same!

Page tree

If you haven't posted a deposit, you can edit or correct transactions.

When you edit unposted transactions, you can change the contributor, payment type, amount, reference number, transaction type, gift date, and any fund allocation information, including comments.

If you posted transactions to the wrong date, you can edit the date for the posted batch. This changes the date for the entire batch.

For example, before posting transactions, you print the proof list and compare it to the check transactions you entered in ACS. You notice that one of your check amounts needs to be split among the Building Fund and the Missions Fund. You can edit that transaction to split the amount between those two funds. Or, if you find that your batch's estimated total and actual total are off, you can edit the affected transaction once you find the gift that was entered incorrectly.

Note

If a transaction is posted, you can only edit the Reference #, Gift Date, Comment, Value, and Pledge. If you need to edit anything else on a posted transaction, you must void it to make a reversing entry, then re-enter the transaction correctly, if needed.

You can only edit or correct transactions you entered, unless you have security rights to Edit All Users Transactions in Add/Edit Users - Contributions Security.

 To correct an unposted transaction
  1. Under Manage Records, click the Contributions tab.
  2. In the drop-down list, select Enter/Post Contributions and click Go .
  3. Under Open Batches, select the batch that contains the transaction you want to view, then click Add/Edit Transactions.
  4. In the Add/Edit Transactions window, select the transaction you want to edit, then click Edit.
  5. In the Edit Transaction window, make any necessary changes, then click OK to return to the Add/Edit Transactions window.
 To correct posting errors

Occasionally, errors are detected after transactions have been posted. Mistakes in amounts posted in Contributions are sometimes found after quarterly statements are mailed, many weeks after the original posting.

  1. Gather information on all errors and arrange them in order of post date.
  2. Under Manage Records, click the Contributions tab.
  3. In the drop-down list, select Enter/Post Contributions, then click Go .
  4. In the Enter/Post Transactions window, click Add/Edit Transactions.
  5. To locate the transaction you need to correct, select Advanced Filter, then click Select.
  6. In the Contributions Filter window, select or enter the information from the transaction you need to correct. The more information you enter into the filter, the easier it is to find your transaction. After entering the information, click OK.
  7. Transactions that match the criteria you selected in the filter display in the grid. Select the transaction you need to correct, then edit, void or return it, as necessary.
  8. After making the corrections, perform all posting steps as if you are posting for a regular batch. Be sure to reprocess the Weekly Register, Deposit Ticket Listing, and GL Distribution List.
  9. Attach all corrected reports to the hard copy records.

 To edit a posted transaction batch
  1. Under Manage Records, click the Contributions tab.
  2. In the drop-down list, select Enter/Post Contributions and click Go .
  3. In the Contributions - Enter/Post Transactions window, click Add/Edit Transactions.
  4. In the Add/Edit Transactions window, select Advanced Filter, then click Select.
  5. In the Contributions - Filter window, select or enter the criteria to locate a transaction in the batch. For example, you could enter the Batch # if you know it, or a select a Post Date range.
  6. After selecting criteria, click OK.
  7. When the filtered results display in the Add/Edit Transactions window, right-click on a transaction in the batch you want to edit, then click Edit Batch Information.
  8. In the Contributions - Edit Posted Batch window, update the batch's Posting Date, Description, Campus, or Service, as necessary. Changing the Post Date updates all transactions in the batch.
  9. When finished, click OK.