How could we change which constituent made a gift?

Tom Wright

Hi all,

We've just found out that one of our individual donors had meant for a series of gifts to be attributed to his company. We have therefore created a new record for his company and would like to correct each of the gifts so that this company is listed as the donor. (Additionally, we would like the individual to be soft credited.)

What's the best way for us to do this? The methods I've explored (e.g. amendments, global changes) seem to allow me to change things like gift amount or date, but I've not seen anywhere that allows me to change the constituent ID.

Not sure if it complicates matters, but the gifts in question are a recurring gift and the subsequent RG pay cash gifts.

Any ideas?

Cheers,

Tom

Patricia Franklin

Tom Wright:

Hi all,

We've just found out that one of our individual donors had meant for a series of gifts to be attributed to his company. We have therefore created a new record for his company and would like to correct each of the gifts so that this company is listed as the donor. (Additionally, we would like the individual to be soft credited.)

What's the best way for us to do this? The methods I've explored (e.g. amendments, global changes) seem to allow me to change things like gift amount or date, but I've not seen anywhere that allows me to change the constituent ID.

Not sure if it complicates matters, but the gifts in question are a recurring gift and the subsequent RG pay cash gifts.

Any ideas?

Cheers,

Tom

There are two ways to change the constituent on a gift.

First - use merge to move the gifts from one record to the other.  The downside of this is all gifts from the individual would have to be moved to the company.  That is probably not what you want.

Second - adjust the gifts on the individual record to zero with a note explaining why and where the gift was 'moved' to.  Then create gift records on the company record for each gift you move over.  I prefer to create these gifts with a zero amount and then adjust them up to the amount.  That way the adjustment report will show both gifts and serves as a paper trail of the transfer.  The downside to this method - the gifts on the company record will not have a batch number.  This is can be an issue if you enter all your gifts through batch and that batch number is tied to your deposit records.

I hope this helps

Pat

JoAnn Strommen

Patricia Franklin:

There are two ways to change the constituent on a gift.

First - use merge to move the gifts from one record to the other.  The downside of this is all gifts from the individual would have to be moved to the company.  That is probably not what you want.

Second - adjust the gifts on the individual record to zero with a note explaining why and where the gift was 'moved' to.  Then create gift records on the company record for each gift you move over.  I prefer to create these gifts with a zero amount and then adjust them up to the amount.  That way the adjustment report will show both gifts and serves as a paper trail of the transfer.  The downside to this method - the gifts on the company record will not have a batch number.  This is can be an issue if you enter all your gifts through batch and that batch number is tied to your deposit records.

I hope this helps

Pat

Patricia covered the best options.  The only other is to just delete the gifts on individual record and re-enter them on business record.  BUT NOT the recommended route. Deleting never sits well for tracking or auditing. 

I would adjust to $0 and enter gifts on business record.  The idea of entering them as $0 and adjusting up is new to me but can see why it would be nice to have both sides on adjusted gift report.  You do lose batch #.  When I need to do an adjustment like this I make a note on the new gift record of the original batch # as well as why re-entered. 

I've heard of this type of mistake happening for a single gift but not with recurring subsequent payments.  Were payments by personal check?  If they were by business check, our practice is that they go on business record as legal donor.