Transferring a Gift that was posted to a wrong constituent

Barbara Van Handel

Our Donation Secretary would like to know if there is a way to easily transfer a gift that was posted to a wrong constiuent to the proper constituent. She is having to re-enter all the information from the one to the other, then delete the incorrect gift. This then is not in a batch.  There is no good way of tracking this.

Rachel Slager 2

Has she considered recalling the batch in which the gift was originally entered, then re-post that batch with the correction?



Unless you mean the gifts aren't entered in batch to begin with.

Barbara Van Handel

Rachel, if she recalls the batch and re-posts it, wouldn't it double up the gifts on those not being corrected? Or, do you mean she would remove the other gifts and only post the corrected gift?

JoAnn Strommen

I think Rachel may mean to delete the entire batch.  For us, all gifts would also need to be 'unposted.' Re-entering a batch to me is more work if it has more than a few gifts.  Our gifts are also receipted via RE prior to posting so deleting them I would lose receipt info also.



Our procedure would be to adjust incorrect gift to $0 and make notations on the adjustment and even in reference field if blank for a quick view on why amount was changed.  Wrong gift record could be deleted but if you're using batch lists or for any reason would be looking for original gift entry, the adjusting to $0 is much cleaner and gives a trail to follow.

Then on correct record gift would be entered with notes - again documenting that gift was originally entered under wrong record in  batch #123 / date etc. . 



My thoughts...

Daniel Noga 2

There is no way to do this that I know of that does not involve re-creating the gift and deleting or Adjusting the old one.



It is notable that the top-ranking idea in the Idea Bank is for Blackbaud to create an easy way to move gifts that would work in a similar way to merging records, without having to go through processes like this. Let's hope 7.96 addresses this!

Rachel Slager 2

As far as recalling the batch, see below.  But in the case that you are super lucky and the person whose record the gift was committed to only has 1 gift ever, you can use the merge constituent tool, and merge Only the gift onto the right record.  You retain the same Batch number and all the gift info, and the constituent name will be correct on the gift, but in the original batch it will not change, so this might not be the solution for you.  



Total (Batch) Recall

My answer  assumes you entered the gift in Batch, assumes you don't delete batches, and that you want the input to be historically tied to a Batch.  



1.  Assuming the batch exists, create a gift query for gifts posted in that batch number.

2.  In Admin, global delete gifts using that gift query.

3.  Open the batch.  In batch setup, change it for the moment to a recurring gift batch, which will allow you to post it again.

4.  Change the one constituent name that needed to be changed.

5.  Commit the batch.  No gifts duplicated, none to be re-entered.  



*If you post to a general ledge and square away with an external accounting system, there may be other considerations you'll have to make, so maybe this wouldn't be the fitting solution.