Correcting batch errors after Batch is committed

Sharon Whiteside 2

I am a new user to RE and we recently started doing Batches for Gift Entry. I noticed yesterday that I have included the same gift in two different Batches and both are committed. It is a not receiptable gift, so at least I have not sent two tax receipts.. but how can I fix this? Or can I?  Thanks! 

Austen Brown

Hi Sharon Whiteside‍ - You can adjust the duplicate gift to zero.  Open the gift record you want to change, and go to Gift > Adjust.  In the window that appears change the Adjusted Amount field to $0.00, and add a Reason explaining why you are adjusting the gift (not required, but helpful in the future when reviewing adjusted gifts).  


Feel free to send me a message if you have any other RE questions.  I am happy to help in anyway that I can!

Sharon Whiteside 2

Thanks Austen - well the weird thing is ( I think this is weird) the gift is only entered once, so if I zero it out, it will be wrong..I did try deleting the line from one of the batches, before I knew you should not do that, so maybe that deleted the duplicate gift, but they are still showing on both batches. Does that make sense? 

Austen Brown

The good news is that there is only one gift record on the constituent record! Also, changing information in a batch after it is committed will not change anything on the gift records it produced.


My theory is that one of the gifts in Batch came up as an Exception and was not committed to the database. If you want to test this theory you can look on the Batch Control Reports or mark the batch (temporarily) as Recurring and run a Validation (Tools > Validate) to see if any gifts are marked as an Exception.  For the future, you can set up batch so that it will Validate gifts before committing them the database - this gives you a chance to double check the batch. 

 

Sharon Whiteside 2

HI Austen


OK good news! So I can make edits to a batch after it is committed or should I just leave it and write a note on the Batch Control Report since there is only 1 gift entered?

I will do the Validate step from now on! Thank you!

Austen Brown

I personally would leave the Batch alone and make a note on the Batch Control Report, or the documentation you include with the batch.  

Sharon Whiteside 2

Ok great! Thank you so much! Have a super weekend.