Realizing you chose the wrong fund for a gift after the batch has been committed.

Laura Gervais

?I know you can't change the fund after the batch has been committed but I was able to change it when I went into the constituent's gift record. I'm just concerned about how this error would affect other reports where it's not able to be edited, including those for our fiscal and payroll departments especially. Can anyone here relate & if so, how have you handled this type of situation? Thanks in advance!

David Tang

Hello Laura,


We have similar situations from time to time so we do also adjust the <Fund> code of the Gift record after commit. I believe all RE reports reflect on the NEW <Fund> code, so there is no need to worry about the old code on the reports anymore.


On a related note, our Finance department runs their own set of FE reports (Financial Edge), so they may see a different fund code BEFORE and AFTER the adjustment. Additionally, it also depends on whether that particular gift was posted or not. In any event, they just told us that if we document the adjustment appropriately (see below), they should be able to reconcile at the end of the month.

JoAnn Strommen

Yes, you can change the gift details on the gift record until a gift is marked as posted. Then it requires other procedures such as the adjustment described by David Tang‍. While I've changed made corrections like you've described, it probably would be best to make the change as an adjustment for a better audit trail.


Fiscal reports pull gift data so would reflect what is on the gift record at the time of the report. The only place I can think of where the batch data would come into play is if someone is looking at the batch validation reports or a query created when you committed the batch.


Maybe others have run into an issue elsewhere and will post.

Madeleine Holdsworth

I would not just change the fund on the gift record. I always use the adjustment process if the batch has been committed. It preserves an audit trail. If the batch has not been sent to the G/L (we are integrated with Financial Edge), I make a note on the adjustment report that no action is needed by Finance. If the batch was committed, I post the adjustment and include the adjustment report along with the post report to Finance, so that they know the reason for the adjustment. This is our business policy and I believe is a best practice. And it keeps our auditors happy.

Christine Cooke 2

you've got to change it as an Adjustment -- not just change it because the field is letting you. You need to have the audit trail of the change.

Laura Gervais

Thank you to everyone who took the time to reply. I appreciate it!