Recurring Batch: Payment not applied to recurring gift correctly

Olajumoke Ayanda

We just started using the recurring batch feature in database view two months ago. However, i just discovered that last months payment didn't apply to the recurring gift correctly. so instead of saying Recurring Gift Pay-Cash, it is just saying Cash. I discovered this when i was trying to apply this months payment and it flagged that last months payment still needs to be made. Anyone knows how to rectify this? Thanks in advance!

Austen Brown

Hi @Olajumoke Ayanda - This is an easy fix. Assuming that that your cash gifts are not posted,

• open the gift record and on the menu bar select Gift > Apply to > Recurring Gift.
• On the screen that appears in the Pay? column, mark the checkbox next to the RG that the payment should be applied to.
• Click OK to return to the gift record. Once you save the record, the gift type will change from Cash to Recurring gift Pay-Cash.
• Repeat for any gifts that need to be applied

If these gifts are posted, there is an additional step that needs to happen before they can be updated. Check out KB Article 42684 for more information, if you are in a hosted environment start at step 7 within the article. After you have unposted the gifts, follow the steps above to apply them to a RG, then you will need to update them back to GL Post Status of “Posted” manually, through a global change, or an export/import.

JoAnn Strommen

If it's a large unposted batch, I have also deleted the entire batch and just re-run it. When committing the batch, be sure the box is checked to apply to existing pledge/recurring gift. I usually also check the ‘only same fund’ box. You have to look at a gift record or batch history to create a query of gifts in that batch to run a global delete (assuming you have rights to this function).

NOTE: if it is a batch involving credit card processing with authorization codes, follow what @Austen posted as you don't want to lose that info or accidentally charge card again.

Olajumoke Ayanda

Thanks @Austen. Yes the gifts have all been posted and now I have discovered that subsequent payments have been made on a number of records. i.e. subsequent payments read Recurring gift Pay-Cash but paying the wrong installment. For example, March payment reads cash (which I can correct with the instruction you provided), However, although April payment shows Recurring Pay cash, it is shows up as Mar installment (all because it didn't recognize that march installment was paid).

Given this new discovery, do I need to do things differently or can I still follow the instructions you provided?

Thank you so much!

Austen Brown

Hi @Olajumoke Ayanda - That raises another area of consideration. I recommend you check out a recent post that covers the topic of misaligned payments for recurring gifts. If you do not plan to utilize the schedule/payment timing area of the recurring gift record for reporting, I recommend you apply the “March” payment as the “April” installment within the Recurring Gift schedule. You can do this while following my initial post below.