Changing a gift subtype after a donation has been posted

Shaina Gonzales

Hello all,

Is there a way to correct a gift subtype after it has been posted? If I delete the gift, enter it again with the correct subtype, and set it to post, will it affect my balancing for the current month?

Alex Wong

@Shaina Gonzales
if you have RE and FE integrated, and you post from RE into FE, once a gift is posted, you will need to do an adjustment on the original gift in RE, when the adjustment is posted, FE transaction from the original gift will be “reversed” and the adjustment transaction post into FE.

This would be the correct way to do it, I don't suggest what you stated in the original post as it will cause problem down the line.

JoAnn Strommen

@Shaina Gonzales

If gift is posted and you have gift subtype tied to a specific GL account through your integration it could change your monthly reports. If gift subtypes are not tied to GL, then I do not believe you will see any difference.

Karen Diener 2

@Shaina Gonzales:

Hello all,

Is there a way to correct a gift subtype after it has been posted? If I delete the gift, enter it again with the correct subtype, and set it to post, will it affect my balancing for the current month?

An adjustment, like Alex suggested is the best option to make the change. Definitely do not recommend deleting and re-entering it.

Because none of us know how you reconcile monthly - what your organization's financial software is or your typical processes - we cannot say specifically how it will affect balancing. But any change to any gift during a month WILL affect balancing. You should communicate this change with your finance team (there is an adjustment report that can be run) regardless of the financial software you use and your typical monthly reconciliation process.

One of the most important things (IMHO) that people overlook is to use the Reason and Comment fields in the adjustment. Make it very clear what was adjusted and why it was adjusted, even if it seems minor. In my experience, there can be a lot of raised eyebrows when it comes to gift changes so make sure you provide adequate explanation.

Karen

Kelly CampionSocol 2

@Shaina Gonzales We use the adjustment feature under the gift to make this type of correction. Adjusting the subtype should not affect the balance unless subtype is connected to your GL as posted below.

An additional item to take into account is the post date of the original gift. If it is in a different month than the adjustment and you do not use the adjust GL date feature the edited gift will appear in the new adjusted month reports. What we do when making adjustments is use the adjusted GL post date feature. We keep the adjusted date as the date of the edit and the adjusted GL post date as the original post date so that the gift will remain in the original monthly reports for finance.

We also note any adjustments in funds that affect the GL for finance in a monthly report. This way they will easily know which/why funds were moved from one GL account to another.