Reverse gift applied to pledge

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We just noticed a split gift was fully applied to a pledge when only one part of the gift should have been applied. What is the best practice for un-applying only part of the gift?

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  • JoAnn Strommen
    JoAnn Strommen Community All-Star
    Ancient Membership 2,500 Likes 2500 Comments Photogenic

    @Bianca Gonzalez Unfortunately, you can't really unapply part of a gift. Options depend on if the gift is already posted. If it's not posted, you could create a pledge for the part that should not have been applied. Go to your payment and select apply to pledge and I think you can select both pledges to use when applying the gift. It seemed to work when I tested.

    Otherwise you may need to enter two gifts. one for the pledge amount and fund and a second for the other.

  • @Bianca Gonzalez

    Hi Bianca,

    If it's not posted: You should still be able to open the Pay-Cash gift, go to the split tab and change the amount being applied.

    If it is posted, you can't un-applying only part of the gift. You can however still modify it to reverse it. The Best Practice for modifying a posted gift is to make an adjustment to it

    An adjustment creates an honest audit trail and gives you a chance to document the reason for the adjustment on the adjustment, such as “User Error” with as much relevant detail as possible. For example, my org usually documents the following:

    • the date the error was identified
    • who identified the error
    • who was it reported to
    • who approved the adjustment

    In your case, because it's not just an amount, fund, campaign, appeal, or split amount error - but an applied pledge error, you are going to need to make an adjustment that “reverses the gift.”

    1. Open the Pay-Cash gift
    2. Right-click gift and select Adjust
    3. Set the amount to $0
    4. Document the reason for the error.
    5. *Change the DATES. You need to roll back the dates to be the same as the original post date.
    6. Save
    7. Renter the gift correctly.

    https://kb.blackbaud.com/knowledgebase/articles/Article/48241

  • @Rachel Kauer This is what I was thinking of doing, you confirmed my suspicions on tackling this. Thank you!

  • @Bianca Gonzalez
    You are very welcome, glad to be of service! :)

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