Adjustments versus Write-offs

Sofia Bonnelly · April 2016

Good morning, is anyone using adjustments instead of write-offs to make sure the campaign fund and summary reports show the correct amount when running reports that include pledges.

Thanks

Estella Mendez · April 2016

Hi Sofia, we use both adjustments and write-offs depending on the situation. We make adjustments anytime we have returned checks, posting errors, or refunds along with an explanation in the notes as to why the gift record was adjusted. We write-off unpaid pledges after four months of delinquency. Both will return correct results when running reports!

Sunshine Reinken Watson · April 2016

I would always record write-offs as write-offs. I think the canned reports can omit or include the write-off amounts.

Jen Claudy · April 2016

I dislike the Write-Off feature because it doesn't act like I expect it to. Started using Adjustments years ago, which works better for our custom reporting and donor recognition lists. I've also tested using the Gift Type Other for the Write-Off. But we are now on NXT, so I think I have to go back and redo them all as Write-Offs (because NXT combines Gift Types and doesn't yet show Adjustments).

I'd actually prefer a real Gift Type of Write-Off that acts just like a Pay-Cash gift but shows the amount as a negative. Then you don't look at a record and see a $200.00 pledge, one $50.00 payment, and a pledge balance of $0.00. Which doesn't look right. And the donor doesn't get credit for $200 in a giving summary, even though we only received $50. And you can open it from a Query. That's frustrating to no end, I pull a Query of Gifts that have been written off, and I can only open them by going to search for the Constituent, then find and open the Gift from the Constituent Record. And I think you lose access to some of the fields from the original Gift/Pledge when you add a Write-Off, or else you can only see the original data when using Query and not the Write-Off. Which is a problem for us as we currently have all our reporting outside of RE. (Because I like to know what is included or excluded and have total control over what the report is doing/showing. Easier to explain, or fix what appears to be a problem to the fundraisers.)

Tim Hendrickson · April 2016

As something of a workaround for Write-Offs not showing up fully, I've been noting in the gift reference field whenever one is made. It still shows up the same as far as payments, pledges and reporting go, but at least having those words show up in the Reference column of a report triggers that it was written off.

Christine Cooke 2 · April 2016

We use both adjustments and write offs depending on the circumstances. Really, adjustments happen all the time, with pledges or corrections on gift entries (either during reconcilation or if a donor changes where they want their gift to go). Write offs for the most part are once a year, when reviewing before closing the year, and sometimes you find out mid year that a donor has changed circumstances and will no longer be fulfilling their obligation/pledge.

If you are running any sort of campaign that includes a pledge program ( and most do) then you have to use adjustments and write offs or you will not reconcile with finance and the auditors will have questions.

Adjustments versus Write-offs

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