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Giving Transactions Index

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Site Specific Notes

Edit Gift and Dues Transactions

There are some circumstances in which Data rows in the Giving tables may need to be edited. We strongly encourage you to limit these circumstances as much as possible, in order to maintain an audit trail through the data in your system. If a Transaction has been included in any published report, it should not be edited, except perhaps to include additional information that was not entered previously. Important details such as Amounts, Account info, Dates, Campaign, or Batch Number should not be changed once the data has been included in reports.

To assist in maintaining the integrity of your data, the system prohibits certain editing functions. Once a Transaction has been created, you may not manually edit the Total Amount, Net Present Value, Asset Amount, Deductible Amount, or (with an exception) the Transaction Type. If that data needs to be changed, you must either Journal or Delete and re-enter the Transaction. The exception is that you may change a Match Potential to a Match Pledge, or a Pledge Potential to a Pledge. Note that in appropriate situations, the system may edit some of this data based on other changes (the deductible amount may be reduced by the addition of a quid Pro Quo, for example).

In addition to those editing limitations, the system further restricts the edits that may be made to a Transaction which uses a Batch Number that is Closed, or which has the Ledger Closed flag activated. Edits to many of the fields is prohibited (See Gift Batch and Ledger.) Also, you may not delete a row in which the Batch Number is Closed. You may still access the context menu items needed to link additional data (which you may do) or to Journal the Transaction. When you access an update form, the data for the prohibited fields will be shown either as text or as 'disabled' data in a text box, rather than enabled data in a text box. Those fields which may be edited will be enabled data in text boxes.

If a transaction is jointly owned by two constituents, most edits that you make to one 'side' of the transaction will automatically be applied to the other side as well. This is the case for the following columns: giftrest, (and the associated columns: giftacctno, giftacctid, giftacctnt, giftacctgl, giftacctcf, giftacctdv, giftacctgp, giftacdprt, giftacctnm) giftsolic, giftcamp, giftcampyr, giftexrate, giftbatch, gifttender, giftanon, giftprocdt, gifteffdat, giftcurr, giftcomm, giftsource, giftchckno, giftaba, giftdepost, giftclass1, giftclass2, giftbnkact, giftbnkaty, giftdate1, giftdate2, giftmny1, giftmny2, giftnum1, giftnum2, giftyesno, giftlook1, giftlook2, giftlook3, gifttext.

In addition, any of the system-generated fields that are automatically updated by the editing of data will be updated for both sides of the transaction.

If, after giving consideration to the preceding cautions, you still need to edit a Transaction, you must consider the nature of the edit you want to make.

Each of these functions is described in the instructions that follow.

Edit Data in the Primary Transaction

  1. Access the display of the Transaction to be edited, in Mini, Short, Long or Detail Display and pass the mouse pointer over the edit button to the left of the specific transaction to be edited. You will be shown a context menu.
  2. Click Update/Delete. You will be given an Update form, showing the current data in the appropriate text boxes. (Note that the Total Amount is not shown in a text box as that information may not be edited. If you have a need to change that information, you must either Journal, Delete, or Copy the Transaction and create a new Transaction with a different Amount and then delete the previous one.)
  3. Tab or mouse click in the text box containing the data to be edited and use the standard data entry techniques to enter new data. For more information on the use of specific fields, see the topic, Simple Gift.

  4. When all data appears in the form in the way that you want, click on the Update button to register the edits,

    OR

    Click Cancel to return to the display without making any changes to the data.

  5. For Transactions with linked Credits or Honors, if the system administrator has checked the box to"Allow Credits and Honors to be updated" on the System Options page under Tools, any data updated on the main transaction form will also be applied to any linked Credit or Honor rows. Those linked rows will not need to be updated individually.

  6. After updating the main transaction that has linked rows and clicking Update, a message will appear asking you "Would you like to also update the Honor or Credit rows?" Selecting OK will also update any linked Credit or Honor rows for that transaction (Joint transactions will always be updated)

    OR

    Selecting Cancel will not update the linked row but will still update the main transaction's information.

  7. On the other hand, when the System Option is not turned on by the system administrator and the transaction you are updating has linked Credits and Honors, a message will appear telling you "This transaction is linked to other transactions. Updating this transaction WILL NOT affect the linked transactions. All transactions must be updated individually. Are you sure you want to UPDATE this record." Selecting OK will update that record without updating the linked transactions.

    OR

    Selecting Cancel will not update any information changed or added for that primary transaction.

Edit Allocation Information

Refer to the Allocation Data Maintenance topic for instructions on editing the Allocation Information for a Giving Transaction.

Edit Secondary Information

  1. Access the Short, Long or Detail display of the specific Transaction whose secondary information you want to edit. Pass the mouse pointer over the edit button to the left of the secondary information you want to edit. You will be shown a context menu. Click Update/Delete. You will be given an Update form for that data, showing the existing data in the text boxes. Check to see that the form includes an Update button. If none is shown, the transaction is part of a closed batch and no further edits may be made to the fields that are shown in the form.

  2. Tab or mouse click in the text box containing the data to be edited and use the standard data entry techniques to enter new data. For more information on the use of specific fields within the Secondary Transaction, see the appropriate topic:

    Transactions with a Quid Pro Quo Item

    Transactions with a Solicitor

    Honor Memory Transactions

    Correspondence Data Linked to a Giving Transaction

    Transactions Tendered by Credit Card

    Transactions Tendered as a Gift in Kind

    Transactions Tendered as Securities.

  3. When all data appears in the Update form as you want, click on Update to register the changes,

    OR

    Click Cancel to return to the display without making any changes to the data.

Edit a Payment Schedule

The topic Payments, Altering a Payment Schedule, discusses how to edit a payment schedule.

Edit Data Using Transactions Menu Items

When the data that you want to add to an existing Transaction is linked data rather than one of the data fields within the primary row or any of the Allocations, you will use one of the items from the Transaction cascading menu, available on the context menu which is presented when you pass the mouse pointer over the Edit button. Each of these functions is described in detail elsewhere, therefore, this set of instructions will direct you to that location.

  1. Access either the Long or Short display of the specific Transaction to which you want to add linked secondary information.

  2. Pass the mouse pointer over the edit button to the immediate left. You will be shown a context menu showing all of the editing options that are available for this Transaction. Any items that are shown in gray are not available for this Transaction.

    The following options may be available:

    Add Allocation - If you want to create additional Allocations for the Transaction, use this item. You will be given an Add Allocation insert form, showing the data from the primary Allocation as default data. You may edit that data as desired for the new Allocation. Note that the amount shown is the amount of the primary Allocation and it acts as the maximum amount that you may use for the new Allocation. See Multiple Allocations.

    Add Joint Transaction- If you want to change the status of an existing, individually owned Transaction so that it is Jointly owned, use this menu item. You will be given a Search form to identify the second constituent with whom the Transaction will be shared. Note that if the Joint is with the spouse, the constituent must be identified in the same way that any other constituent would be, using the name or ID Number. When the constituent is identified, the system will automatically generate the data rows and adjust the amounts so that each constituent "owns" half of all amounts. See Joint Transactions. You may not add a Joint Transaction if the original is assigned to a closed Batch.

    Add Matching Pledge - If you want to add a new Matching Gift Pledge (or Match Potential) Transaction that is linked to a Transaction, you will use this item. You will need to specify the Matching Company and the ratio of the match will be defaulted to a 1:1 match. You may edit this as appropriate. See Matching Giving.

    Add Honor for Constituent - If you want to make an existing Transaction be In Honor or Memory of another constituent after the original has been created, use this item. You will be given a variation of the standard Search form to identify that constituent using either the name or ID Number. The system will use the existing data for that constituent to determine whether that constituent is living or deceased. See Honor/Memory Transactions.

    Add Honor for Non-Constituent - If you want to make an existing Transaction be in Honor or Memory of a non-constituent after the original has been created, use this item. You will be given a form in which to enter the name information and to indicate whether the honoree is living or deceased. See Honor/Memory Transactions.

    Add Credit for other Constituent - If you want to make this existing Transaction also be credited to another constituent, use this item. You will be given a variation of the Search form in order to identify the second constituent. A copy of the original Transaction will be created for that constituent but with a Transaction Type of Credit. See Credit Transactions.

    Add Credit for this Constituent - If you want to link another Transaction belonging to the same constituent to an existing Transaction (for fund raising purposes), use this item. The system will present an Insert form containing the same data that is shown in the original Transaction, except for the Transaction Type which will be Credit. You may edit other details of the Transaction before Inserting it. See Credit Transactions

    Add Solicitor - If you want to add Solicitor information to an existing Transaction, click on this item. You will be given a variation of the Search form in order to identify the constituent Solicitor. T he system will automatically create the linked secondary row in the Solicitor table and incorporate that data in the display. See Solicitor Data Maintenance.

    Add Quid Pro Quo - If you want to add Quid Pro Quo information to an existing Transaction, click on this item. You will be given an Insert form for that data. When you enter data and click on Insert, the system will create the secondary data row, and will reduce the Deductible Amount of the original Transaction by the Value of the Quid Pro Quo item. See Quid Pro Quo Data Maintenance.

    Add Credit Card - If you want to add another Credit Card row to an existing Transaction, click this item. You will be given a credit card insert form, populated with the constituent's billing name and address information. This menu item will be available only if the existing transaction’s tender is credit card. See Credit Card.

    Add Bank Draft - If you want to add another Bank Draft row to an existing Transaction, click this item. You will be given a bank draft insert form, populated with the constituent's billing name and address information. This menu item will be available only if the existing transaction's tender is bank draft. See Bank Draft.

    Add Securities - If you want to add another Securities row to an existing Transaction, click this item. You will be given a blank Securities insert form. This menu item will be available only if the existing transaction's tender is securities. See Securities.

    Add Gift in Kind - If you want to add another Gift in Kind row to an existing Transaction, click this item. You will be given a blank Gift in Kind insert form. This menu item will be available only if the existing transaction's tender is gift in kind. See Gift in Kind.

    Add Correspondence - If you want to add a link to a new row in the Correspondence table to an existing Transaction, click on this item. You will be given a blank Insert form for that data table. When you enter the desired information and click on Insert, that data row will be created and linked to the Transaction. See Correspondence Data Maintenance.

    Add Correspondence via Default - If you want to add a link to a new row in the Correspondence table to an existing Transaction, click on this item. You will be given an Insert form showing your current definition for that data table. When you enter the desired information and click on Insert, that data row will be created and linked to the Transaction. See Correspondence Data Maintenance.

    Post Pledge Payment - If the current Transaction has a Type of Pledge or Expectancy, you may use this item to enter a new Transaction that will be a payment toward the original Transaction, reducing the Balance remaining on the original. You may also use the Post Pledge Payment icon (the check) that appears in the display of the original Transaction to accomplish this task. See Pledge Transactions.

    Write-off Pledge Balance - If the current Transaction has a Type of Pledge, Match Pledge, or Expectancy, you may use this item to create a new Transaction with a Type of Write Off, that will reduce the Balance remaining on the original to 0, without the receipt of a payment from the constituent. See .Pledge Transactions.

    Post Matching Gift Payment - If the current Transaction has a Type of Match Pledge, you may use this item to create a new Transaction that will be a payment toward the original Transaction, reducing the Balance remaining on the original. See Matching Gift Transactions.

    Make Potential a Pledge - If the current Transaction has a Type of Match Potential, you must use this item to change the Type of the Transaction to Match Pledge. This must be done before you may post a payment against the original Transaction, or it may be done if documentation is received to indicate that the company intends to fulfill the pledge. See Matching Gift Transactions.

    Journal Transaction - If you find an error in the current Transaction and want to remove it from consideration in the database, you may use this item to Journal that Transaction. This technique is more appropriate than deleting the Transaction, especially if the Transaction has already been included in any distributed reports. When you click on this item, the system will automatically change the Type to the Void version of its previous Type. At the same time, a new Transaction is created with the Journal version of the original Type and with an Amount to the negative of the original amount. Also, if the transaction being Journaled has linked transactions such as Credits or Honors and if the System Option - Automatically Journal Credits and Honors is set to Yes, those linked Transactions will also be Journaled. See Journal/Void Transactions.

    Journal & Add Correction - This item allows you to Journal a Transaction and automatically launch an insert form containing a copy of the prior Transaction so that you may readily edit the portion that needs to be changed rather than re-entering all of the data for a correcting Transaction. This item is not available for "On Behalf Of", "In Honor Of" or Credit Transactions. Also, if the transaction being Journaled and Corrected has linked transactions such as Credits or Honors and if the System Option - Automatically Journal Credits and Honors is set to Yes, those linked Transactions will also be Journaled.

    Copy to New Gift - This item generates an Insert form showing the same data as the current Transaction so that a new Transaction can be created. See Creating a Transaction using Copy.

    Copy to Linked Gift - If you want to link another Transaction belonging to the same constituent to an existing Transaction (for fund raising purposes), use this item. The system will present an Insert form containing the same data that is shown in the original Transaction, except for the Transaction Type which will be Credit. You may edit other details of the Transaction before Inserting it. See Credit Transactions.

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