deleting a donation with multiple donations

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deleting a donation with multiple donations

Postby Cybird-p40 » Thu Jun 11, 2009 8:44 pm

Our bank sent an adjustment to us saying a donors check posted twice and they charged the other acct for it.
Headquarters in SLC told me to delete the erroneous check we entered but the donor wrote 3 other checks that day and they are on the same line item. If I delete the whole tranaction form that batch it will also delete the correct transactions for that donor. Is there a way around this?

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Postby Mikerowaved » Thu Jun 11, 2009 10:40 pm

If I understand this correctly, the clerk recording the batch in MLS entered 4 checks instead of 3, by entering one check twice on the right side of the electronic donation form. This also means he would have had to enter the donation amount incorrectly on the left side, and also didn't total the checks separately before submitting the batch, which would have uncovered the error. (Might want to go over some of the training lessons with him. ;) )

OK. I would first recommend pulling the original donor slip from your file as a reference. Then open the MLS batch and bring up the affected donor "slip". Now it's just a matter of making the 2 match. On the right side, delete the duplicate check, which will cause the total to be wrong (and show up in red). Now, adjust the donation amount so the total balances. Hopefully, this should now match the donor's original hard copy slip.

Press SAVE and type a reason for the adjustment in the pop-up. When you close the batch, MLS will prompt you to print the new Batch Report for your files. MLS will also generate an automatic message for the support staff to make the adjustment on their end, so you all (hopefully) end up in sync with the bank's records.

Hope this helps.
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