Reverse a Donation

On the Donation screen, the Reverse button allows you to undo a gift while maintaining an audit history. Upon choosing to reverse a donation, you create a new transaction record to balance the original credit. For example, a donor makes a check donation, and the bank rejects the check deposit for insufficient funds. The donor makes up for that by giving you his credit card information. In this scenario, reverse the check donation and reenter the transaction as a credit card donation.

NOTE: Choosing to Reverse the donation does not automatically update your financial or accounting system or interface with your Payment Gateway to process a donation Void or Refund. Do that separately, as a debit in your accounting system or the payment gateway portal, such as Cardpointe.

You may see reversed donations in the Donation History as well, in the section labeled Donation Reversals. Reversals will have a Reversed Date in the record.

You may access the donation you wish to reverse through the Donation History in a constituent’s file or by searching for a donation. To reverse a donation...

1. Open the donation record to be reversed.
2. Select the Reverse button, located next to the Delete button in the lower-left corner of the donation record.
   
3. The Reverse Donation dialog box opens.
   • • This action deletes other records linked to this donation in the database:
       • All associated documents (which are usually images).
         
       • All associated pledge installments.
         
       • All donation notes.
         
     • This action does not delete the following items:
       
       • Batches, Fund Items, Campaigns, and Appeals associated with this donation.
       • Donors, Co-Donors, Soft Credit Donors, Solicitors, Memorial Constituents, Honor Constituents, and Matching Constituents
         
       • Form Letter templates used by this Donation.
4. Enter a Reversal Reason for why you are reversing this donation.
   
5. Select OK.
6. The Donation Re-entry dialog box opens. Choose if you would like to copy the donation you are reversing. This provides an easy way to copy all of the donation information over so that you can resubmit with the corrected fields.
   
7. If you select Yes a donation screen opens with the donation information populated, yet you can modify the record as needed.
8. Save the donation when completed.

NOTE: Query Reversed Donations with a Reversed Donation Query type in the Advanced Query Wizard. Using this query type, you may query on the basic information of any reversed donations in the system. Track which users made the reversals, and when they made reversals. Using a Donation Type Query, you can include the Available Field Replaced Reversal ID, which will list the Donation ID number of the original reversed donation.