Edit and reassign donations
If a donation needs to be edited, Giving administrators can correct, reassign, delete, or cancel it, depending on its type. Administrators can also initiate refunds in Giving.
Corrections, refunds, reassignments, and deletions are all tracked in the Giving system logs, unless a donation belongs to an in progress batch.
Tip
For instructions on editing in-kind donations, check out the In-kind donations article.
Want to watch a video before you get started? No problem! This three-minute video covers editing donations and issuing refunds.
Edit a donation
Select the People page in the top navigation in Giving.
Select a donor from the list to open their donor profile.
Select the donation that needs to be edited.
Select the Edit donation button.
Make the necessary changes.
For batch donations, like cash, check, or payment source donations, including donor-advised funds (DAFs) and qualified charitable distributions (QCDs), you can:
Update the amount of the donation.
Update the fund.
Split the donation between multiple funds.
Adjust the received date.
Change the payment source used to process or track the donation.
For donations made by ACH or card, you can change the amount donated to each fund, but the total must remain the same. If the amount split to each fund doesn't match the amount donated, you'll receive an error and won't be able to save. No other information can be changed, including the received date.
(Optional) Select Notes at the top of the donation to add a note explaining why you made a change to a donation. This note can only be seen by administrators.
Select the Save Donation button.
Once a donation is edited, the changes show in the donation's adjustment history at the bottom of the donation record.
Tips for editing batch donations (cash, check, and external sources)
If you need to change the payment method of a batch donation, such as from cash to check, you must delete the original donation and create a new one.
The Counted date stays the same as the date of the batch, but the other information will change to match the changes you save.
If you need to move a donation to a different batch, delete the donation and recreate it in the correct batch.
To avoid sending donation receipts to donors, you can disable them on the payment sources page. Make sure to turn them back on after you've reentered the donations.
Reassign a donation
If you have a donation that was attributed to the wrong donor, you can reassign the donation to the correct donor's profile.
If you enter checks with a check reader, and the reader gives you a name different from what's on the check, reassign that donation right when the check is read by selecting Associate New Donor.
Select the People page in the top navigation in Giving.
Select a donor from the list to open their donor profile.
Select the donation that needs to be reassigned.
Select the Change Donor button within the donation.
Enter the correct donor's name in the Select a different donor field.
Select the Change Donor button.
If you find that you have two donor profiles belonging to the same person, you can merge them.
Mark a donation as failed
Occasionally, you run into a situation where a batch donation fails. For example, a check bounces. You can record this in Giving using the Mark as Failed/NSF button.
Select the People page in the top navigation in Giving.
Select a donor from the list to open their donor profile.
Select the donation that needs to be marked as failed.
Select the Mark as Failed/NSF button within the donation.
In the popup, enter the reason for marking this donation as failed.
Select the Mark donation as failed button.
Failed donations never appear in donor statements or reports; however, they will show in a donor’s donation history.
Delete a donation
Donations added to batches (cash, check, and external sources) can be deleted at any time. Deleting a donation will permanently remove it from the system, and the action cannot be undone.
Important
Card and ACH donations cannot be deleted. Card donations can be refunded, and ACH donations can be canceled within a two-hour window or refunded after that.
Select the People page in the top navigation in Giving.
Select a donor from the list to open their donor profile.
Select the donation that needs to be deleted.
Select the Delete donation button within the donation.
Select the Delete donation button in the popup.
Cancel an ACH donation
ACH donations can only be canceled within a two-hour window of when the donation was given. Canceling an ACH donation deletes it from the system before it reaches Stripe. This cannot be undone.
Select the People page in the top navigation in Giving.
Select a donor from the list to open their donor profile.
Select the donation that needs to be canceled.
Select the Cancel donation button within the donation.
Warning
After two hours, the donation begins processing and cannot be canceled.