On the Donation screen, the Reverse button allows you to undo a donation, while maintaining an audit history. Upon choosing to reverse a donation, a new transaction record may be created to balance out the original record. For example, a donor makes an original check donation, and the check is return for insufficient funds. The donor makes up for the original donation by giving you his credit card information. In this scenario, reverse the check donation and elect to 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. That has to be done separately, as a debit in your accounting system or in the payment gateway portal, such as Cardpointe.
You may see reversed donations in the Donation History as well, in the section labeled Donation Reversals. Reversed donations will have a Reversed Date in the record.
- Open the donation record to be reversed.
- Select the Reverse button, located next to the Delete button in the lower left corner of the donation record.
- The Reverse Donation dialog box opens. This box warns you that other records linked to this donation in the database will be deleted.
- Enter a Reversal Reason for why this donation is being deleted.
- Select OK.
- 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 it can be resubmitted with the corrected fields.
- If you select Yes a donation screen opens with the donation information populated, yet you can modify the record as needed.
- Save the donation when completed.
NOTE: Reversed Donations can be queried with a Reversed Donation Query type in the Advanced Query Wizard. From this query type, you may query on the basic information of any donations in the system that have been reversed. With this feature, you may track which users have made the reversals, and when the reversals were made. Using a Donation Type Query, you can include the Available Field Replaced Reversal ID, which will list the Donation ID number of the original donation which was reversed.