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Transfer Payments

 
Change/Correct Payee
If you accidentally assigned the Payment to the wrong person when using the Add a Payment Tool:
  1. Go to Products & Payments > Payments and open the Payment record.
  2. Click Edit.
  3. Change the Contact to the correct Payee.
  4. Click Save.
  5. Use the jump link to jump to the Payment Detail record(s).
  6. Make any edits, if needed.
  7. Use the jump link to jump o the Invoice Detail record(s).
  8. Make any edits, if needed.
  9. Use the jump link to jump to the Invoice record.
  10. Make any edits, if needed.
Change/Correct Beneficiary
Occasionally a scenario comes up where one person pays a Deposit for an Event then decides to cancel, but they want their Deposit to be applied to another person. The following steps only work if the person receiving the "gift" already has an Invoice and has already paid a Deposit:
  1. Go to Products & Payments > Payments and open the Payment record of the person no longer attending.
  2. Click to open a Payment Detail record that you wish to "transfer" to some other person's Invoice.
  3. Click Edit on that Payment Detail.
  4. Click the [...] button next to the Invoice Detail.
  5. Select the Invoice Detail record of the person who will benefit from this gift.
  6. Click OK to set this Invoice Detail.
  7. Click Save.
Separate action is needed to set the Event Participant record of the person who is no longer attending to canceled and to modify their invoice to reflect that future payment is not expected.
 
The above change may need to be followed-up with a journal entry in your accounting system if the payment originally credited a different income account then the one used by the event.
Convert Payment into Donation

A registrant may request that their Payment for a cancelled Event participation be kept by the church as a Donation. This is possible, and requires multiple steps. Basically, you'll issue a refund in MP (not actually refunding money, but treating the records as though you are) and then add the Donations through the BMT. Here's how:

1. Update the Invoice and Invoice Detail records.

This ensures that the registrant won't get confused if they look at the My Purchase History page on the Portal, so it won't look like they owe what they requested become a Donation.

Update the related Invoice record:

  • Invoice Total to 0.00
  • Invoice Status to Cancelled 

Update the related Invoice Detail record(s):

  • Line Total to 0.00

2. Refund the Payment

Refund the Payment in MinistryPlatform with the steps below. These are very similar to those listed for Reversing Authorize.NET payments made via Credit Card or echeck:

  1. Locate and open the Payment record in Products & Payments > Payments.
  2. Click Copy:
    1. Select the Payment Detail sub-page to copy the detail.
    2. Click OK.
  3. Click Edit on the newly-created record.
  4. Make the Payment Total a negative amount.
  5. Change Processed to No.
  6. Add a Note indicating the funds were donated and there is now a donation record in MP for it
  7. Save the Payment record.
  8. From the open Payment record, on the Payment Details sub-page, for each of the newly created Payment Detail sub-page records that are greater than $0:
    1. Click to open (don't click the jump link).
    2. Click Edit.
    3. Make the Payment Amount negative.
    4. Click Save.
    5. Repeat as needed for each Payment Detail.
  9. From the open Payment record, on the Payment Details sub-page, for each of the newly created Payment Detail sub-page records that are less than $0 (for example an Early Bird Discount):
    1. Click to open (don't click the jump link).
    2. Click edit.
    3. Make the payment amount $0.
    4. Click Save.
    5. Repeat as needed.

      Alternatively, you can remove the copied details:
      1. Click the jump link to go to the Payment Detail record.
      2. Click Delete (there should be no dependent records).
      3. Repeat as needed.
  10. You can then export the Payment if you are also going to export the donation for the GL records, if you are going to do a manual journal entry, then mark the payment exported.

3. Add the Donation with the BMT

  1. In the BMT, with appropriate rights, start a new Batch.
  2. Click New to create a new donation
  3. Add the donor name/amount and appropriate distribution information.
  4. Use the Payment Type of the original donation. Add a note saying this donation was transferred from a payment.
  5. Finalize the Batch
  6. Put the Batch in it's own deposit.
  7. Export if you exported the deducted payment, otherwise edit the deposit and mark it exported and make sure you adjust the GL appropriately with a manual entry.

When all of these steps are complete, you will have created a new Donation/Distribution AND credited a negative Payment/Payment Detail record.

Please be aware of the following:

  • If you did not export both the refunded payment and new donation to your general ledger you will need to add a manual journal entry to address these
  • If you have separate processing accounts for Donations and Payments, it is likely that the payment records cannot be "moved" so the transfer should be noted/tracked as needed internally for reconciliation purposes. If you have separate bank accounts for Donations and Payments, additional steps may be needed to transfer the money.