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Transferring Donations

 
Reassign Donations
If you wish to transfer or re-assign Donations from one Donor to another follow the steps indicated here.
 
Scanned Checks Associated with the Wrong Donor
If a check was originally scanned and associated to the wrong family member who lived at the same address (and this was not caught in the beginning), all checks subsequently scanned having the same account and routing number is automatically associated to the same family member. For example, checks should have gone to the grandfather, but are going to the grandson. In this scenario, it's important to remember that the Donor Account record is different than Donor record. To remedy, you need to:
  1. Find the Donor Account record (Stewardship > Donor Accounts) that belongs to the grandson's Donor record.
  2. Change the Donor to the grandfather's Donor record (from the grandson's).
  3. If this results in a duplicate Donor Account record for the grandfather, a MinistryPlatform routine combines it within the next few days.

These duplicate Donor Account records only merge if they're assigned to the same Donor record, have the same account number, and have the same routing number.

Convert Donation into Payment

A registrant may have made a donation that was supposed to be a payment. In that case, you can convert the donation into a payment. Here's how:

  1. Add the Event Registration. The Event Participant record can be added manually or through the event registration:
    • Manual Add: You can add an Event Participant to the Event simply by opening the Event record > click New > add desired individual as 02-Registered > Save. If there is a Form assigned to the Event that information will need to be input as well. This can be done through the Add a Payment Tool (below). In order to do this you will need to know the answers to the Form questions.
    • Event Registration: The Participant can complete the registration as anyone else would online. Since they have already paid they will need a Promo Code that will remove the Registration Total. This way they can can submit the registration (and therefore create an Event Participant record and Form Response) without making a payment.
  2. Add the Payment. Once the Participant has an Event Participant record, add the Payment using the Add a Payment Tool. See the Add a Payment Tool KB article for details.
    • If you added the Event Participant manually this is where you will need to fill in the Form answers.
    • If the Event Participant was added through the Event Registration you will need to manually modify the Invoice and Invoice Detail records before using the Add a Payment Tool:
      • Open the Invoice record
      • Change the Invoice Total to the total payment amount
      • Open the Invoice Detail record for the Promo Code
      • Change the Line Total to $0
  3. Handle the Donation. Once the Event Participant record is created and the Payment information add the Donation record can be updated.
    • The method for handling this is based on how donations are recorded in your General Ledger.
    • You can either add a negative donation to cancel out the current one or set the donation to $0 and add a note as to why it is $0.
    • See Making Corrections (Donations) for some insights on general ledger impact. 
Mission Trips
See Mission Trip Donation Entry for details about transfers related to Mission Trips.