Simple Edit of Individual Gifts

Sarah Godfrey

Hi, I am new to Raiser's Edge and I have been manually adding One-Off gifts. I want to edit some dates of payment and the only option I have is to edit the amount. Can someone help me?

JoAnn Strommen

@Sarah Godfrey Welcome to the BB community!

What do you mean edit payment date? Is this for gifts entered previously or initial entry of the gift?

As you can edit amount field, it doesn't sound like gifts are posted. Or are you trying to make adjustments to posted gifts?

Does that make sense? Not sure how new you are - does your org post gifts to a general ledger? Then editing process changes.

Sarah Godfrey

Thank you JoAnn. I entered the gifts on a specific date and posted them to the ledger. I cannot now edit the dates by going back into the gift.

JoAnn Strommen

Correct, after a gift is posted to the GL for obvious reasons changes are limited or financial reports from the GL get really messed up.

What you can do is a gift adjustment. On the gift record go to the dropdown under “Gift," select “Adjust." There is a field for Adj GL postdate (the second date field).

Just be sure you are using the date your finance office wants for adjustments. For me, when I make any changes to amt/fund/etc. I am to use original gift date in this field and check the box to use adjustment GL post date.

Sarah Godfrey

Hi Joanne,

Thank you again. I think the biggest issue is that I can't seem to access the database view in order to get to the records.

Madeleine Holdsworth

I agree with JoAnn, about making the adjustment. It's always good to have that audit trail. When I make an adjustment, I also run an adjustment report (in Reports-→Financial Reports-→Adjusted Gift Report). I keep a copy with the batch docs and also send a copy to Finance. We have certain business rules so sometimes I post the adjustments directly through the “Post to GL” add-in (we're integrated with Financial Edge), but other times I mark as posted in RE, add a note in the adjustment report as to whether Finance needs to make a journal entry to adjust, as well as the reason for the adjustment. That way everyone knows that gift's workflow. Since you mentioned accessing database view, I would add that if you are having difficulty accessing data that you need to access, have the DB admin check your user permissions in RE. Good luck!