Committed Batch Gift Dates Different from Batch Entry Gift Dates HELP!

Alicia Valtierra

Hopefully I can explain this correctly.. I'm very confused. I entered a few batches a couple of days ago…

If I go to the Batch area on RE7, open up a specific batch, lets call it B#15320, Gift Date reads 8/8/23.

My accountant brought back this committed (printed) batch and said all the gift dates are incorrect. The printout reads a 3/8/23 gift date. Went back on the computer, opened B#15320, it reads 8/8/23 on the screen.

HOWEVER, if you click in the individual constituent records, the gifts are listed in the giving history as the incorrect 3/8/23 date.

Why/How would this be happening if the batch I submitted has the “correct" date at entry?

This has happened on the last 3 batches I've created. I'm not sure if there's a setting or something I may have hit to cause this?

Austen Brown

@Alicia Valtierra - Is there any chance that your accountant is seeing the GL Post Date or read out on an individual record is set to view the GL Post Date instead of the Gift Date?

Kenzie Brown

@Alicia Valtierra Could it possibly be a printer error? If the date is listed on the far left of the page and the print margins aren't wide enough, a cut off 8 looks like a 3. Same goes for a different view of the gift date - is part of it being obstructed so you can't view the entire field?

Karen Diener

@Alicia Valtierra
Your gift batch will always reflect how the gift was entered. Once the gifts are committed, you can do anything you want to them and the change will NOT reflect in the batch.

Is this a recurring batch by any chance? Not a recurring gift batch - a batch that you reuse. Recurring batches allow you to choose the date to use for the Gift Date and the GL Post Date, and I'm pretty sure it will default to the last date used unless you change it.

My only other thought is that someone made a change to the gifts after they were committed. It seems less likely, but that is the only other thing I can think of!

Karen

Alicia Valtierra

@Karen Diener
Thanks for your reply!

• I've pulled up the committed Gift Batch “on screen” and it still says correct “Gift Date” of 8/9/23
• The printed committed batch I personally printed reads 3/17/23 under the “Gift Date” which is incorrect
• If I go into that batch “on screen” click into a constituents record and go to the “gifts" tab to see their history, the gift associated with the batch is listed with the incorrect “gift date” of 3/17/23

It's unfortunately not a recurring batch. I thought about that. But the last 3 I entered were brand new batches..

My accountant says she hasn't adjusted anything.. she just printed out a validation report. On her validation report print out, under the “Type reference GL post date” it reads 8/15/23.

However, she can't pull it across because the gift dates in RE read 3/17/23 and don't match.

We're going through an audit and this incorrect 3/17 date is in our last fiscal year, so it's creating a huge error for multiple gifts… so as a quick fix, we just deleted these 3 batches since they're meant for the current fiscal year. However, still just trying to get to the bottom of this! Im going to try and re enter to see if it happens again.

Alicia Valtierra

@Kenzie Brown:

@Alicia Valtierra Could it possibly be a printer error? If the date is listed on the far left of the page and the print margins aren't wide enough, a cut off 8 looks like a 3. Same goes for a different view of the gift date - is part of it being obstructed so you can't view the entire field?

oh this was a good idea to check.. but unfortunately I don't believe it was a printer error… the dates are on right side of the page, printed as MM/DD/YYYY. So, if anything were being cut off, it'd be the year.

Alicia Valtierra

@Austen Brown:

@Alicia Valtierra - Is there any chance that your accountant is seeing the GL Post Date or read out on an individual record is set to view the GL Post Date instead of the Gift Date?

Hmm, good question. I'm looking at the post date and it's 8/15. the gift date is meant to be that too..

I DID just notice that the batch I created was named B15323 and committed as 15323. However the control report that was printed says Batch 15322…. is there a reason for this??

Alicia Valtierra

@Alicia Valtierra
I DID just notice that the batch I created was named B15323 and committed as 15323. However the control report that was printed says Batch 15322…. is there a reason for this?? I feel like that's abnormal and now I'm question my last 2 years of experience doing these batches!

Austen Brown

@Alicia Valtierra - I recommend you reach out to support about this, if you haven't already.