Integrated RE & FE - Does reversing a batch in FE unlock posted fields in RE?

Rachel Kauer

Hi all,

(Not sure if this is the right category to post this, but it is related to integration between RE and FE)

We have a known issue and solution to prevent it from occurring. However, we are seeking alternative resolutions on how to “reverse” it when it does occasionally happen.

Issue:

We've occasionally had a batch of one-time gifts in a “recurring" batch template post as cash instead of pay-cash due to a failure to check the commit option “automatically apply gifts to pledges” even though pledges on the template are already individually applied and saved on each gift.

For some reason you need to do both when using a “recurring" batch template. If we only do it individual it drops the pay-cash gift type and reverts to cash once committed. So we know how to prevent this from happening, the solution is do both.

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Resolution:

Our usual procedure in the event of this error is to remove all gifts from the batch by adjusting to $0 and reposting for the original post date. Then re-committing the batch properly.

Question - are their alternative resolutions?

For integrated FE and RE users, do you know of alternatives to this method?

We were wondering if reversing the batch in FE would unlock the gift type in RE for editing, but I don't think it works this way. I think FE reversal only allows editing in FE. Can anyone confirm?

Just to clarify these are “one-time” gifts not “recurring gift” types, it is the actual batch template which is marked as recurring.

JoAnn Strommen

@Rachel Kauer I don't think it will unpost in RE. I think it just affects FE. Not sure though.

I think you may have the most efficient plan already. You could possibly delete the gifts vs. adjusting to $0. Depends on your policies and accounting needs.

A possible option would be, with user rights and great care, to unpost the gifts in RE. Manually you can then apply each to the correct pledge. Check with accounting to see if they need to track anything in accounting differently for cash vs. pay-cash gift types. This sounds like more manual work that what you are doing.

I have had a gift entry person miss that check box from time to time too.

Rachel Kauer

@JoAnn Strommen:

@Rachel Kauer I don't think it will unpost in RE. I think it just affects FE. Not sure though.

I think you may have the most efficient plan already. You could possibly delete the gifts vs. adjusting to $0. Depends on your policies and accounting needs.

A possible option would be, with user rights and great care, to unpost the gifts in RE. Manually you can then apply each to the correct pledge. Check with accounting to see if they need to track anything in accounting differently for cash vs. pay-cash gift types. This sounds like more manual work that what you are doing.

I have had a gift entry person miss that check box from time to time too.

That's what I suspect too. I've though about coordinating a test with the business office, but we're both a little wary, so I figured I'd start by asking XD.

Thank you, I did look into deleting, but it seems to leave a loose end in FE for the business office.

Unposting in RE could work…I will look into that. The current process sees me manually adjusting about 30 gifts when I forget to check that abdominal box, so it might be similar effort. Thank you for the suggestion!

Alex Wong

@Rachel Kauer
FE GL is not going to affect RE gift posting status.

The question is your process. Gift entered into RE (or commit from gift batch into RE) does not automatically get posted to FE. Posting is a separate effort that happens manually by someone going into RE and posting.

What process is in place for checking gift BEFORE they get posted. Obviously, if gift is posted, you have to do adjustment, as these adjustment will need to be posted into FE to “zero out” what was previously posted and then your “new” gift is posted into FE to correctly post to GL.

Rachel Kauer

@Alex Wong:

@Rachel Kauer
FE GL is not going to affect RE gift posting status.

The question is your process. Gift entered into RE (or commit from gift batch into RE) does not automatically get posted to FE. Posting is a separate effort that happens manually by someone going into RE and posting.

What process is in place for checking gift BEFORE they get posted. Obviously, if gift is posted, you have to do adjustment, as these adjustment will need to be posted into FE to “zero out” what was previously posted and then your “new” gift is posted into FE to correctly post to GL.

Thanks for confirming that Alex!

Normally we reconcile every batch before posting. I run gift and detail reports by fund code groups, review the batch summary report and then our business office runs a pre-post report and we compare all three. This is typically were we would catch errors if there were any.

Unfortunately both times this has happened, both myself and our FE person both missed that they reverted to pay-cash when we reviewed everything. We so rarely have errors I think we might be guilty of a touch complacency...which this certainly remedied! The COO caught it at end of month reconciliation which follows a similar report process from all three of us but also reports on pledge balances - on which the missing pay-cash was glaringly obvious.

So we have three people approving each batch and reconciliating using reports at multiple steps and then again at the end of the month. Thankfully the likelihood of all three of us missing it is negligible, but sometimes two of us do.

I will be putting a sticky note my monitor to hit that checkbox! Blasted thing…XD

Christine Robertson

@Rachel Kauer You can use the Unpost gifts Plugin to “unlock” the gifts and then change them, but you would still have to apply each one to the pledge/recurring gift manually and then you would either need to re-post them to the GL (be sure that the Finance team knows that these are the gifts that were previously posted as Cash!!) or mark them as posted so they do not post again unintentionally.

You can import adjustments with third party import tools like Importacular (adjustments are a paid option though), but there is no way in the native RE tool to add them in bulk.

Rachel Kauer

@Christine Robertson:

@Rachel Kauer You can use the Unpost gifts Plugin to “unlock” the gifts and then change them, but you would still have to apply each one to the pledge/recurring gift manually and then you would either need to re-post them to the GL (be sure that the Finance team knows that these are the gifts that were previously posted as Cash!!) or mark them as posted so they do not post again unintentionally.

You can import adjustments with third party import tools like Importacular (adjustments are a paid option though), but there is no way in the native RE tool to add them in bulk.

Thanks Christine!

I didn't even think to look into plugins, brilliant idea! We do have importacular and to do a mass adjustment would save a tone of manual work with our current process. Provided we set up right of course XD. Do you happen to know any examples of an importacular template for adjustments you could point me at?

Doing an unlock with a plugin could be an option to but is still very manual as you say and be messy with cash flow and credits/debits in FE and we definitely want it to fix pay-cash on both systems. But that first option I love.

Christine Robertson

@Rachel Kauer Glad to help! Bulk importing the adjustments should be a definite help!