Editing a Donation



Editing a Donation

To find a donation, first find the donor, then if necessary scroll to the desired donation in the Donations area of the main window. The currently selected donation has a pointing hand icon to the left of it.


Once you have found the donation, you can edit its information to correct errors. Simply click into any of the fields in the Donations area and start making changes. Just like when you are entering a new donation, press Enter or F10 to save the changes, or ESC if you wish to cancel your changes. (You can't do anything else in the program until you choose one of those two options to finish editing.)


Editing Prior Year Donations


There are options on the Donations tab of Maintenance ⇒ Main Window Options that allow you to see not just the current year's donations on the main window, but also additional years. However, donations from other years are never editable by clicking into their fields and typing. All of their fields have grey backgrounds to indicate this, and they don't allow changes. To edit them, you need to first change to the year of the donation(s) you want to edit, with the Maintenance ⇒ Change Year menu option.


Editing Receipted Donations


Donations which have already been receipted (with a value in the Recpt # field) are not editable by clicking into their fields and typing. All of their fields have grey backgrounds to indicate this, and they don't allow changes.


The reason for this is that if you edit an already receipted donation in any way, you will have to create a corrected receipt for it.


One way to change a receipted donation is to delete it and re-enter it with the desired corrections, but that should seldom be necessary, because of the new Correct option, described below.


Starting in version 4.01 of DONATION, you can actually correct receipted donations, and then automatically create the corrected receipt. To do that, first click on any field in the receipted donation row that you want to correct, so that the hand pointer at the left points at it. Then click the Correct button in the row of buttons above the donations. Alternatively, you can right-click on a field in the receipted donation, and pick Correct from the popup menu.


After a question confirming that you want to edit that row, a window such as the following will come up for editing it:




The same fields will be displayed in this window as are displayed on the program's main window, based on your selections in the Donations tab of Maintenance ⇒ Main Window Options.


Make any changes you need, then click Save (which will be enabled as soon as you make any changes). You will then be prompted to create the corrected receipt, after answering whether that receipt number has previously been sent to the donor. (That will determine whether or not the generated receipt is marked "Corrected".)


As usual, you can then print that receipt, email it, or save it to PDF, to get it to the donor. If you do not do any of those actions, but rather just close the window displaying the receipt, the change to the donation will be saved, but any corrected receipt will not be saved, and you will have to create it later.


Limitations: For technical reasons, you cannot use the Correct button and the editing window above to change a receipted Gift in Kind donation to a non-Gift in Kind donation, or a donation with Advantage (with the Eligible Amount filled in) to one without Advantage, or vice versa for either type.


Also, for any receipt generated in a version of DONATION prior to 4.01 (released in November 2017), using Correct to add a description of the advantage to a donation with advantage will not change the corrected receipt to be the new type that prints the description of the Advantage. The only way you could do that would be to delete the donation, issue a corrected receipt for it, then re-enter a new donation and issue a new receipt for it.


For more details, see Generating Duplicate or Corrected Receipts.