Deleting or modifying a contribution fund

[chazz]

Hi,

As some of our contribution funds get out of date, I would like to either delete the fund, or change the number (to a higher number, for example). The manual (p 141) says you can use the Maintain List of Contributions to delete or modify existing funds. How? It does not allow me to delete a fund if any activity has been recorded in that fund, even if there is a zero balance in the fund. There are no buttons to change the number of a fund. In short, how can I delete a fund, or change its number.

[Zoe]

You are not able to delete a fund if it has posted contributions, but you can change the number. To do this you would just bring up the contribution fund in the Maintain List of Contribution Funds screen and type over the existing number with the new number. It will update all contributions given to that fund with the new number. Be sure to make a backup before deleting or changing any funds.

[swm]

I need to totally delete some old contribution accounts and expense accounts.......we set up sub-accounts for students under a particular fund.......i need to delete/remove old student accounts and old student contribution funds. I need the space for new students and new contribution funds. How do I delete these accounts?

[NeilZ]

I need to totally delete some old contribution accounts and expense accounts.......we set up sub-accounts for students under a particular fund.......i need to delete/remove old student accounts and old student contribution funds. I need the space for new students and new contribution funds. How do I delete these accounts?

Are you talking about actual Contribution Funds, or are you talking about Funds Accounting accounts. They are two separate things, and with you talking about 'sub-accounts' this is pointing me toward Funds Accounting.

If you would elaborate on this it would aid in assisting you.

[swm]

It would be both.......accounting funds (which would be sub accounts within a fund)........and contibution funds that connect with the accounting subaccounts ........ expense accounts and contribution subaccount within the accounting funds. We will never use these accounts again......we used to be able to just delete them and now the PC program is not allowing this.......we really need to be able to delete these accounts completely.

[Zorak]

Older versions of the program (version 8.5 and prior) would not carry accounting history from year to year.

It would not let you delete an account unless there was no posted history found on the account. Newer versions hold accounting history forever, or until you choose to delete old data. The process is the same, it will not allow you to delete an account that has history.

Contributions has never allowed you to delete a fund that has history. Again, in this case, you could delete old data, to get rid of the history, then you would be able to delete the fund and the accounts.

There is a Delete Old Data menu option in both Fund Accounting and Contributions. You can not undo that process, so make a backup before using it.

[tborgal]

I do a complete archive of the program and data at the end of each calendar year. I take the entire PC+ folder and copy it into a folder which I call "PcArchive". Within this folder are folders for each year with the entire program in it so if there is a version update I can still get at the data. This way you can delete any data you want and still have archived data to go back to should you ever need it.

[swm]

Okay..........I'll see what happens. Thank you so much for your replies.

[bookkeeper-sheila]

We have a different solution in our church. We simply rename the contribution fund, and put notes in the accounting fund number about the switch. For example, we had a contribution fund that ran for a specific event in 2005. I needed more space in that block of contribution fund numbers. I simply renamed the contribution fund number and under the old acct number, I noted that it used to link to contribution fund for dates ranging in 2005. The new history going into that contribution fund would be linked to a different acct number, and notes would be placed in that acct number stating the new link to the contribution module.

This is the best way for us to keep the history of the funds/accts link and keep the flexibility of the contribution fund number ranges.

[swm]

I thought of doing this. It's too bad we just can't delete these funds that we will no longer be using....I pray PC will change that.

[swm]

My response to this one: There is a Delete Old Data menu option in both Fund Accounting and Contributions. You can not undo that process, so make a backup before using it.

Is there an option to just delete one particular subaccount data if I choose the Delete Old Data option? I don't want to delete all the data within a particular Fund......I just want to delete data on only one subaccount listed with a fund. Is this possible to do or no?

[Zorak]

You can not delete data from a specific fund. The delete old data process is date related and deletes everything within the specified range of dates.

You do have the ability to combine multiple funds together, if you wanted to merge all of your inactive funds into one, then change the fund number to 9999 or something, "Inactive Funds".

That would free up the fund number range and allow you to still run reports, such as Contribution Statements in the future and still have their totals be correct.

[swm]

Okay. Thank you.