Deleted Family and Contribution

[songbird331]

I have 11.5 version...I had a family entered twice in membership and so I moved the one with most info into the other. It asked me if I wished to delete it, thinking I would just delete the duplicate persons, but it deleted the whole thing, with the envelope number. How can I fix this problem, or is there a way? I checked my contribution reports and it shows 99999-envelope number.

[NeilZ]

I have 11.5 version...I had a family entered twice in membership and so I moved the one with most info into the other. It asked me if I wished to delete it, thinking I would just delete the duplicate persons, but it deleted the whole thing, with the envelope number. How can I fix this problem, or is there a way? I checked my contribution reports and it shows 99999-envelope number.

I hope you did a backup before you did this, as that's the only way you can fix this. Once the history is moved to the 99999, you can't recover it to another envelope.

Then, you need to move all the personal profiles under ONE mailing list profile, then if there are two envelope numbers, you would use the envelope reassign feature to move the history of one into the other. Then you would delete the extra personal profiles, and the extra mailing list profile.

[Jeff]

In version 11.5 when you move the last person out of a family, it will ask if you want to delete the family. It should not have deleted the person. The contributions should be still tied to the original person in the new family you moved them to. You would then need to change the envelope number to combine contributions together. If you just delete the person at this point without changing the envelope number, their contributions will be moved to 99999.

I take it you had duplicate profiles for a person. The easier way is to use the Merge Duplicate Profiles option. Membership -> Personal Profiles -> Setup -> Merge Duplicate Profiles. This will walk you through combining 2 duplicate profiles. It will combine their contributions, activities, attendance, as well as their setting in Personal Profiles. If their are any conflicts, it will ask you which one you wish to keep.

[NeilZ]

I keep forgetting that that Merge Profiles wizard had been added ... much easier than the old manual procedure.

[songbird331]

Now that I've re-entered the contributions (year 2012), a box shows up saying 'some of the contributions you are posting have a year that doesn't match current system year, and do you want to continue?' How do I continue this process?

[NeilZ]

Now that I've re-entered the contributions (year 2012), a box shows up saying 'some of the contributions you are posting have a year that doesn't match current system year, and do you want to continue?' How do I continue this process?

As long as you entered the data for 2012, under the date of 2012, the system will properly post them to 2012. What the program is doing is letting you know that you may have accidentally used the wrong date.

The only thing that you need to do is 'continue' ... but one thing for certain, make sure that you post the reentered contributions for this family to CONTRIBUTIONS ONLY.

You do not want to post them to Funds Accounting, otherwise you'd be throwing off the 2012 income since these contributions have already been accounted for in FA.

[songbird331]

Thank you so much for your help...seems like when I make an error I go ALL OUT! Learned this lesson quite well. Always appreciate your assistance.

[songbird331]

Just one more question...I just ran a report for one Sunday in 2012 to make sure it looks right, and I noticed it shows the profile I re-entered and also the '99999' contribution. Will I need to "not" include that fund # when I run my reports from now on, because the deposit amount is off by that 'deleted amount?

[NeilZ]

Just one more question...I just ran a report for one Sunday in 2012 to make sure it looks right, and I noticed it shows the profile I re-entered and also the '99999' contribution. Will I need to "not" include that fund # when I run my reports from now on, because the deposit amount is off by that 'deleted amount?

Since you reentered the funds in 2012 ... you do need to only include the envelope numbers that are actually in use, and leave out the 99999 envelope.

If you're needing to have reports of income, I'd use a report from the Funds Accounting covering for an accurate number.