Removing a member with contributions

[debbieg]

Our financial secretary that enters contribution data, mistakenly entered a household/personal file for a member that already existed. she then posted contributions to that "new" member. I was trying to delete the "new" member but could not because it had contributions attached. Is there a way to move those contributions to the correct (original) member?
thanks, debbie

[NeilZ]

Our financial secretary that enters contribution data, mistakenly entered a household/personal file for a member that already existed. she then posted contributions to that "new" member. I was trying to delete the "new" member but could not because it had contributions attached. Is there a way to move those contributions to the correct (original) member?
thanks, debbie

Yes, the steps are very easy:

1. Move the duplicate personal profile to the existing member's Mailing List Profile (Household).
2. Change the envelope number listed on the duplicate personal profile to the envelope that the existing personal profile has.*
3. You can now delete the duplicate personal profile, as well as the duplicate Mailing List Profile.

* You cannot change the envelope number until the erroneous profile is under the same household Mailing List profile as the correct personal profile.

Hope this helps.

[debbieg]

yeah!! It worked. Now to go fix them all.....

[NeilZ]

yeah!! It worked. Now to go fix them all.....

What I had to do was train each set of Counters to properly find people in the Contributions entry module. Luckily with the Contributions audit trail, you can see who's doing it wrong, and thus give them some additional training.

After a few months of using the system, most (not all, unfortunately) of the duplicates disappeared.

[debbieg]

What I have done right now is removed the ability to add members from the financial secretary. I know this is not optimum for her because she will have to set contributions aside until she can contact the appropriate person (me at the moment) to add them. But this is causing me too much extra time to go behind and do clean-up.
thanks for all your advice.
Debbie

ps. Is the Contributions module the only place that you can see "who" updated something? I found in the Membership module that there was an update_date but not an update_by field.

[NeilZ]

What I have done right now is removed the ability to add members from the financial secretary. I know this is not optimum for her because she will have to set contributions aside until she can contact the appropriate person (me at the moment) to add them. But this is causing me too much extra time to go behind and do clean-up.
thanks for all your advice.
Debbie

ps. Is the Contributions module the only place that you can see "who" updated something? I found in the Membership module that there was an update_date but not an update_by field.

I can understand that, but once the person is properly trained, this will no longer be a factor. And, yes, currently the Contribution module is the only area outside of Funds Accounting with an audit trail.

[veramac]

I don't know if anyone else has run into this problem.
I have a member on Church Plus Version 11 that we are tryingto delete but it says we can't because of posted contributions.
I checked and there is no contributions posted to this member.
How can I delete this member that has no posted contributions but Church Plus Version 11 says it does.
We want to run our new directory with this member not showing up.
Thanks for your help.

[NeilZ]

I don't know if anyone else has run into this problem.
I have a member on Church Plus Version 11 that we are tryingto delete but it says we can't because of posted contributions.
I checked and there is no contributions posted to this member.
How can I delete this member that has no posted contributions but Church Plus Version 11 says it does.
We want to run our new directory with this member not showing up.
Thanks for your help.

Are you sure there are no contributions posted in the past ?? Powerchurch will give you this message if there have been any contributions posted to the envelope listed.

If you could be more specific as to why you want to remove the member, it may help. Is he deceased, moved and transferred, been inactive for a long time ??

In any case, you cannot delete a member with contributions until four years after the last contribution has been made. This is an IRS records retention requirement.

That said, give us more detail, and we will probably have an answer.

BTW ... its best that if you have a problem, start a new topic rather than find one that may be a few years old, there may be different circumstances or problems than what the topic was originally started for.

[veramac]

As I said I did check and there were no contributions.
This person has not made a contribution for over 5 years.
We are updating our records and would like to remove this person.
Thank you.

[NeilZ]

As I said I did check and there were no contributions.
This person has not made a contribution for over 5 years.
We are updating our records and would like to remove this person.
Thank you.

Then delete him, the system is only giving you a warning that there are contributions somewhere in the system against that envelope number. It could have been more than 5 years ago, and the system will still tell you that message.

You can then click YES, and it will ask you again, so click Yes again, and the record will be deleted.