Error

[wandkett]

One of my the inputers have input the contributions into the wrong fund. or it looks as if the ones that were labeled for tithes (1) are now 33. Is there a way to go in and identify the ones that should be 1's not 33's and do a mass change?

[NeilZ]

One of my the inputers have input the contributions into the wrong fund. or it looks as if the ones that were labeled for tithes (1) are now 33. Is there a way to go in and identify the ones that should be 1's not 33's and do a mass change?

I don't believe that there is a way to do a mass change of the contributions once the data has been entered. I do hope that the data has not yet been posted, as it is much easier to change this prior to posting than after.

What you should do is run an Unposted Contributions report which will give you a list of the Contributions not yet posted in data entry order. It will list the contributions given to each fund. Then using the Modify Unposted Contributions functionality, you can go to each affected envelope and change that contribution entry.

FWIW ... I've seen this happen before when the Data Entry person did not realize that they did not change the contribution fund number to something other than normal weekly contributions, and just continued to enter data under a special fund.

We solved this by having two people enter envelopes, one reading the envelope and calling out the number, amount and fund; and the other just entering the data. The person calling the data tends to remind the data entry person to verify the fund number.

Hope this helps.

[wandkett]

The contributions form 1-1/07 to 6/30/07 are posted. WE have entered the contributions for July 07. From the 8th on we have useed the correct fund numbers. If we delete the fund 32, 33, & 34 which don't concied with tithes or any other fund what happens to the amounts in those funds? also, how do you delete a fund #? are questions asked? Also, of course no one know how this happened.

[NeilZ]

The contributions form 1-1/07 to 6/30/07 are posted. WE have entered the contributions for July 07. From the 8th on we have useed the correct fund numbers. If we delete the fund 32, 33, & 34 which don't concied with tithes or any other fund what happens to the amounts in those funds? also, how do you delete a fund #? are questions asked? Also, of course no one know how this happened.

If there are contributions posted to a fund, the system will not allow you to delete the funds. Now since the contributions have been posted (I'm also assuming to the Funds Accounting module) the only way to back these out, would be to reverse each entry to the incorrect fund, and then re-enter the correct entry.

This would involve the following:

1. Running a Funds Total By Envelope report for the range of incorrect funds to get a list of incorrect entries.

2. Using that list and reversing each transaction (by date) manually.

3. Posting the changes. If the incorrect funds were setup with the proper Funds Accounting account numbers used for your normal contributions, then you don't have to worry about posting to Funds Accounting, just post to the Contributions module only.

If they were not setup properly, the posting to Funds Accounting will adjust those accounts through the proper reversing transactions. That is,I believe, if those months in question have not been closed in Funds Accounting.


As far as how this happened, It sounds like someone has more than Data Entry permissions to the Contributions module. Only your Contributions Secretary or equivalent should have Add/Change, Delete and Post permissions to that database.

Having Data Entry permissions will allow any data entry person to run a few reports, but also modify unposted transactions in case of an error during the data entry. It also grants them access to add new contributors.

[Jeff]

Usually this situation is created when someone is trying to add new contribution fund number and forgets to click the add button before doing so. To add a new contribution fund, go to Maintain contribution funds and click the add button, fill in the fund number and description and click save.

If you don't click the add button you are changing displayed contribution fund. You can change the fund number and the name at any time. Here is the text of the confirmation prompt you get when you change the fund number in version 10.

Maintain List of Contribution Funds
WARNING: You are about to change the existing contribution fund number from 1 to 500. This will change all contributions and pledges recorded to fund number 1 to fund number 500.

Are you sure you want to make this change? If so select 'Yes' to continue, otherwise select 'No' to cancel this change.

If you are trying to add a new contribution fund, click 'No' below and then select the 'Add' button at the top of the Maintain List of Contribution Funds data entry form.

If you look at the contribution audit log, you will see an entry for the contribution fund number being changed.

[NeilZ]

Usually this situation is created when someone is trying to add new contribution fund number and forgets to click the add button before doing so. To add a new contribution fund, go to Maintain contribution funds and click the add button, fill in the fund number and description and click save.

If you don't click the add button you are changing displayed contribution fund. You can change the fund number and the name at any time. Here is the text of the confirmation prompt you get when you change the fund number in version 10.

Ach!! Totally forgot about that type of error ... even version 9 asks you to confirm any changing of the fund number. I missed that in the original post.

[wandkett]

How do i change the fund Number?

[NeilZ]

How do i change the fund Number?

Go into the Maintain List of Contribution Funds function and look for the incorrect fund. Then change the number listed, and then save.

For example, find fund 33, and change it back to fund 1. This will only work if there is currently no fund 1 in existence.