Delete Gift
- Janine Anderson
- Chris Barrett
About deleting gifts
Once you record a gift and associated payments, you may need to delete the gift. For example, if you made an administrative error and associated the gift or a payment with the wrong individual.
Use caution when deleting gifts and payments as they may have already been reconciled in your financial records.
Prerequisites
Required permissions
Module | Number | Description |
|---|---|---|
System Admin | 293 | Set warning to adjust financial records if gift posted |
Alumni/Development | 1174 | Ability to delete a gift |
Set warning to adjust financial records if gift posted
If you’ve already posted a gift to your financials, you can configure Campus Cafe to warn someone deleting the gift that financial records will need to be adjusted using a manual miscellaneous cash batch (Financials > Cash Batch). This will reverse the transaction in the general ledger.
Go to Admin > Custom Control.
In Search enter CRTMISCBCH.
Click the pencil.
In Parameter Value 1 enter Y.
Click Save.
Go to Admin > Refresh Data Cache.
Delete gift
You can delete an entire gift and all its associated invoices and payments.
Go to the donor’s profile.
Go to Person Selected > Gifts.
Next to the gift to delete click the X. This removes the gift from the donor’s record but doesn’t create a financial transaction to reverse any gift invoices or payments. If you need to reverse the gift on your financials, you must manually create a reversal using cash batch.
Delete gift transactions
Instead of deleting a gift, you can just delete the payments associated with the gift. If you delete transactions where the accounts receivable (AR) code is payment record (PR), all soft/hard credits (accounts receivable code HC) associated with the payment are also be deleted.
The invoice (AR Code IN) can't be deleted from this page, and must be deleted from the Gifts page.
Go to the donor’s profile.
Go to Person Selected > Gifts.
Next to the gift containing the payment to delete click the money icon.
Next to the payment transaction to delete click the X. This removes the transaction from the donor’s record but doesn’t create a financial transaction to reverse the gift. If you need to reverse the transaction on your financials, you must manually create a reversal using cash batch.
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