Use this link to share with your colleagues:
How to Handle Voided Donations: https://help.pm.leapevent.tech/a/1501050
To ensure accurate financial reports, mistakenly-entered Donations can be refunded, but can't be deleted. Some organizations find it confusing to have actual monetary refunds and refunds that represent backed-out mistaken entries represented in the same way in PatronManager.
There are two ways to handle these kinds of "voided" Donations to reduce their impact on your day-to-day usage of PatronManager. You may choose to use one or both depending on your goals; whatever you decide, consistency is key.
- Option 1: disassociate the refunded Donation from the donor
- Option 2: change the Stage of the refunded Donation to "Voided"
Let's take a look at both options!
Option 1: disassociate the refunded Donation from the donor
This will ensure that the mistaken entry doesn't appear at all in the "Donations" related list on the Donor's Account/Contact. This is only necessary for clarity for internal users; refunded Donations aren't visible to the patron in PatronPortal.
You only need to do this once - in future, you'll always have this Account to use!
1. From the "Accounts" tab, click "New"
2. Choose a Record Type and click "Next"
The Record Type isn't particularly important, so leaving it as the default is fine.
3. Name the Account "Voided Donations"
4. Choose your bucket Account Type
If you haven't created bucket Accounts before, head over to this article to learn how!
5. Save!
1. Navigate to the refunded Donation record and click "Edit"
Haven't refunded it yet? You'll need to do that first: processing the refund creates a new, negative transaction record to back out the original payment. This is necessary so that your financial reports are accurate.
2. Clear the "Donor" field
3. Change the "Account Name" field to your "Voided Donations" Account
4. Save!
5. Scroll or click to find the "Contact Roles" related list
6. Delete the donor's Contact Role
7. You're done!
The Donation is now only associated with the "Voided Donations" Account, and no longer connected to the original donor's Account or Contact.
Option 2: change the Stage of the refunded Donation to "Voided"
This option may not be necessary, since most reports can include the Account Name on the Donation; as long as your finance team understands that "Refunded" Donations associated with the "Voided Donations" account are in fact voided entries, this may be sufficient.
If you want extra clarity and the ability to easily separate these records from other refunded Donations in reports, here's how:
Follow the steps in this article (see the first example, specifically) to create a Stage value called "Voided". It must have all the same attributes (Probability, Status, etc) as "Refunded", and the name must be "Voided".
1. Navigate to the refunded Donation record and click to edit the Stage
Haven't refunded it yet? You'll need to do that first: processing the refund creates a new, negative transaction record to back out the original payment. This is necessary so that your financial reports are accurate.
Change the Stage from "Refunded" to "Voided", and save
Don't see "Voided" as an option in the dropdown? You may have missed the step to add that Stage to the Sales Process used for this particular Donation. Search for "Sales Process" in Setup and adjust as needed to add the "Voided" value.
If you don't see the "Voided" value there either, you may not have created it yet. Head over here to do that first.