Update Recurring Gift Statuses

On the Update Recurring Gift Statuses page, you can view and manage recurring gift status update processes from one central location. From here, you can add, edit, and start your update processes. When you update recurring gift statuses in bulk, you save time by updating multiple statuses at once. You select to include specific payment methods, identify frequencies, and define rules for how the program handles recurring gift statuses during the update process. For example, you can create a rule to update installments to "Past due" when they have an unpaid balance 30 days past the installment date.

To access the Update Recurring Gift Statuses page, from Revenue, select Update recurring gift statuses.

The Update recurring gift statuses grid lists the processes in the database and displays the name and description of each process. You enter this information when you add the update process to the database. The grid also displays the date and time each process last ran, and the number of gifts processed.

Depending on your security rights and system role, you can use the action bar to manage the update processes in your database. Select the double arrows next to a process to expand its row. From the action bar that appears, you can edit or delete a process, and assign permissions. When you assign permissions, you can allow all system roles to use the process or only select roles.

To start a process, from the action bar, select Start process. The process begins immediately.

Tip: To go directly to a process, select the process name in the grid. For more information about the tabs of a process status page, see Tabs of a Process Status Page. From the History tab of a process status page, select the double arrows beside a process to expand its row. From the action bar that appears, select View status page to view a detailed breakdown of process outcomes.

Note: For recurring gift statuses changed by the status update process, the "Changed by Status Update Process" reason code displays in areas such as the activity timeline. This reason code is system-defined and cannot be changed.

First, the process updates installments to "Past due" since the rules for updating recurring gift statuses to "Lapsed" or "Terminated" may depend on installment status.

Next, the process works with recurring gift statuses. The following status transitions are possible during the status update process:

  • Active, Lapsed, and Held update to Canceled

  • Active, Lapsed, and Held update to Terminated

  • Active and Lapsed update to Held

  • Active and Held update to Lapsed

  • Held updates to Active

If a recurring gift meets the conditions to update to more than one of the target statuses, the gift is assigned a status based on the order above. For example, when the next installment for a recurring gift is skipped and the status could potentially update to "Held," but the recurring gift is also associated with enough "Past due" installments to update to "Lapsed," the gift is updated to "Held."

Note that the process does not reactivate a "Canceled or "Terminated" recurring gift, and does not udpate a "Lapsed" gift to "Active." Both "Active" and "Lapsed" gifts can update back and forth from "Held" as skips occur. When the skips pass, the status update process determines the appropriate status as either "Active" or "Lapsed."