Write off all or a portion of an individual overdue or underpaid recurring gift installment

  1. Access the record of the recurring gift with the installment amount to write off. For information about how to access a revenue record, see Search for Transactions.

  2. On the Activity tab, select the double arrows next to an installment to expand its row. From the action bar that appears, select Add a write-off.

    Tip: Installments with a partial or full remaining balance display with a status of "Past due" or "Expected." The status depends on the rules you define for a recurring gift status update business process. For more information about the business process, see Update Recurring Gift Statuses.

    Tip: When an installment is due less than five days prior to the current date, the installment is eligible to be skipped or written off. When an installment is due more than five days prior to the current date, the installment is only eligible to be written off. For more information about how to skip an installment, see Skip and Undo Skips for Recurring Gift Installments.

    Details including the installment date and number, original installment amount, and the current installment balance appear.

  3. In the Write-off date field, select the date of the write-off.

  4. In the Write-off amount field, enter how much of the recurring gift to write off.

  5. In the Reason code field, select the reason for the write-off.

    Tip: To configure write-off installment reasons codes, from Revenue, select Reason codes under Configuration. From the Revenue tab of the Reason Codes page, under Write-off, you can work with reason codes for installment write-offs.

    The new installment balance reflects the remaining amount after the write-off.

  6. Select Save.

    To view a timeline of details for the installment, select the double arrows next to the installment to expand its row. A read-only grid displays a row of details that reflect the state of the installment over time. Each row displays the date, activity, amount, and balance of the installment as it changes.

    Tip: Once an installment has been written off, you can edit or delete the write-off using the Manage write-offs option. For more information about this option, see Manage write-offs for a recurring gift installment.