Edit a payment

  1. Access the record of the payment to edit. For information about how to access a payment record, refer to Search for Transactions.

  2. Under Tasks, select Edit payment or Edit posted payment. The Edit payment screen appears.

    Note: You cannot edit the constituent entered for a payment. For information about how to change the constituent, refer to Change Constituent on a Revenue Record.

  3. Edit the payment amount or date as necessary. If the constituent requests to make the payment anonymously, select Payment is anonymous.

    Note: If you edit the payment amount, certain associated records might be affected. For more information, refer to Edit Revenue Amount.

  4. Under Current applications, the grid displays the applications of the payment transaction. In the Applied column, edit the amount applied to each revenue type as necessary. To edit information about a specific application, select it in the grid and select Edit. To delete an application from the payment, select it in the grid and select Delete.

  5. To add a new application to the payment transaction, in the Application field, select the revenue type to which to apply the payment transaction.

    • If you select to apply the payment to a donation, an unapplied matching gift claim, or a payment type of Other, enter information about the application such as its designation and category, and select Add.

    • If you select to apply the payment to an outstanding commitment of the constituent such as an event registration or a pledge, select the commitment to which to apply the payment and select Add. To apply the payment to a pledge that does not appear, select Pledge in the Application field and then select the icon that appears next to the field. To apply the payment to the commitments of another constituent, select Find commitment.

  6. To edit information about how the constituent paid the revenue, select the Payment information tab. Edit the payment method and details of the payment method as necessary.

    Note: When you edit a payment, you may need to issue a refund to the credit card used for the transaction. When you edit a payment by credit card that has been processed through the Blackbaud Payment Service, the Refund card on save checkbox appears if the gateway that processed the credit card supports refunds. By default, the checkbox is marked and a refund will be issued.

  7. To edit information about the mailing used to solicit the payment, select the Marketing tab and adjust the information as necessary.

  8. To edit the details of the payment transaction, such as benefits or receipt amount, select the Transaction details tab and edit the information as necessary: If the payment has not posted to the general ledger, the Post date and Post status fields appear. In the Post status field, select whether to include the payment when you run a process to post the payment to the general ledger. To include the payment, select "Not posted."

  9. If the payment posted to the general ledger, the Adjustment details tab appears.

    If you edit information that affects the general ledger, such as amount or payment method, the program automatically generates an adjustment transaction and tracks the adjustment. Enter information about the adjustment. To specify a post status for the adjustment, you must select a status in the Adjustment post status field on the payment record. If you do not specify an adjustment post status, the post status defaults to "Not posted."

    1. Enter the dates to associate with the adjustment Adjustments are used to record bank account transactions such as interest earned, service charges, balance adjustments, and transfers between bank accounts. and the posting of the adjustment to the general ledger.

    2. In the Adjustment post status field, specify whether to post the adjustment. You can select “Do not post” or “Not posted.”

      When you select “Do not post” and save the payment, the adjustment post status appears in the summary section of the payment page.

    3. In the Adjustment reason field, select the reason code to explain the need for the adjustment.

    4. In the Adjustment details box, enter any additional information about the adjustment.

  10. Select Save. You return to the payment record.