Offering Deposit Corrections in Auditor: Difference between revisions
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As always, remember to do your best to leave an audit trail. Keeping donor receipts correct is important, so that's a common exception to the "don't make corrections in closed months" rule. But memos should still be added/edited or notes written on printed reports whenever possible. |
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==Incorrect Offering Date== |
==Incorrect Offering Date== |
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If the correction is in the current month, use the front end. |
If the correction is in the current month, use the front end. Or teach the treasurer to do it themselves in Jewel. |
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If the correction is in a previous month, or if the deposit needs to be moved from one month to another, click Auditor, then click "View Journal". Find the deposit you need to correct. Change the AccountingDate, the Date, the |
If the correction is in a previous month, or if the deposit needs to be moved from one month to another, click Auditor, then click "View Journal". Find the deposit you need to correct. Change the AccountingDate, the Date, the date in the Memo, and the Offerings Date (toward the bottom right of the window) to the correct values. That's '''four''' dates! Count them! Also use the Memo to record what you're changing and why. Click Close twice to get back to the front end. |
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:'''''Note:''' Each deposit has four dates: the Accounting Date, the Offering Date, the Deposit Date, and the date listed in the Memo. It is generally best to use the same date in all four places. If the Offering and Deposit dates are different, then your Contribution Report will not agree with your Deposit Report for the same dates, because they won't include the same offerings. |
:'''''Note:''' Each deposit has four dates: the Accounting Date, the Offering Date, the Deposit Date, and the date listed in the Memo. It is generally best to use the same date in all four places. If the Offering and Deposit dates are different, then your Contribution Report will not agree with your Deposit Report for the same dates, because they won't include the same offerings. |
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==Incorrect Deposit Totals== |
==Incorrect Deposit Totals== |
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Get to the Contribution Entry screen of the deposit that needs correcting by going to Reports & Graphs, then either: |
Get to the Contribution Entry screen of the deposit that needs correcting by going to Reports & Graphs, then go to either: |
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# Contribution report, then |
# Contribution report, then click on a donation that's included in the deposit you're correcting, or |
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# Deposit report, |
# Deposit report, click on the deposit you're correcting, then on Make Corrections (bottom center of the window). |
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'''If the treasurer uses the Deposit Slip feature,''' click Edit Deposit Slip. Adjust the deposit slip to reflect the correct deposit amount, by adding/deleting checks or by adjusting the amount of cash, as appropriate. Click OK and Close to finish. |
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===If you use the Deposit Slip feature=== |
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Click Edit Deposit Slip. Adjust the deposit slip to reflect the correct deposit amount, by adding/deleting checks or by adjusting the amount of cash, as appropriate. Click OK and Close to finish. |
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===If you do not use the Deposit Slip feature=== |
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:'''''Note:''' You will generally have to correct or add envelopes along with correcting the deposit total, as the deposit total has to match the total of all the envelopes. |
:'''''Note:''' You will generally have to correct or add envelopes along with correcting the deposit total, as the deposit total has to match the total of all the envelopes. |
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==Incorrect Deposit Account |
==Incorrect Deposit Account or Memo== |
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Go to Reports & Graphs / Deposit report. Click on the affected deposit. Check the "Edit This Deposit" box at the top left. Make your corrections, then click OK to finish. |
Go to Reports & Graphs / Deposit report. Click on the affected deposit. Check the "Edit This Deposit" box at the top left. Make your corrections, then click OK to finish. |
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===Reversing a Deposit=== |
===Reversing a Deposit=== |
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To reverse a deposit, use [[Reverse a Duplicate Offering In a Previous Month|these instructions]] as a guide. Make sure that your reversing deposit is dated in the same year as the deposit you are reversing, so that donor receipts are correct. |
To reverse a deposit, use [[Reverse a Duplicate Offering In a Previous Month|these instructions]] as a guide. Make sure that your reversing deposit is dated in the same year as the deposit you are reversing, so that donor receipts are correct. ''Transactions cannot be entered outside of the current Jewel month, so you will need to use the back end to either a) change the current Jewel month before entering the reversing deposit or b) change the date of the reversing deposit after you enter it.'' Make good use of the memo to preserve an audit trail. |
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If a deposit is old enough, it may be appropriate to reverse it as a General Journal Entry in the current year, and not reverse each envelope. This will not correct donor receipts, but that may |
If a deposit is old enough, it may be appropriate to reverse it as a General Journal Entry in the current year, and not reverse each envelope. This will not correct donor receipts, but for old enough deposits that may be acceptable. |
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==Cancel an Unfinished Offering== |
==Cancel an Unfinished Offering== |
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Treasurers can cancel an unfinished offering themselves, following the instructions [[Correcting Offering Deposits In the Current Month|here]]. |
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'''''Note:''' If you have clicked on “Make Deposit,” it is too late to cancel this offering. You must Delete the deposit following the instructions above.'' |
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Or you can go into the back end, click View Offerings, and delete the unfinished offering. There will not be anything to delete in View Journal because the offering isn't recorded there until Make Deposit has been clicked to finalize the offering. |
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==Entering a Forgotten Offering== |
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# Get into the Contribution Entry screen for the deposit you wish to cancel, using one of the following: |
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See [[Changing the NextStep Button]] |
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#*If the NextStep button says Contribution Entry, click on it. |
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#*If the NextStep button says Make Deposit, click on it, then click Make Corrections. |
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# The "# Envs Entered" box will tell you how many envelopes you have entered for this deposit. |
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# On the Contribution Entry page, click “Delete Envelope” on every envelope that has been entered, one at a time. You can use the “Next” and the “Previous” arrows to access each envelope. |
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#Once all the envelopes are deleted, the “Cancel This Offering” button will appear and you can click on it. Your NextStep button should again say “Start New Offering.” |
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Latest revision as of 23:37, 30 April 2026
As always, remember to do your best to leave an audit trail. Keeping donor receipts correct is important, so that's a common exception to the "don't make corrections in closed months" rule. But memos should still be added/edited or notes written on printed reports whenever possible.
Incorrect Offering Date
If the correction is in the current month, use the front end. Or teach the treasurer to do it themselves in Jewel.
If the correction is in a previous month, or if the deposit needs to be moved from one month to another, click Auditor, then click "View Journal". Find the deposit you need to correct. Change the AccountingDate, the Date, the date in the Memo, and the Offerings Date (toward the bottom right of the window) to the correct values. That's four dates! Count them! Also use the Memo to record what you're changing and why. Click Close twice to get back to the front end.
- Note: Each deposit has four dates: the Accounting Date, the Offering Date, the Deposit Date, and the date listed in the Memo. It is generally best to use the same date in all four places. If the Offering and Deposit dates are different, then your Contribution Report will not agree with your Deposit Report for the same dates, because they won't include the same offerings.
Donations Recorded Under Wrong Name
Go to Reports & Graphs / Contribution. Look up the name the donation is currently recorded under, and click on the incorrect donation. This will take you to Contribution Entry, to the envelope that needs correcting. Click Edit Envelope, make your correction, then click Close to finish.
If the correction was in a previous year, remind the treasurer to reprint the donor's year-end receipt, and to file a note recording the correction with that year's paperwork.
Donations Attributed to Incorrect Fund
Go to Reports & Graphs / Contribution. Look up the donor name, and click on the incorrect donation. This will take you to Contribution Entry, to the envelope that needs correcting. Click Edit Envelope, make your correction, then click Close to finish.
If the correction was in a previous year, remind the treasurer to reprint the donor's year-end receipt, and to file a note recording the correction with that year's paperwork.
Incorrect Envelope Amounts
Go to Reports & Graphs / Contribution. Look up the donor name, and click on the incorrect donation. This will take you to Contribution Entry, to the envelope that needs correcting. Click Edit Envelope and make your correction, then continue to the next section to correct the Deposit total.
Incorrect Deposit Totals
Get to the Contribution Entry screen of the deposit that needs correcting by going to Reports & Graphs, then go to either:
- Contribution report, then click on a donation that's included in the deposit you're correcting, or
- Deposit report, click on the deposit you're correcting, then on Make Corrections (bottom center of the window).
If the treasurer uses the Deposit Slip feature, click Edit Deposit Slip. Adjust the deposit slip to reflect the correct deposit amount, by adding/deleting checks or by adjusting the amount of cash, as appropriate. Click OK and Close to finish.
If the treasurer does not use the Deposit Slip feature, check the Edit box at the top left of the Contribution Entry screen. Correct the deposit total, and click Close to finish.
- Note: You will generally have to correct or add envelopes along with correcting the deposit total, as the deposit total has to match the total of all the envelopes.
Incorrect Deposit Account or Memo
Go to Reports & Graphs / Deposit report. Click on the affected deposit. Check the "Edit This Deposit" box at the top left. Make your corrections, then click OK to finish.
Duplicate or Unwanted Offering Deposits
Offerings can be deleted. But remember that deleting does not leave a trail, so if the deposit is more than a month or two back, it should usually be reversed rather than deleted.
Deleting a Deposit
Click Auditor, then View Journal. Select the deposit you wish to delete, and press the delete key on your keyboard. Click Close, then View Offerings. Select the deposit to be deleted, and press delete on your keyboard. Click Close twice to return to the front end. Again, this leaves no trail, so should only be used for recently-entered deposits.
Reversing a Deposit
To reverse a deposit, use these instructions as a guide. Make sure that your reversing deposit is dated in the same year as the deposit you are reversing, so that donor receipts are correct. Transactions cannot be entered outside of the current Jewel month, so you will need to use the back end to either a) change the current Jewel month before entering the reversing deposit or b) change the date of the reversing deposit after you enter it. Make good use of the memo to preserve an audit trail.
If a deposit is old enough, it may be appropriate to reverse it as a General Journal Entry in the current year, and not reverse each envelope. This will not correct donor receipts, but for old enough deposits that may be acceptable.
Cancel an Unfinished Offering
Treasurers can cancel an unfinished offering themselves, following the instructions here.
Or you can go into the back end, click View Offerings, and delete the unfinished offering. There will not be anything to delete in View Journal because the offering isn't recorded there until Make Deposit has been clicked to finalize the offering.