Whenever a change is made to a contribution that has already been saved, your jManage database creates a series of transactions to preserve an audit trail - these transactions are visible in some areas, but not in others and depending on where you look, it may seem like contributions are being duplicated, but this is not the case as explained in the following example.
- Wilma Flinstone is working diligently to complete the day's deposit. In the accounting batch area, she notices that a contribution made by Chip Rubble for $18 was recorded with the financial type of "Donation", when it should have been "Member Dues":
- Wilma goes into Chip Rubble's contact record, finds the contribution in question, clicks to edit and changes the financial type from "Donation" to "Member Dues". After saving her changes, Wilma goes back to the batch she was working on and is surprised to see three transactions available to add to the batch, all with the updated financial type of "Member Dues".
Looking at the amounts of the transactions, Wilma understands that what she is seeing is an audit trail, but she can't figure out why the financial types all read "Member Dues" instead of the following:
- Wilma calls Jvillage support and speaks with a representative who sheds a little more light on the situation. The representative instructs Wilma to add the three contributions to an accounting batch, then close and export the batch in CSV format. When Wilma opens the exported CSV file, what she sees is what she was expecting to see on screen:
The Pogstone representative confirms that when Wilma changed the financial type from "Donation" to "Member Dues", under the hood, the jManage database created two new transactions linked to the original "Donation" contribution - one negative transaction to zero out the original contribution to the "Donation" account, and one positive transaction to create a credit in the "Member Dues" account. In the accounting batch area, the system is limited to display only the current financial type of "Member Dues" for all three transactions on screen, but the details of the credit accounts can be clearly viewed in the exported batch file.
- Wilma then logically asks, "Shouldn't I be able to see the details on screen?" to which the Pogstone representative replies that the details are available on screen, only through a different report. The representative instructs Wilma to go to Reports > Contribution Reports > Bookkeeping Transactions Report and asks Wilma to expand the Report Criteria section of the report to ensure that all of the financial related columns have been toggled for display:
- To save the selections just made for the next time that Wilma runs the report, the Jvillage representative has her click "Update Report" in the Report Settings section of the screen.
- The Jvillage representative then instructs Wilma to expand the Report Criteria section again, this time to narrow down the results by the date of the transaction (December 10, 2014). Wilma clicks "Preview Report" at the very bottom of the Report Criteria section so as to limit the display results without changing the default filters of the report:
- The Bookkeeping Transactions Report clearly shows what Wilma had expected to see as the financial type in the "Financial Account" column (column 1), while in the "Financial Type" column (column 2), the financial type is listed as "Member Dues" for all three transactions as it was in the accounting batch area. The Pogstone representative explains that while all under-the-hood transactions related to a contribution will always display the current financial type of the original contribution, financial accounts are used to preserve the audit trail of the changes made.