Answer
Any transaction that was previously exported to GL and stamped with the Export to GL stamp, can still be deleted from the FR50 system.  

When such a transaction is deleted, it is removed permanently from your FR50 database, no history/record is kept in the system of this gift, deletion means just that - deletion.  

What the system does do, is upon deletion the transaction is recorded an a Deleted table in the database as a REVERSAL of the original transaction that was exported.  Upon performing the next Export to GL, the system will create all the necessary transaction information for newly entered gifts AND check the Deleted table for any REVERSAL information and include this in the Export to GL file.  Once this export to GL file is created, the transaction information for this REVERSAL is removed from the Deleted table.  This allows your accounting software to record a reversal of the original transaction and keep the records between FR50 and your account product 'in synch'.  

Please note:  The REVERSAL information is created with the Added date being the date the gift was deleted, but the Gift Date will remain the original transaction date.    This is what allows the system to 'pull' this transaction into the current Export to GL even though the original Gift Date may fall outside the Export to GL date range.  

The two caveats to the above statement are:
 
IF the orignal gift date falls into a prior Fiscal Year (within the last 11 months), the system will not 'see' the REVERSAL transaction, BUT you can get around this - access Administration>Setup>System Options and change the start date of your Fiscal Year so that the original gift date would fall into what the system considers your current Fiscal Year.  
  • For example:  your Fiscal Year goes from June to May.  The REVERSAL created has a gift date of March and was deleted in July.  Therefore the system recognizes this transaction happened LAST Fiscal Year.  To 'fool' the system, change your Fiscal Year Starting Month to Feb.  This would make the REVERSAL fall into the current Fiscal Year.  Once the export file is created, change your Fiscal Year Starting month back to June.   
  • IF the original gift date is more than 11 months prior, you will not be able to Export the "reversal", as the system recognizes the transaction is in a previous year and changing the Fiscal Year Starting Month is not an option as the original gift date still remains more than 11 months in the past.  If the original transaction is more than 11 months old, the system cannot send this information to accounting, you would have to have your accounting staff reverse the transaction manually. 


 
 
Additional Information
PLEASE NOTE:  If you are deleting a gift because the Segment Value for one of the gift codes was entered incorrectly in that table, i.e.  you selected the correct Solicitation code but the Segment Value in the Solicitation table for that particular code is incorrect, you must delete the gift then perform the Export to GL while your Solicitation code table contains the INCORRECT segment value. Then correct your Solicitation code segment value, key the new (replacement) gift and export the new entry.  The deletion process 'reads' the tables as the deletion is being created, therefore the table must be in the same state it was in, when the gift was originally in when the gift was first keyed. 

This is different than a scenario where the incorrect Solicitation code was selected for the gift and that was not discovered until after the gift was exported.  In this scenario, you can delete the gift, re-enter the gift with the correct Solicitation code and transfer both transactions in one Export to GL file. 
Article Type
Product Info
Product Line
Fundraising 50
Product Module/Feature
Export Transactions
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