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To enter a pledge debit memo

  1. From Fund Raising, select Enter and edit adjustments> Pledge debit memos to display the Enter and edit pledge debit memos window.
  2. Click New.
  3. The Date field defaults to one of the following:
    • If batch control is enabled, the Date field defaults to the batch date. If an active, open batch is not selected, the Open Batches window opens. After selecting or creating a batch, click New on the Enter and edit pledge debit memos window again. You cannot override the date if batch control is enabled.
    • If batch control is not enabled, the Date field defaults to the system date. You can override this date. If you override the system date, the new date becomes the default date for new debit memos until the Enter and edit pledge debit memos window is closed and reopened.
  4. Enter the donor ID in the ID field, or click the lookup icon to select a donor ID, and press Tab. After the ID field is populated, an address block for the customer displays in the Enter and edit pledge debit memos window and the Type and Status fields are populated.
  5. Click Find Pledge to display the Find window.
  6. Select the pledge installment for the pledge debit memo adjustment.
  7. Click OK.
  8. Use one of the following methods to specify the debit memo adjustment:
    • Click Adjust All to select all line items with a balance to debit. The full amount displays in the Amount Adj field for each line item, the Debit checkbox is selected for each line item with a balance, and the total amount of all debit memo adjustments displays in the Total Adjustment field. The Adjust All button is only enabled if the total pledge balance is negative.
    • Select the Debit checkbox to debit specific line items. For example, enable the Debit checkbox for invoice number R65 and the full amount displays in the Amount Adj field for this invoice number.
    • Enter the amount to debit in the Amount Adj field for the line item. For example, enter 25.00 in the Amount Adj field for invoice number R64. This will automatically enable the Debit option for this line item.
  9. Click Save. The total amount of the debit memo displays in the Total Adjustment field.

    Note: Line items that were not adjusted are no longer displayed in the Enter and edit pledge debit memos window after you click Save.

See Also

Debit Memos

Enter and edit pledge debit memos window

To apply debit memos to multiple funds


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