Summary: This article explains how administrators can reassign a committed scanned check to a different donor profile to ensure accurate tax reporting, without re-triggering the financial transaction.
Before You Begin
Permissions: You must have Admin permissions to edit transactions and batch data.
Integrations: Changes made in Tithely do not automatically sync to external integrations (e.g., QuickBooks, Elvanto). You must manually update the transaction in your external software to match.
Split Checks: If a check was split into multiple funds (e.g., $50 General, $50 Building), reassigning one part of the transaction will automatically update all transactions associated with that Check ID.
Step-by-Step Instructions
There are two ways to reassign a check, depending on whether you need to verify the physical check image.
Option 1: Reassignment via Transaction Details
Best for quick corrections when the correct donor identity is already known.
Locate the Transaction. Navigate to the Transactions list and select the committed scanned check you wish to modify.
Click Edit. This button is located in the top-right corner of the transaction details view.
Search or Create the new Donor. Click the Donor field. You can search for an existing profile or use the Create a Donor shortcut if the person is not yet in the system.
Save Changes. Click Save Changes. A modal will appear asking if you would like to send the new donor a receipt.
Select either "Yes, Notify Donor" or "Do Not Notify Donor" to finalize the change.
Option 2: Reassignment via Admin Batch Giving (ABG)
Best for verification when you need to view the original check image (e.g., to check the signature or address).
Open the Batch. Navigate to Admin Batch Giving and open the specific batch containing the check (ensure the batch status is "Committed").
Select the Entry. Click on the specific check entry to open the side panel.
Verify and Edit. The Donor field is editable directly within the side panel. You can reference the physical check image displayed on the screen to confirm the correct donor details.
Confirm the Update. Select the new donor and save. You will be prompted with the same receipt notification options as described in Option 1.
Troubleshooting & FAQs
Will this update my external integration (e.g., QuickBooks)? No. Edits performed in Tithely are isolated and do not sync to external integrations. You must manually update the records in your connected systems to ensure they match Tithely.
Who will receive the tax credit? Tax statements are generated based on the current donor record. The new donor will receive the credit, and the gift is immediately removed from the previous donor's history in the Donor Portal.
Why do I still see the transaction when searching for the original donor? Because the physical payment method entity remains tied to the original profile, searching for the original donor in the Transactions list may still return the record. However, this is only a search-view limitation; it does not affect the financial accuracy of tax statements.