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Donor Accounts

Managing Donors Accounts

Note: The following content does not explain how to combine duplicate donors. Rather, it deals wth the rare situation when the same checking or routing number is listed in your system twice under the same Donor record. To combine duplicate donors, use Combine Contacts Tool.

There are two ways that duplicate donor accounts come into existence. First, you may have combined duplicate Donor records where each had the donor account once. Second, you may have had multiple batches in the Batch Manager Tool where the donor account was present and unassigned. Both of these situations are rare.

If you have two identical Donor Account records (identical donor, account number, and routing number) and would like to combine them, you have two options.

  1. Eliminate the donor account after updating all donations to point to the surviving donor account.
  2. Eliminate the donor account without updating donations.

Eliminate the Donor Account

  1. You may want to temporarily rename one of the donor account records to something obvious so you can identify it from a pick list.
  2. If there are any donations assigned to the donor account you want to delete or combine:
    1. In the navigation menu, click Contributions > Donor Accounts.
    2. Open the Donor Account record.
    3. Click the Donations tab.
    4. Select all donations.
    5. Click the two stacked arrows, the top arrow pointing right, the bottom arrow pointing left to transfer the donations.
    6. Select to the Donations page, and click Transfer.
    7. Back on the Donor Account record, click Actions > Assign.
    8. Reassign the Donor Account record to the one you want to keep, and click Assign.
  3. Once you reassign any donations to the donor account you want to keep, you can safely delete the record.
    1. In the navigation menu, click Contributions > Donor Accounts.
    2. Select the donor account you want to delete.
    3. Click Actions > Delete.
    4. Click Delete.

Eliminate the Donor Account without Updating Donations

There is no significant advantage to knowing historically which donor account sourced a donation.

Note: There are situations, such as bank (bill pay) checks are issued. These donor accounts show multiple donors. These accounts are expected and you do not need to update them.
  1. In the navigation menu, click Contributions > Donor Accounts.
  2. Select the donor account you want to eliminate.
  3. Click Actions > Delete.
  4. When prompted about donations connected to the account, select the Unassign option.
    These donations are left in MinistryPlatform.
  5. Click Delete.
  6. Click OK to confirm deletion of the donor account.
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MinistryPlatform

Last updated: January 7, 2025