Transferring Payments
You may need to transfer payments. You can do this by changing the payee, changing the beneficiary, or converting a payment into a donation.
Update the Payee
- In the navigation menu, click .
- Open the Payment record.
- Click Edit Record.
- Change the contact to the correct payee.
- Click Save.
- Use the jump link to jump to the Payment Detail record(s), and make any edits, if needed.
- Use the jump link to jump to the Invoice Detail record(s), and make any edits, if needed.
- Use the jump link to jump to the Invoice record, and make any edits, if needed.
- Click Save.
Update the Beneficiary
- The person receiving the gift must already have an invoice and paid the deposit.
- In the navigation menu, click .
- Open the Payment record of the person no longer attending.
- Click the Payment Detail tab.
- Open the record that you want to transfer to another person's invoice.
- Click Edit Record.
- In the Invoice Detail drop-down list, select the Invoice Detail record of the person who benefits from the gift.
- Click Save.
Convert a Payment into a Donation
A registrant may request that the church keep their payment for a canceled event as a donation. There are a few steps you'll need to complete to do this: issue a refund in MinistryPlatform (not actually refunding money, but treating the records as though you are), and add the donations through the Batch Manager Tool (BMT).
Update Invoice & Invoice Detail Records
- In the navigation menu, click .
- Open the related Invoice record.
- Click Edit Record.
- Update the Invoice Total to 0.00.
- Update the Invoice Status to Cancelled.
- Click Save.
- In the navigation menu, click .
- Open the related Invoice Detail record.
- Click Edit Record.
- Update the Line Total to 0.00.
- Click Save.
Reverse the Payment
- In the navigation menu, click .
- Open the payment or select payments to reverse.
- From the Tools menu, select Copy/Reverse Payment.
- Review the summary information to be sure you have the correct payments selected.
- Set the date. It defaults to the current date, but you can click the calendar icon to change it.
- Select to reverse the payment amounts.
- Enter a name for the batch. It defaults to "[Date] Reversal", but you can change it if needed.
- Select whether to mark the payment records as "Processed".
- Click Copy Payments.
- Close the tool.
You've copied the payment(s) and, if selected, created a reversing entry for each payment. If selected, the payment records are marked as Processed in the Platform.
You can then export the payment if you also export the donation for general ledger records. If you make a manual journal entry, then mark the payment exported.
Add the Donation with the BMT
Transfer a donation using the Batch Manager Tool.
- Using the Batch Manager Tool, create a new batch.
- At the bottom, click Add to create a new donation.
- Add the donor name, amount, and appropriate distribution information.
- Use the payment type of the original donation.
- Add a note that this donation was transferred from a payment.
- Finalize the batch.
- Put the batch in its own deposit.
- If you exported the deducted payment, export the batch. Otherwise, edit the deposit, mark it exported, and adjust the general ledger appropriately with a manual entry.
When all these steps are complete, you created a new donation and credited a negative Payment or Payment Detail record.