Editing or Correcting a Submitted Count Sheet

Mistakes happen. A denomination count was wrong, a donation was attributed to the wrong member, or a check was assigned to the wrong fund. How you correct the mistake depends on where the count sheet is in its lifecycle — corrections are straightforward before finalization and more structured after.

This guide covers both scenarios.

---

Before Finalization — Direct Edits

If the count sheet has not yet been finalized, corrections are simple. An admin can reopen the relevant section, the counter or bookkeeper makes the fix, and the workflow resumes.

Editing a Counted Sheet (Fix Denomination Totals)

The count sheet is in Counted or Attributed status, and the denomination totals need to change.

1. Navigate to Contributions > Count Sheets and open the sheet
2. Click the Reopen Count button (visible only to admins)
3. Enter a reason for reopening (e.g., "Counter found an error in $20 bill count")
4. Click Confirm

The sheet moves back to Draft status:

• The denomination grid becomes editable again
• The counter (or admin) can correct the values
• Any existing attribution data is preserved but the bookkeeper is notified that totals changed
• After correction, the counter resubmits to move back to Counted status

Editing an Attributed Sheet (Fix Individual Donations)

The count sheet is in Attributed status, and one or more donation attributions need to change.

1. Navigate to Contributions > Count Sheets and open the sheet
2. Click the Reopen Attribution button (visible only to admins)
3. Enter a reason for reopening (e.g., "Check #1042 was attributed to wrong member")
4. Click Confirm

The sheet moves back to Counted status:

• The attribution section becomes editable again
• The bookkeeper (or admin) can correct individual entries
• The denomination totals remain locked
• After correction, the bookkeeper resubmits

Editing an Approved Sheet

If the sheet has been approved but not yet finalized:

1. Click Revoke Approval (visible only to admins)
2. Enter a reason
3. The sheet moves back to Attributed status
4. From there, you can reopen attribution or reopen count as needed

---

The Audit Trail for Pre-Finalization Edits

Every reopen, edit, and resubmission is logged in the count sheet's audit trail:

You can view the full audit trail by clicking the Audit Trail tab on any count sheet.

---

After Finalization — Structured Corrections

Once a count sheet is finalized, it has created real financial records: a contribution batch, individual contributions on member statements, and journal entries. You cannot simply edit these records because:

1. Member giving statements may have already been viewed or downloaded
2. Journal entries have been posted to the ledger
3. The audit trail must show what originally happened, not a silently edited version

Instead, corrections after finalization use adjustments — new records that modify the effect of the original records while preserving the original data.

---

Creating a Post-Finalization Correction

Step 1: Open the Finalized Count Sheet

1. Navigate to Contributions > Count Sheets
2. Open the finalized sheet you need to correct
3. Click the Create Correction button

Step 2: Select the Correction Type

The system offers several correction types:

Select the type that matches your correction.

Step 3: Enter Correction Details

The correction form varies by type but generally includes:

For Wrong Member:

1. Select the original contribution entry from the list
2. Search for the correct member
3. Enter a reason (e.g., "Check #1042 was from John Smith, not John Davis — verified by check image")
4. Click Create Correction

The system will:

• Create a reversal on the original member (negative contribution, same fund/amount)
• Create a new contribution on the correct member (positive contribution, same fund/amount)
• Both records link to the original count sheet and the correction record

For Wrong Fund:

1. Select the original contribution entry
2. Select the correct fund
3. Enter a reason
4. Click Create Correction

The system creates a reversal on the original fund and a new entry on the correct fund.

For Wrong Amount:

1. Select the original contribution entry
2. Enter the correct amount
3. Enter a reason
4. Click Create Correction

The system creates a reversal of the original amount and a new entry with the correct amount. The difference is reflected in the batch total.

For Missing Donation:

1. Search for the member (or select Anonymous)
2. Enter the amount, fund, and payment method
3. Enter a reason (e.g., "Envelope found after count was finalized")
4. Click Create Correction

A new contribution is added to the existing batch.

For Extra Donation (Duplicate):

1. Select the contribution entry that should not exist
2. Enter a reason
3. Click Create Correction

The system creates a reversal entry.

---

Voiding a Contribution

Voiding is a specific type of correction for when a contribution needs to be completely cancelled — for example, a check bounced.

1. Navigate to Contributions > Records (or find the entry through the count sheet)
2. Click on the contribution you need to void
3. Click Void Contribution
4. Select a void reason from the dropdown:
   • Bounced check / NSF
   • Duplicate entry
   • Entered in error
   • Donor requested reversal
   • Other (enter custom reason)
5. Enter additional notes if needed
6. Click Confirm Void

When a contribution is voided:

• The original record is not deleted — it is marked with a voided status and a red "Voided" badge
• A reversal record is created with the same amount as a negative
• The member's giving statement reflects the net effect (the voided donation and its reversal cancel out)
• If fund accounting is enabled, a reversing journal entry is created
• The batch total is updated to reflect the net change

---

How Corrections Appear in Reports

Corrections and voids are transparent in all reports:

In the Contribution Batch

The batch detail view shows:

• Original entries (normal)
• Corrections (marked with a blue "Correction" badge)
• Voids (marked with a red "Voided" badge and strikethrough on the original)
• The net batch total reflects all corrections

On Member Giving Statements

The member's giving history shows:

• Original contributions as normal line items
• Corrections as paired entries: the reversal (negative amount, labeled "Correction") and the corrected entry (positive amount)
• Voided contributions as strikethrough with "Voided" label

In Fund Accounting

Journal entries from corrections follow the same double-entry pattern:

• Reversal entries undo the original postings
• Corrected entries create new postings
• The general ledger always balances

---

Common Correction Scenarios

Scenario 1: Wrong Member Attributed

Situation: Check #1042 for $200 was attributed to John Davis, but the check was actually from John Smith.

Steps:

1. Open the finalized count sheet
2. Click Create Correction > Wrong Member
3. Select the John Davis $200 entry
4. Search for John Smith
5. Reason: "Check #1042 is from John Smith — verified by check image"
6. Create Correction

Result: John Davis's giving statement no longer shows the $200. John Smith's shows $200 to the correct fund.

Scenario 2: Check Bounced (NSF)

Situation: Mary Wilson's $500 check to the General Fund bounced.

Steps:

1. Find Mary Wilson's $500 contribution in Contributions > Records
2. Click Void Contribution
3. Reason: Bounced check / NSF
4. Notes: "Bank returned check — NSF. Notified member on 3/12."
5. Confirm Void

Result: Mary's giving total decreases by $500. A reversing journal entry is created. The original record is preserved with a Voided badge.

Scenario 3: Donation Attributed to Wrong Fund

Situation: Tom Garcia's $100 was attributed to the Building Fund, but his envelope said Missions.

Steps:

1. Open the finalized count sheet
2. Click Create Correction > Wrong Fund
3. Select Tom Garcia's $100 Building Fund entry
4. Select Missions as the correct fund
5. Reason: "Envelope clearly marked 'Missions' — data entry error"
6. Create Correction

Result: Tom's statement shows $100 to Missions instead of Building Fund. Journal entries are corrected accordingly.

Scenario 4: Missing Envelope Found After Finalization

Situation: An offering envelope with $75 cash from Lisa Chen was found in the sanctuary after the count sheet was finalized.

Steps:

1. Open the finalized count sheet
2. Click Create Correction > Missing Donation
3. Search for Lisa Chen
4. Enter $75, General Fund, Cash
5. Reason: "Envelope found in sanctuary after finalization"
6. Create Correction

Result: Lisa's giving statement includes the $75. The batch total increases by $75. A note is attached to the count sheet.

---

Viewing the Correction History

Every count sheet with corrections shows a Corrections tab:

Each correction links to the reversal and corrected contribution records for full traceability.

---

Permissions for Corrections

---

Best Practices

1. Catch errors early — review carefully during the Attributed and Approved stages, before finalization locks things down
2. Always enter a reason — future you (or your successor, or an auditor) will thank you
3. Never ask for database edits — the correction workflow exists so that you never need to manually edit contribution records; use it
4. Review corrections monthly — if the same type of error keeps happening (e.g., wrong fund), consider training or process changes
5. Communicate with members — if a correction affects a member's giving total significantly, let them know before they see it on their statement
6. Keep envelopes and checks — physical records are your best evidence when a correction is needed; establish a retention policy (most churches keep them for one to three years)

---

Related Articles

• How Count Sheets Work — The Two-Role Workflow
• Counter Role — Recording Denomination Totals
• Bookkeeper Role — Attributing Donations to Donors
• Approving and Finalizing Count Sheets