Closing a Pledge: Canceling it, Writing it Off

Sometimes it's necessary to close a pledge for a number of reasons. This article will walk you through the different options available for closing a pledge. This article will cover:

How to close and cancel the remainder of the pledge
How to write off a pledge

If you are looking for how to reschedule the remainder or change the total amount of a pledge, go to this article: Editing a Pledge.

To Close and Cancel the Remainder of a Pledge

From the Donation table:

1. Double-click the Pledge you want to edit
   
   
2. Under Donation Information on the right side of the screen, click the Change Pledge button
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3. Click the Cancel the Remainder and Close the Pledge radio button
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4. Click the Apply Changes button
   
   
5. A window will display verifying you would like to close the pledge, click the Okay button
   
   
6. When you return to the Edit Donation page, the Donation Information section will update to your new choice. There will be about a 5-second delay for it to update

To Write Off a Pledge

From the Donation table:

1. Double-click the Pledge you want to edit
   
   
2. Under Donation Information on the right side of the screen, click the View Invoice button
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3. Make note of the Balance Due and then click the +Create Credit Memo button.
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   This will take you to a newly created Credit Memo that will be the exact opposite of the invoice you created it from. Credit memos are the inverse of the original invoice so positive dollar amounts will be shown as negatives and vice versa.
   
   
4. Scroll down to the Line Items subtab > select the line item > click on Change Amount.
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   On the next page, change the Rate to be the same as the Balance Due on the Invoice. Make sure the amount is negative. Click Save.
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5. Confirm that the Balance Due is the amount you change it to in the previous step, then click Apply Credit to apply the credit memo and this will take you to Step One.
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6. Step One will have you select the Invoice that you want to apply the refund to and click Next. 
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7. This will take you to Step Two where you will confirm the amount you want to apply. Click Apply Credit when you are ready. 
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   PRO TIP! Hover over the Schedule Choice help bubble for more info.
   • Select Spread over Remaining Schedule if you would like to have the credit memo evenly spread over an invoice's payment schedule.
     
     • Select Apply Today if you would like to have the credit memo amount applied first to the next payment due and then subsequently taken off of each additional payment due until the amount is fully used. For example, if a family has 10 remaining payments of $500 a credit memo of $1000 that is applied today would have $500 paid towards the first and second payment due. This would leave the remaining eight payments at $500. 
     • The Amount to Apply will be for the full amount of the credit memo but you can alter this amount and spread it over more than one invoice if you need to. 
     • Click Apply Credit to apply the credit memo and you are just about done!
       
       
8. You will automatically be taken back to Step One where you will see a confirmation message that you have successfully applied the refund. Click Back and this will take you back to the Edit Invoice / Credit Memo page.
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   Click Refresh and then Back. This will take you back to the Edit Donation page.
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9. When you return to the Edit Donation page, you will see that the Pledge is now 100% complete as well as a summary of the Adjustments and the Tax Deductible Amount. However, the Pledge will still be considered an Open Pledge so you must select Mark Complete before leaving the Edit Donation page in order to change the Pledge to Completed.
   • NOTE: There will be about a 15-second delay for it to update on the screen.
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