Editing or correcting a donation

Typos happen. A check gets recorded with the wrong amount, a gift is credited to the wrong team, or a donor asks you to fix the spelling of their name. Here's how to correct donation records — and what changes automatically when you do.

How to edit a donation

1. Open your campaign's Donations tab.
2. Find the donation (use the search box or filters).
3. Open the row's actions menu and choose Edit.
4. Make your changes and save.

You need donation-editing permission on the campaign (campaign managers and above).

What you can edit

For any donation:

• Donor details — first name, last name, email, phone.
• Donation date — backdate a gift you received earlier so your reports group it in the right month.
• Team credit — reassign the gift to a different team (by team or team code), or split it across multiple teams; every affected team's totals update.
• Dedication text — the public message shown with the gift.
• Internal notes — visible only to your campaign staff.

For manual and imported donations you can additionally change:

• Amount and currency
• Payment method
• Status — Approved, Pending, or Refunded.

What's locked on online donations

Donations that were actually charged through a payment processor (online card gifts, phone donations) have their amount, currency, payment method, and status locked. Those values must match what the processor really charged — if you could edit them, your records would no longer match your actual money. Status on an online gift changes through the refund action or automatic processor updates, not by hand. If an online charge amount is genuinely wrong, the correct tool is a refund (see Refunds — what happens when you refund a donation), after which the donor can give again.

Everything else on an online donation — donor details, team credit, date, dedication, notes — remains editable.

One sanctioned exception: you can reclassify an online gift between Credit Card and Charity Card. This exists for DAF charity cards that a donor ran through the regular credit-card form — reclassifying tags the gift with the issuing charity fund and stamps an audit note, without touching the amount or status.

How totals react to your edits

Pledgix keeps your campaign and team totals accurate automatically:

• Change an Approved donation's amount (manual gifts) and the totals adjust by the difference.
• Move a donation from Pending to Approved and it starts counting; move it back and it stops.
• Set a donation to Refunded and it's removed from your totals and the public feed.
• Reassign team credit and both team leaderboards update.

Deleting a donation

Manual and imported donations can be deleted from the actions menu. Deleting removes the record entirely and recalculates your totals.

Tip: Delete only true mistakes — duplicates or test entries. If real money was received and returned, mark the donation Refunded instead so you keep an accurate history.

After you fix an email address

If you corrected the donor's email, use Resend Receipt on the same row so the donor gets their PDF receipt at the right address.