Donation states and cancellation
Use the record state to choose the permitted action. Cancelling an unposted draft, correcting a posted classification and reversing duplicate bookkeeping have different outcomes.
| State | Meaning | Normal available work |
|---|---|---|
| DRAFT | Not financially posted | Review, edit, cancel or prepare posting |
| CANCELLED | Draft ended without posting | Read retained record/history |
| POSTED | Internal receipt and accounting recognition committed | Read, reconcile, correct classification or reverse a verified duplicate |
| REVERSED | Duplicate financial recognition removed | Read retained evidence and canonical link |
Cancel a draft
You need cancellation authority and normal access to an active authorised unit.
- Open the exact donation detail and verify DRAFT state.
- Read unit, donor type, currency, amount and allocations.
- In Cancel draft, enter the required private reason.
- Select I confirm cancellation of this draft.
- Choose Cancel donation draft and wait.
- Refresh detail and verify CANCELLED and the lifecycle history where permitted.
The record is retained. Cancellation does not issue a refund or delete the Party. There is no ordinary reopen transition in this workflow.
Choose the right correction route
| Problem | Procedure |
|---|---|
| Wrong fund split before posting | Edit draft with reason |
| Unneeded draft | Cancel draft |
| Wrong classification after posting, actual money still held | Financial correction |
| Two records for the same actual receipt | Verify duplicate criteria and use duplicate reversal |
| Posted donor, amount, actual receipt date or physical receipt is wrong | Escalate for the separately approved procedure; current correction fields cannot repair it |
Example: Cancelling an accidental GBP 50 draft has no ledger effect. A posted GBP 50 gift cannot be cancelled with the draft button. Its treatment depends on whether classification is wrong or it is a verified duplicate.
If the state changed while the page was open, reload before retrying. A POSTED response lost over the network is not permission to create another gift. Original-key replay is distinct from starting a new action on a terminal record.