Reverse verified duplicate bookkeeping
Duplicate reversal removes a second bookkeeping record for the same actual receipt. It does not refund money. The genuine canonical donation remains posted and recognised.
Eligibility checklist
You need donation view, finance view and charity.donation.reverse, plus unit access and any inactive-unit rights. Both records must be inspected through authorised access.
| Match required between duplicate and canonical record | Why it matters |
|---|---|
| Distinct IDs; canonical still POSTED | Cannot reverse a record against itself or an unposted source |
| Same tenant and business unit | Prevents cross-scope substitution |
| Same amount and currency | Same financial receipt |
| Same actual receipt date | Same arrival event |
| Same method and physical holding | Same receipt location/channel |
| Same identified donor/anonymity, or both unidentified | Same donor policy |
| Verified private receipt evidence | Matching fields alone cannot prove a bank duplicate |
Procedure
- Confirm which record should remain canonical and verify the private evidence independently.
- Open the duplicate's detail, not the canonical record.
- Choose Reverse verified duplicate bookkeeping (not a refund).
- Enter Canonical posted donation ID, required private reason and correction reference.
- Select the duplicate-evidence attestation checkbox.
- Generate preview and verify the canonical ID, original amount and historical source journal.
- Select explicit review confirmation and choose Confirm reverse.
- Reload: duplicate is REVERSED and links to the canonical record; canonical remains POSTED.
The system appends an inverse and immutable history without a replacement journal. It prevents invalid dependency/cycle cases, including reversing a canonical receipt while active duplicate links depend on it. Historical source accounts/funds may be inactive if they still exist tenant-safely.
Examples and recovery
Two identical-looking GBP 100 donations may be two real gifts. Do not reverse without evidence that they represent one actual receipt. A wrong donor or amount is not a duplicate classification merely because staff want to remove it.
If the canonical record is inaccessible or mismatched, verify tenant/unit access and the actual receipt facts. Do not change identity or dates to force a match. If the response is lost, use the stored original retry. For actual refunds, disbursements, missing money or arbitrary posted cancellation, use a separately approved process outside this action.