There are situations when a donor has made a pledge (a promise to donate a certain amount), but they are unable or not expected to pay the full pledged amount. In these cases, rather than editing or deleting the original pledge—which is important for accurate records—you can apply a credit to the donor’s pledge balance.

This article explains the concept of donor credits, when to use them, and how to apply a credit in Donor Fuse.

What is a Donor Credit?

A donor credit is an adjustment made to a donor’s open pledge balance to account for amounts you do not expect to collect. For example, if a donor pledged $5,000 but only paid $2,500 and will not be paying the remaining amount, you can apply a credit for the outstanding $2,500. This ensures your records reflect the correct open balance, without changing the original pledge or payment history.

Why Use Credits Instead of Editing or Deleting a Pledge?

• Preserve Original Records: Keeps the original pledge and payment information intact for historical and reporting accuracy.
• Transparency: Shows a clear audit trail of the original pledge, payments made, and any credits applied.
• Accurate Balances: Adjusts the donor’s outstanding balance so reports and statements are up to date.

How to Apply a Credit to a Donor’s Pledge

1. Open the Donor Profile
   Search for and select the donor you want to credit.
2. Go to the Pledges Tab
   Click on the Pledges tab to view all of the donor’s pledges.
3. Access the Credit Option
   On the right side, near the New Donation button, you’ll see three dots (⋮). Click the three dots to open the action menu.
4. Select "Add Credit"
   Choose Add Credit from the dropdown.
5. Choose Pledges to Credit
   A list of the donor’s open pledges will appear. Select the pledge(s) to which you want to apply a credit.
6. Enter Credit Amount
   Specify the amount to credit for each selected pledge.
7. Save the Credit
   Confirm and save. The donor’s balance will be updated, and the credit will appear as an adjustment on the pledge record.

How Does This Affect Donor Statements?

• The credit will be clearly shown as a separate line item on the donor’s pledge history and statements.
• The outstanding balance will reflect the credit, showing the pledge as “closed” or reduced by the credited amount.
• This maintains a complete and accurate history for auditing and donor communications.

Best Practices

• Only use credits when you are certain the remaining balance is uncollectible.
• Do not use credits to correct payment entry mistakes—use the payment editing tools for that purpose.
• Document the reason for the credit in your internal notes if needed.

Need help or have questions?
Contact our support team at help@donorfuse.com for assistance.