Books > Help Center > Pledge-a-thon > Essentials of Pledge-a-thon > Managing Pledge-a-thon orders, donations & pledges >  



How do I cancel or modify a Pledge-a-thon order?

There are three types of Pledge-a-thon orders which can be cancelled or modified (donation, pledge or participant registration).

You can only make changes to an order if the original order took place within the past 120 days. Changes to the original credit card transaction cannot be processed by most payment gateways within 90 - 120 days of the date that the card was last processed.




Step 1 - Modify or cancel an online donation: Back to Top

To modify or cancel an online Pledge-a-thon donation:

  1. Click Pledge-a-thon to view the Main Menu of this service.
  2. From the Administration section, click Participants.
  3. To find the online donor's profile:
    • Change the supporter type to Sponsor/Online Donor.
    • Optionally, enter the full or partial name of the person you seek.
    • Click Search.
  4. Click Profile beside the order or individual's name. An individual may have multiple orders associated with the same profile, if previous order modifications have occurred.
  5. Click the Modify Order button in the Pledge-a-thon Orders section and follow the instructions. This button will only appear if the original order took place within 120 days.
  6. Page 1:
    • Cancel the order by zeroing out all the quantity boxes so that the new pre-tax Sub-Total equals $0.00. By changing the quantity to 0, this deletes the entire donation. If you only change the price, you will be recording a donation of $0.
    • Or if the donor just wants to reduce their donation, you can modify the donation amount.
    • Click NEXT, when your order reflects the new status for this donation.
  7. Page 2:
    • The blue box at the bottom of the page displays the impact this modification will have on the credit card.
    • Select whether to have the donation refunded to the credit card. Or, if you have already refunded the donation amount, you can choose to simply record the change within the GiftTool database.
    • When satisfied, submit the change.
  8. NOTE:
    • Your credit card processor (payment gateway) will automatically process the refund, if you select the option to refund to the credit card.
    • If you find that you are not able to process a credit card refund (you receive an error message, or the option is not available), you can follow the steps until page 2 and choose to have the transaction cancelled in your GiftTool database only. Then login to payment gateway and refund the money manually. Note: Automatically refunding a credit card through GiftTool is only available for certain payment gateways.
    • This will create a new order entry in your reports, to ensure a historical trail of all past transactions.
    • The order status will be listed as:
      • Reversed when the money has been successfully refunded to the cardholder by your payment gateway.
      • Cancelled in your GiftTool database only, when the money has not been refunded through your payment gateway.
    • GiftTool fees for modifying a donation are the same as any transaction.
    • A confirmation email is NOT sent to the donor once you have modified/cancelled their order.
    • How do I cancel a Canadian tax receipt? (see steps 1+3)
Step 2 - Modify or cancel an offline cash or cheque donation recorded in the system as a pledge: Back to Top

To modify or cancel an offline cash or cheque donation recorded in the system as a pledge:

  1. Click Pledge-a-thon to view the Main Menu of this service.
  2. From the Administration section, click Pledges.
  3. Select the name of the Pledge-a-thon from the drop down menu, to view a listing of pledge forms submitted by participant. To narrow your search, you can search by name or pledge form number.
  4. Click View to see a listing of all pledges associated with this pledge form.
    • Note: a participant may have submitted more than one pledge form.
  5. To modify or delete a specific pledge, click Change.
    • To delete the pledge, click Delete Pledge.
    • To modify the pledge, make the appropriate changes and click Update Pledge.
Step 3 - Modify or cancel a participant's registration: Back to Top

To modify or cancel a participant's Pledge-a-thon registration:

  1. Click Pledge-a-thon to view the Main Menu of this service.
  2. From the Administration section, click Participants.
  3. To find the participant's profile:
    • Leave the supporter type set to Participants.
    • Optionally, enter the full or partial name of the person you seek.
    • Click Search.
  4. Click Profile beside the order or individual's name. An individual may have multiple orders associated with the same profile, if subsequent order modifications have occurred.
  5. If cancelling a participant's registration, first suspend the participant's fundraising page to remove them from public view. Note that this does not remove the participant from your reports, however it will maintain an audit trail of any donations previously made to a participant.
  6. To modify or refund the registration fees collected, click the Modify Order button in the Pledge-a-thon Orders section and follow the instructions. This button will only appear if the original order took place within 120 days.
  7. Page 1:
    • Cancel the order by zeroing out all the quantity boxes so that the new pre-tax Sub-Total equals $0.00. By changing the quantity to 0, this returns the space into inventory. If you only change the price, you will be selling this option to the registrant for free.
    • Modify the options ordered, by changing the quantities beside the options they wish to purchase, and zeroing out the quantity for the options they no longer wish to purchase.
    • Modify the price paid for an option, by reducing or increasing the price associated with the option.
    • NOTE: If you change the price to $0 without changing the quantity to 0, this person will still be registered for this option free of charge.
    • Enter an optional pre-tax cancellation fee.
    • Click NEXT, when your order reflects the new status for this registrant (with the final listing of all options, items & charges for this registrant).  
  8. Page 2:
    • Enter an optional cancellation fee that is not subject to taxes.
    • The blue box at the bottom of the page displays the impact this modification will have on the credit card.
    • Select whether to have the amount refunded to the credit card. Or, if you have already refunded the amount, you can choose to simply record the change within the GiftTool database.
    • When satisfied, submit the change.
  9. NOTE:
    • Your credit card processor (payment gateway) will automatically process the refund, if you select the option to refund to the credit card.
    • If you find that you are not able to process a credit card refund (you receive an error message, or the option is not available), you can follow the steps until page 2 and choose to have the transaction cancelled in your GiftTool database only. Then login to payment gateway and refund the money manually. Note: Automatically refunding a credit card through GiftTool is only available for certain payment gateways.
    • This will create a new order entry in your reports, to ensure a historical trail of all past transactions.
    • The order status will be listed as:
      • Reversed when the money has been successfully refunded to the cardholder by your payment gateway.
      • Cancelled in your GiftTool database only, when the money has not been refunded through your payment gateway.
    • GiftTool fees for modifying a transaction are the same as any transaction.
    • A confirmation email is NOT sent to the registrant once you have modified/cancelled their order.



Was this information helpful?
Yes   No




Search Help Center

Today's Top 10 Articles
  1. How do I add an 'Add to Cart' link to a web site?
  2. How do I add an 'Add to Cart' form to a web site?
  3. How does the credit card payment process work?