Entering & Managing Transactions
How to enter general transactions and edit any transactions.
How do I enter a general transaction?A general transaction is a stand-alone transaction that is not linked to another transaction, like a membership or event purchase, and is not to record the payment of an invoice or pledge. General transactions are typically things like donations, payments made through a survey p…How do I delete a transaction?A transaction can be deleted from the Transactions grid in the Transactions & Invoicing module by selecting the row for that specific transaction and clicking on the trash can icon. A new window message will open asking you to confirm that you really want to delete the transacti…How do I edit a transaction?You can edit the gift from the Transactions grid in the Transactions & Invoicing module or from the Transactions tab in the constituent's record by clicking on the dollar amount under the Amount column. You can also select the row of the gift in the Transactions grid, and use th…How do I acknowledge a transaction?Transactions that are general type and are entered through a donation or payment page will automatically generate a thank you email. Any membership, event or auction purchases through a page will also generate an automated thank you message. To learn more about these automatic e…How do I send or print a receipt for a transaction?A thank you email with transaction information is sent automatically for memberships, events, donations and other transactions entered through a page created in AssociationSphere. You can edit this thank you email on the Thank You Message tab. Thank you emails are edited using t…What are the payment types?The payment types reflect how transaction was paid, for example Cash, Check, Credit Card, or Online-ACH payments. You have the ability to add, edit or delete these payment types while creating a gift by selecting . You can learn more about editing the list in this article "How d…Can I add, edit or reorder the payment types?Yes, you can add new payment types when adding or editing a gift. Click in the Payment Type box and select to open the editor window and add or edit the list. Note that some options, like the Online options cannot be edited due to their interface with online transaction processi…What is the difference between For, Fund, Event and Appeal?For every transaction that happens in the software, there is an opportunity to assign it to different revenue categories, For, Fund, Event and Appeal. The example below is a membership transaction. - For is generally used to identify how the revenue for this transaction will be…What is the Fundraising Goal Category?The Fundraising Goal Category is an overall goal which can be a combination of several activities. For example, you could have a Fundraising Goal Category called "Golf" that captures revenue from a golf tournament event, an online auction, and a fundraising drive appealing to th…Could a donation or transaction be done anonymously?Yes, anonymous contributions and donors who wish to remain anonymous can be identified. The information will still appear in the constituent's record, however there will be a check mark in the column Gives Anonymously on the Constituents grid or a check mark in the column Anonym…What is the difference between amount and tax-deductible amount?Be sure to check with current local, state, and federal regulations and your accountant regarding tax-deductible giving to ensure you are in compliance with applicable laws and requirements. The article provides general information on functions in the software only. When enterin…Linking a Document to a TransactionWhen entering a new or existing General Transaction you have the option to also upload a document as a part of the Transaction. Next to the Acknowledged fields you will find the field necessary to uploading your document and labeling it with a category. The Is Document Acknowled…Why is there something already in the Family dropdown box when I enter a new transcation?If a Family name has been filled in on the profile of the constituent, the Family field on the transaction entry will already be filled in with that information. You can change it to "Select Family" if you don't wish any value to be in this field for this transaction. The Family…Why is there something already in the Recognition Name dropdown box when I do a new transaction?The Recognition Name field is auto-populated from the information on the constituent's profile page. You can change it to a different Recognition Name for the specific gift, if necessary, however it will not change the information shown on the profile page. You can update the Re…Will the Recognition Name update if I change it on the transaction entry page?No. If you want to change the default Recognition Name for a constituent, go to their Profile tab and update the Recognition Name field. Click Save to save your changes.Transaction vs Donation via PageInside a constituent's record on their Transactions tab, you will see a green Addbutton. Once you click this button you will be shown two options: "Transaction" and "Donation via Page." Transaction will launch a blank transaction entry page so that you can record your transactio…Can I transfer a transaction from one constituent to another?General, In Kind and Stock transaction records can be moved from one Constituent record to another within the software: - The main Transactions grid - Inside of the transaction record itself Memberships are also eligible for transfer, but that would be done from the Memberships…Are processing fees included in the tax-deductible donation amount?For general donations and pledge payments, the processing fee can be included in the tax-deductible amount by enabling an Account Setting. By default, this is set to "no." This setting is located under your organization's name then Account Settings, then Options under the Transa…Can I see processing fees paid by a constituent on the Transactions Grid?Yes. Locate the column Included Processing Fee to see the amount of processing fee paid by the constituent. The Amount is the amount that was charged to their credit card and Amount Net of Processing Fee is the total that was deposited into your bank account. This information is…