- Transactions Log
This is probably one of the most important back-office resources in TouchPoint. It is located under Administration > Communication > Transactions. The Transactions Log is a record of all online registrations (transactions). That means that it is also a record of all online giving. Online registrations are displayed in this log even if there was no payment. It is a great resource not only for those managing online registrations, but especially for those with Finance role.
If a transaction is added manually using the Add Transaction feature in the member dialog for an organization that is being used for online registrations, those manual transactions will also display in this log.
This log is where you run the Reconcile Report, in order to reconcile your bank statement for online transactions. It is also where you run the Totals by Description Reports, which give you the summary totals to enter into your general ledger to account for online registration fees.
Special user roles are required in order to view the various types of transactions.
Required User Roles¶
- Online Registration Transactions
This includes all online registrations, with or without fees; but not any donations. It also includes manual transactions created for an online registration.- AdminOR- ManageTransactions
These are either extra donations made during an Online Registration, or as regular online giving:- FinanceAND- ManageTransactions
- Mission Trip Support
To view and manage mission trip support donations:- MissionsGiving
The following are displayed in the blue bar above the list and are based on your filters:
- Total Transactions
- This is the total number of transactions.
- Total Amount
- This is the total dollar amount of all transactions, including normal online donations. If there have been adjustments made, the total will reflect those.
- Total Donated
- This is the amount of any ‘extra’ donations from an online registration.
Multiple transactions will be associated with a specific registration / payment either because a deposit and then subsequent payments have been made or a credit has been issued. To view all transactions associated with a payment, click the ID link (not the Tran Id). This will filter for all transactions that are associated with that ID. To view more information about a transaction, click on the small i in the far left column.
Information Contained in the Transactions Log¶
These are definitions of the column headers and the information displayed in those columns.
- ID (Transactions Log)
- The ID is the system-generated TouchPoint Transaction ID #. Click the small i to see more information regarding the Transaction.
- Tran ID (Transactions Log)
- The Transaction ID # comes from your payment processor / merchant provider, such as Sage or TransNational. Therefore, you can use this number if you need to view a transaction on their website. This ID is also displayed in the Member Dialog for the registrant.
- Appr (Transactions Log)
- A check mark in this column indicates that the Transaction was completed and approved. You can filter for approved transactions only, by checking the box in the header portion of the log.
- Tran Date (Transactions Log)
- This is date and time the Transaction was made.
- Batch Date (Transactions Log)
- Transactions are settled by the merchant provider in batches. This is the date that the batch containing this transaction was settled. This date will not display until the Finance user selects Use batch dates? when filtering. This action is TouchPoint polling the merchant provider for any batches that have settled during the date range selected. The Batch Date and Settled are the same thing.
- Name (Transactions Log)
- This is the name of the person who made the payment for this transaction. It will display as they entered it. This may be different from the person registered for the event. Below that will be a link to the person registered. For recurring giving, there will not be a link.
- Description (Transactions Log)
- This is name of the organization for which the person registered. It is a link to the Registration History page which provides all the details about the transaction. Once on the history page, the org name is a link to the org, and the Date/Time is a link to the XML for that transaction.
- Amt (Transactions Log)
- This is the dollar amount received or credited for this transaction.
- Due (Transactions Log)
This will be the balance due if the registrant paid a deposit. It will also be the amount displayed when a credit is issued.
If you issue a refund and the person is not going to re-register and pay the balance, you may want remove the amount due by selecting Edit and Adjust Transaction. This allows you to zero out the balance due.
- Donate (Transactions Log)
- This is any amount over and above the cost of a registration when a person choose to make an Extra Donation. The Donation portion is automatically put on the person contribution record and is automatically added to that day / week’s online bundle in contributions.
Each transaction has an Edit button with various options listed below.
You must click Use Batch Dates and enter a date range in order for the batch numbers from your payment processor to display. This must be done before you issue a credit. Voids and Credits can also been done on the payment processor’s site as well. However, the recommended method is to handle these using TouchPoint.
Donations: If you are issuing a credit or voiding a transaction that was for a donation you must also remove the amount from the donor’s giving record. Use the same procedure you would for making any Correction.
Voiding or crediting transactions does not affect the person’s actual enrollment that came as a result of a registration. The ministry managing that registration should drop the person from the organization if they will not be participating.
- Adjust Transaction
There are several uses for this action.
- If the church is giving a discount to someone that has paid a deposit, make an adjustment to reduce the balance due by the amount of the discount / scholarship.
- After you have issued a credit for a transaction in which the registrant paid a Deposit, the credit will increase the balance due by the amount of the credit. If the person is not planning to re-register and pay anything, they don’t actually still owe anything. Therefore, you will want to adjust the balance due to zero.
- You can also use this to remove a balance due after you have issued a credit when the person paid the full amount and is now being given that amount back in a credit.
These adjustment can also be made on the member dialog box for the individual’s registration.
To increase the balance, use a negative number. To decrease the balance, use a positive number:
- Void Transaction
- You can void transactions that have not yet been pulled in by your processor. Many churches have this happen at midnight, which means that you can void a transaction during the same day it was made. If you cannot void the transaction, you will get a message to that effect. You should then issue a credit.
- Credit Transaction
Use this to credit the person’s bank account or credit card. Some churches have policies that state no credits will be issued. However, if an event is cancelled, you will of course, need to issue credits. To issue a credit the transaction must have already settled, so make sure there is a Batch Date displaying. If there is no Batch Date, check Use Batch Dates and then filter for that transaction. On the right side of the screen, select the arrow beside Edit and select Credit Transaction.
This will open a dialog box asking for the amount to credit. You can enter all of part of the amount that was paid.
Then press the Refund Transaction button.
See Adjust Transaction above for zeroing out the balance due that will display when you issue the credit.
Merchant providers have a time limit regarding issuing credits. Some will allow a credit up to 6 months after the original transaction. Each provider may have a different limit. You should contact your provider if you have questions regarding this. If you are unable to issue a refund for this reason, you will need to issue a check and then make an adjustment in the person’s member dialog.
- Delete Adjustment
This option is only available for an adjustment transaction.
It will totally remove the adjustment.
- Set Parent
- This is used in special cases when 2 transactions need to be connected to the same initial / parent transaction. Contact support and someone on our support team can handle that for you.
Using one or more of the filters, you can determine the set of transactions you want to view. After entering or selecting the filters, press Filter. Press Clear to start over.
- This is the name of the organization (the registration) for which the transaction was made. Enter all of part of the name. If you want to view online giving, use the name of the organization you use for online giving. Normally, it will be named Online Giving. For recurring giving, the org is usually named Recurring Giving.
- Id / Name
- This is the person making the payment, not necessarily the person registering for the event. Enter either a name, the TouchPoint ID # for the transaction, or the Transaction ID# from the merchant provider.
- Amount From
- Enter an amount to search for transactions greater than that. Example: use 0 to find everything that actually had a payment.
- Amount To
Enter a amount to find transactions either equal to or less than the amount entered.
To find transactions for a specific amount, enter the same amount in both amount fields.
- Date From
- Select a date using the date picker. Enter dates in both fields To and From to select a date range. If you select only a Date From, you will filter for transactions only on that date.
- Date To
- Select a date using the date picker. If you select only a Date To, you will get all transactions prior to and including that date.
- Use Batch Dates?
When this box is checked, the transactions displayed will be based on the date that transaction settled, rather than on the date the transaction was made. The Transactions Log will display both dates.
The first time you do this for a date range it will seem to take a log longer to complete. This is because we have to inquire with the payment processor to determine the settlement dates. We store that information and so the next time it will be considerably faster.
Also, please note that until you check this box and filter for a date range, the Batch Dates will not display from your payment processor. So, you need to do this periodically.
- No coupons?
- If you do not want to include the transactions for which a person used a Coupon to pay for the event, check this box. Coupon transactions will not be included in totals by description reports.
- Approved transactions only?
- The unfiltered list will display all transactions, even those who were not approved or not completed. By checking this box, you will not see those other transactions.
- Test transactions only?
- If you need to know how to do a test transaction, send a Support Request and ask for instructions. Test transactions will not display in the log unless you check this box. When the box is checked, only test transactions will display.
- Includes additional donation?
- By checking this box, you will see only transactions that include an amount in the Amount Donated column. This will be useful if you need to determine to what funds these amounts should be credited. (Note that the total of these amounts is given in the blue header bar under the label Total Donated.)
This drop-down contains several options. These are available only for online transactions. They will not include payments made by Coupon.
If you want only transactions that have cleared your payment processor and have settled at your bank you must select Use Batch Dates. If you run these reports without checking that option, you may have items at the top of the report that do not have a Settled/Batch Date.
- Reconcile Report
This is the report to use when you are ready to reconcile your bank statement. Select the date range on your statement, check Use Batch Dates, and click filter. Then select Reconcile Report.
The report will display
- a total amount at the top
- a list of all the Settled Batches
- the Batch Reference #- the reference # for the batch
- a Settled Date
- the Type (either Bankcard or EFT)
- a Count (# of transactions in that batch)
- a Total (this is a dollar amount total for that batch)
These totals should match the deposits on your bank statements. You can also filter using a Description and then select Reconcile Report, to view only transactions within that Batch for a specific event.
If you want to see the details for that batch, click on the Reference # link. This will open another tab in your browser and display just those transactions. Return to the initial tab for the report. Click another Reference #, and that batch will open in the same tab as the other batch.
Contributions - The Basics - Note the Monthly Processes section.
- Totals by Description
This is the report you would use to know how much to allocate to your general ledger for each event. Filter for a date range, and select Totals by Description to view a list of all the events / registrations / giving for that date range that have settled. If you want only those that have settled, check Use Batch Dates.
This report will display
- a description - the name of the organization for which the transaction was made
- Accounting Code - if you enter that number on the organization’s Settings > Fees tab
- a count (the # of transactions)
- the Total dollar amount for that event.
If you want to see the details for one registration, click the description link. This will open another tab in your browser and display just the transactions with that description. To match the report, enter the same date range. Return to the initial tab for the report. Click another description link and that group of transactions will display in the same tab as the other group. This allows you to easily go back and forth between the totals report and the details for each description.
Contributions - The Basics - Note the Weekly Processes section.
- Totals by Batch/Description
Filter for a date range, select Use Batch Dates )to find those transactions that have settled), and select Totals by Batch/Description.
This basically combines the Reconcile Report with the Totals by Description Report. Each Batch is broken out by Type and Description with the Count and the Total on the right. Whereas, the Totals by Description has one row per description, the report will have two rows: one for eft transactions and one for bankcard transactions.
This will include any Refunds.
Click the button to filter your results. Also, there is a drop-down for an export.
- Export Results
- After filtering the transactions, select Filter > Export Results to see the same set of transactions in an Excel spreadsheet.