Transaction

Transactions capture gifts received by your organisation. A transaction can be a donation (a gift directly from a constituent) or a soft credit (a gift that a constituent influenced, such as a matching gift).

A transaction record represents a payment or donation of goods to your nonprofit organisation from a contact or an organisation account. Transaction records track key information about the transferred revenue or items. You can apply a transaction to a donor commitment, a designation plan, or a new designation credit.

To work with transaction records, follow these steps:

1. On the navigation pane, select Gifts from the Change area menu.

2. Under Gift Processing, select Transactions.

Add a New Transaction

1. In the Gifts area, under Gift Processing, select Transactions.

2. In the view that opens, select New on the action pane.

3. The new transaction record displays the Single Donation Form tab.

4. Complete the sections as follows.

Transaction Details

• Gift Entry - The Gift Entry section contains the basic details for the Gift Transaction.

• Donor Details - The Donor Details section contains the details of the donor.

• Gift Details - This section contains the gifting details.

• Add Membership - Select Add Membership if the donor wants to join a membership as part of the donation process. The cost of the membership is automatically added to the Amount and the Amount (Membership).

• Fundraising Attributes - This section contains the attributes associated with the fundraising activity.

• Tribute - The Tribute or Memories entity (in the Relationships section of the Gifts area) captures tribute or in memory information, if applicable, when a transaction is processed. You don't create a record of this type directly.

• Pledge - The transaction can also be linked to a Pledge if required.

• Primary Designation - The Designation is automatically set to the designation of the originating campaign, but you can choose a different designation. The designation reflects how the constituent wants your organisation to spend their donation. To display details including a description, select the designation's name to open the record.

Transaction Process

When the Single Donation Form is complete, select Process to complete the transaction. When processing completes, the Status Reason at the top right of the donation record changes from Active to Completed.

Add a transaction from a constituent’s record

A Transaction can also be created directly from a Donor record.

1. On the Donor Record, navigate to the Donor Information tab.

2. Click on New Transaction on the Active Transactions sub grid.

3. Enter the required details as detailed above.

Grace period protection for donor Contact and Account

PwE helps prevent unintended repeated charges for donors. A configurable Grace Period Days value is stored on each donor’s contact or account record. When a new Credit/Debit Card or Bank (ACH) transaction is submitted, the system checks the time since the donor’s last completed transaction. If the new transaction falls within the Grace Period, it is flagged as a Violation, requiring manual confirmation before it can proceed.

1. In the Configuration area, under Settings, select the Default Configuration record.

2. On the Default Configuration record, you can view the ‘Grace Period Feature’ toggle field and the ‘Default Grace Period Days’ field.

   

3. Create a new contact or account record.

4. The ‘Grace Period Days’ field on a contact or account gets auto-populated as per the ‘Default Grace Period Days’ in the Default Configuration record. If manual input is required, edit the ‘Grace Period Days’ field on a contact or account record.

   

5. Create a transaction record for the donor (contact or account) with Gift Type as Credit/Debit Card OR Bank.

   1. PwE checks the ‘Deposit Date’ of previous transactions where the Gift Type is Credit/Debit Card OR Bank. If the current date is less than or equal to ‘Grace Period Days’ for the donor, PwE marks the Status Reason as ‘Violation’.

      

6. Navigate to the transaction list view and select ‘Grace Period Violation’ transactions.

   

7. Open the transaction record. Once you’re happy to proceed with the transaction, click on the ‘Confirm Proceed’ button.

   

8. It will show a confirmation message. Click ‘Yes’.

   

9. The transaction will now have its Status Reason updated to ‘Completed’.  

   

10. If a user clicks ‘No’ on the confirmation message, the transaction Status reason will be updated to ‘Cancelled’.

Application walkthrough videos

These videos demonstrate how to create a transaction and access the transaction record within the PowerWorker Engage application. It walks through the process of entering a new transaction, including selecting the donor, choosing the donation gift type, and entering the amount. It also shows how to locate and view the created transaction record from the list view. This guide helps users understand how to manage donation transactions efficiently.