Editing Transactions as an Administrator

Donors may mistakenly choose the wrong fund, appeal, or pledge in the process of giving. As an admin, you have the ability to edit the fund, appeal, or pledge associated with a transaction after the transaction has been processed successfully.

*Note: Transactions are not editable through aware3 if you are using Planning Center Online Giving or Church Community Builder Giving. Please make transaction edits directly in either PCO or CCB.

Edit a Transaction

To edit a transaction after it has been processed, click on the ellipses menu with the three dots in the Actions column on the furthest right hand side of the table.

In the Actions menu, you'll see a View/Edit Transaction option, as well as a View Change Log option. The change log allows admins to see what changes have been made to a given transaction.

When you click on View/Edit Transaction, you'll see a window that will allow you to make changes to the transaction selected.

As shown in the image above, on the View/Edit Transaction window, the transaction details that are not changeable are displayed with a grey background. Both the current Fund and Appeal can be changed by selecting a new value from the dropdown menus.

When an appeal is changed, then the associated fund will automatically change as well. For example, you may want to change the appeal for Joe Smith's donation from the the Christmas Appeal to the New Years Appeal:

• The Christmas Appeal is tied to the General Fund, and the New Years Appeal is tied to the Holiday Fund, and
• You change the appeal for Joe's transaction from the Christmas Appeal to the New Years Appeal;
• Subsequently, his donation would not only change to the New Years Appeal, but would also be changed to the Holiday Fund.

To change the pledge associated with the transaction select Pledge, and a dropdown menu will appear where you can select a new pledge. For more information on pledges, read this article.

When a fund, appeal, or pledge is changed, totals associated with the updated fund, appeal, or pledge will be adjusted.

If you want to let the donor know about the changes, check the Notify donor of changes via email checkbox.

Disclaimer Notification

If you attempt to edit a transaction that is part of a recurring donation series, then you will be notified with a disclaimer that will be displayed at the bottom of the window. The disclaimer will read “This transaction is part of a recurring gift series. Only this transaction will be changed.” This means that the changes made are not universal and will only affect the current transaction.

Change Log

When an admin makes a change to a transaction, that change will appear on the Change Log page. To locate the change log, click the button in the top right corner of the Transactions page, or click the three dots under the Actions column on the furthest right hand side of the table and select Change Log.

Change Log Page

Once you have navigated to the Change Log page, you’ll see a table that is set up similarly to the Transactions page. In this table, however, the columns that are displayed are Transaction ID, Amount, Donor Name, Date and Time of Change, Field Changed, Description of Change, and Changed by.

Explanation of Columns

Transaction ID: This column is the ID of the transaction. It is a clickable link that will allow you to view the transaction as a single view in the transaction table (shown below).

Amount: The amount donated in the transaction.

Donor Name: The name of the donor who gave.

Date & Time of Change: The date and time that the admin made changes to the transaction.

Field Changed: An explanation of what part of the transaction was changed (fund, appeal, or pledge).

Description of Change: A description of the change made to the transaction. This is formatted by showing the original value with an arrow pointing to the new value.

Changed by: The name and email of the admin who changed the transaction.

Single View on Transactions page and Change Log page

Admins also have the ability to view the change log for a specific transaction. In this view, as shown in the example above, you'll be able to view the changes that have been made to that transaction by selecting the View Change Log option from the Actions menu accessed via the ellipses button on the far right in the Actions column

After clicking the View Change Log option, you'll be redirected to a single view change log page, as pictured below.

The information on this page will be the same as the original Change Log page, but narrowed down to one transaction for easier viewing. Additionally, the navigation steps at the top left of the page will allow you to navigate back to the Change Log or the Transactions page.

If you have any questions or need help, send us a note at support@aware3.com!