Editing Transactions as an Administrator – Aware3

Donors may mistakenly choose a fund or appeal in the process of giving, requiring an admin to edit certain aspects of the donation after the fact. As an admin, you have the ability to edit the fund and/or appeal associated with a transaction after a the transaction has been made.

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.

Editing a Transaction

To edit a transaction's fund and/or appeal after it has been made, click on the “Actions” column on the furthest right hand side of the table. This is where the Edit Transaction option lives and is where an admin can initiate an edit.

After clicking on the "Actions" column on the Transactions page, you'll see the “Edit Transaction” option mentioned above, 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 "Edit Transaction," you'll see a window that will allow you to make changes to that specific transaction.

As shown in the image above, on the Edit Transaction window, there is an initial row detailing the profile who made the transaction, the amount of the transaction and the type of payment used.You'll be able to see what fund and appeal (if applicable) the transaction is associated with, and also be able to change that fund and appeal.

When an appeal is changed within a transaction, then the associated fund will automatically change as well. For example, you may want to change the appeal for Joe Smith's gift 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, both the Appeal and the Fund for Joe's transaction would be changed (his gift would then be tied to the New Years Appeal and Holiday Fund)

If no appeal is associated with the transaction, then an option will appear stating, “Select an Appeal (Optional)” in the appeal dropdown. When a fund or an appeal is changed, the subsequent exchange of funds will reflect in an updated total for the changed fund or appeal. This result will occur for both a fund change and an appeal change.

Important: Any changes made to a transaction will be sent as an email notification to the donor immediately after the changes have been made. At the bottom of the window you will be reminded of this with a note: "A notification will be send to the donor via email.”

Disclaimer Notification

If you attempt to edit a transaction that is part of a recurring gift series, then you will be notified with a disclaimer that will be displayed at the bottom of the window, as pictured below. 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 “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 made. 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 of money 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 (either an appeal or a fund change).

Description of Change:

A description of what change was made for the transaction. This is formatted by showing what the original fund or appeal was, with an arrow pointing to the fund or appeal it was changed to.

Changed by:

A name and email of the admin who made the change on the transaction.

Single View on Transactions page and Change Log page

As an admin, you have the ability to view the change log of a single transaction. When viewing a single transaction, as shown in the example above, you'll be able to view the changes that have been made to that transaction by clicking the “View Change Log” button in the "Actions" column.

After clicking the "View Change Log" button, 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.