Transaction Management

A transaction in DonorPoint is a record of an exchange between a constituent and your organization. Transactions are created automatically when donors complete forms, and can also be entered manually by staff.

Transaction Types

Transaction Status

Viewing Transactions

Go to Transactions in the sidebar. You can filter transactions by type, date range, campaign, payment method, and other criteria using the filter (funnel) icon. Each transaction record shows:

• Contact and organization
• Campaign (form) it came from
• Items and designations
• Payment method and amount
• Transaction type and status

Entering Transactions Manually

Staff with the appropriate permissions can enter transactions manually from the Transactions list or directly from a contact or organization record:

1. Open the contact or organization record.
2. Click Enter Transaction (or go to Transactions > Create New).
3. Select the form (campaign) the transaction is associated with.
4. Select items and enter amounts.
5. Select a payment method and complete payment details.
6. Click Create.

Manual entry is commonly used to record cash donations, checks received by mail, or matching gifts.

Pledges and Payments

When a transaction is recorded as a PLEDGE (e.g., a BillMe or payroll pledge), subsequent payments are recorded separately as PAYMENT transactions linked to the original pledge. To record a payment against a pledge:

1. Open the pledge transaction.
2. Click Enter Payment in the right-hand sidebar.
3. Enter the payment amount and payment method.
4. Click Save.

The pledge record shows the total pledged amount, total paid to date, and remaining balance.

Notes and Attachments

Notes can be added to any transaction record to document additional context — for example, notes from a conversation with a donor, or details about a check received.

To add a note:

1. Open the transaction record.
2. Click on the Notes tab.
3. Enter your note and click Save.

See Adding Notes to Transactions for details.

Refunds

Refunds can be issued from a transaction record for credit card transactions processed through your merchant account. See Issuing a Refund for step-by-step instructions.

Voiding Transactions (Soft Delete)

Transactions that should be removed from reporting but preserved for audit purposes are voided by changing their status to DELETED. Staff with administrative permissions can void transactions from the transaction record. Voided transactions are excluded from all standard reports and totals but remain in the database and visible via the Database view.

Declined Transactions

See Declined Transactions for how to view and work with declined credit card transactions.

Recurring Transactions

Recurring transactions are managed through the Recurring Donations section accessible from a contact’s record or from the Recurring list. See the recurring giving documentation for setup and management details.

Batch / Bulk Import

Multiple transactions can be imported in bulk from a CSV file. Contact help@donorpoint.com for the import template and field specifications.

Test Transactions

When testing your forms, enable Test Mode using the Test link in the form’s right-hand sidebar. Test transactions are processed through a test merchant account and do not represent real financial activity. Test transactions can be identified by their test flag in the database. Delete test transactions before going live using the standard delete function.