Transactions Overview

Your transaction management tool for the Qsuite is Transactions.  You can research as well as take action on transactions using the Transaction Search and the available action buttons in the transaction detail.

Transaction Search

Find and manage transactions from all your Qsuite products.  You can filter your search results by several factors

Filters

  • First Name:  The billing first name.
  • Last Name:  The billing last name
  • Account Last Four:  Search by the last 4 digits of a card or eCheck account number.
  • Product:  Narrow down your search to transactions from a specific product.
  • Start/End Date:  The date range filters for the scheduled date of a transaction or future scheduled transaction or occurrence.
  • Status:  Filter by transaction status.

o   Reconciled- A debit or credit transaction that has processed for payout or collection.

o   Pending-  A future scheduled transaction occurrence.  The transaction has not processed yet and is available to edit or cancel.

o   In Process-  An eCheck transaction that is currently processing for payout.  These can take anywhere from 3-9 business days based on your account setup to reconcile.

o   Failed-  A transaction that did not process successfully.

o   Cancelled-  A future scheduled transaction or recurring was manually cancelled.

o   System Cancelled-  A Recurring status for 3 failed occurrences using the same payment information.  The system automatically stops the recurring from continuing.

o   Completed-  Recurring status to designate the recurring transaction has ended based on number of occurrences or the End Date that was established.

  • Frequency:  Filter by transaction frequency, like single one-time payments or monthly recurring.
  • Payment Method:  Filter by specific payment type.  You can filter for debit/credit cards, specific cards like Visa or MasterCard, eChecks.
  • Transaction ID:  Search for a specific transaction by its unique transaction number.
  • Click [Search] to launch the search using the specified search filters.

 

Search Results

The search results break down the transactions by Transaction Schedule, Transactions, and Event Transactions.  To view the transaction details or manage a transaction, click on the “pencil” (Edit) icon.  The options available for a transaction depend on the status the transaction is currently in, and the product the transaction originated from.

 

Transaction Schedule

Transaction Schedules are not transactions in and of themselves, but the scheduled occurrence(s) for transactions that take place or will take place in the future.  There is no impact on a donor or customer account until the Scheduled Date in a Transaction Schedule has arrived.  In the case of a recurring transaction, only the next scheduled occurrence in the Transaction Schedule will show.  Past occurrences will show under Transactions as the transaction has already occurred.

 

The actions you can take on a Transaction Schedule are:

Print:  Print the current details of the Transaction Schedule including the payment information, billing information, categories and amounts, as well as any comments and notes.

Edit:  Update a Transaction Schedule to change payment information, billing information, categories and amounts, or the schedule.

Cancel:  Stop a Transaction Schedule and prevent further transaction processing.

Copy:  Copy the Transaction Schedule to create a new and independent record with the current details pre-populated.  You can use this to run an additional one-time transaction or fire a makeup transaction for a previously failed occurrence.   Alternatively, you could create an additional recurring.

Skip:  Skip one or more scheduled occurrence(s) of a record.  When an occurrence is skipped, the Transaction Schedule is pushed back which updates the Scheduled Date and the End Date the specified number of occurrences.

 

The actions available to a particular Transaction Schedule depend on the status that the record is currently in.  Below is a list of the record statuses and the actions available to each one:

Pending:  The next scheduled occurrence of a Transaction Schedule.

  • Available Actions- Print, Edit, Cancel, Copy, Skip.

Completed:  The last scheduled occurrence of a Transaction Schedule.  This record has been completed and will no longer process transactions.  A record completes on one-time transactions after the Scheduled Date arrives and on recurring transactions that hit their End Date or the designated number of occurrences.

  • Available Actions-  Print, Copy.

Cancelled:  This Transaction Schedule has been manually cancelled, and will no longer process transactions.

  • Available Actions-  Print, Copy.

System Cancelled:  This Transaction Schedule has been cancelled by the system, and will no longer process transactions.  Most often, this is seen on a recurring record where there has been 3 failed transaction attempts using the same payment information.

  • Available Actions-  Print, Copy.

 

Transactions

Transactions lists transactions that have already occurred.  You will also see transaction attempts that might have failed when a recurring or post-dated transaction tried to run, or on eChecks that return from a bank.  Transactions listed in this section are single occurrences (or points in time) that are the result of a Transaction Schedule which was created in your Qsuite through either a Giving Page or a Payment Page.

 

The two possible actions you can take on a Transaction are:

Print:  Print the details of the selected transaction including the payment information, billing information, categories and amounts, as well as any comments and notes.

Refund:  You can partially or fully refund a settled transaction back to the card or account the transaction originally ran on, up to the original amount.  You can apply the refund amount to specific categories based on the orginal transaction’s designation(s).

 

You can Print the details for any transaction, however the Refund option is only available at certain times based partly on the status that transaction is currently in, and partly on the transaction balance.  Below is a list of the transaction statuses and the actions available to each one.

 

Reconciled:  A transaction is Reconciled when it has finished processing and is scheduled to pay out.  This status applies to both charges and refunds, so looking to see if the amount is in parenthesis is important to identify the type of transaction.  You can refund a transaction up to the original amount of that transaction.  You can run a refund from the original transaction or, in the case of a partial refund, one of the previous refunds so long as there is still a balance on the original amount.  Once the full amount has been refunded the only action available is Print.

  • Available Actions- Print, Refund.

In Process:  This status is exclusive to eCheck transactions that have been submitted and are waiting for settlement and payout.  This process can take up to 7 business days.  While a transaction is In Process, the only available action is Print.

  • Available Actions- Print.

Reconciled-Returned:  A transaction that is fully or partially refunded is updated to Reconciled-Returned to signify that money has been returned to a card/account holder.  A Returned transaction will show related refund transaction history so you can see when refunds occurred and how much was refunded.  If there is a partial balance remaining on Returned transaction, you can process an additional refund up to the remaining amount, but you will not be allowed to exceed the original transaction amount.  Once the full amount has been refunded, the only action available is Print.

  • Available Actions- Print, Refund.

Failed:  The transaction Failed to process.  Most often this occurs as the result of a decline from the issuing bank.  Since eChecks do not have a “live” authorization, transactions that are In Process or even Reconciled, may be updated to Failed if they return from the bank.  Once a transaction fails, the only available action is Print.

  • Available Actions- Print.

 

EventQ Transactions

EventQ Transactions list the individual transactions tied to event registration activity in EventQ.  These transactions have already occurred.  You would also see eCheck transactions that have returned from the bank listed here as Failed.  The possible actions you can take on an EventQ Transaction are based on the Registration Edit functions.

 

The Registration Edit screen displays a summary of the registration including the Primary Contact, the Registrants, as well as a Balance summary.  You view the detail for the Primary Contact or a Registrant by selecting the name.  Likewise, you can view or hide Extras and the Questionnaire.

 

You can view Discounts, Adjustments, and Transactions details by selecting those headers.  Details will appear under each heading if appropriate.

 

Registration Edit Actions

The actions available to a registration are outlined below:

  • View:  Return to the Registration Edit screen.
  • Print:  Print the current view of the Registration Edit screen.
  • Edit:  Opens up the registration navigation (similar to the original registration process) to walk you through a registration where you can make any necessary changes.  When you finish the last page and hit [Next] your changes are saved and the registration’s balance is updated automatically.
  • Cancel:  Cancel the entire registration.
  • History:  View an itemized ledger for the registration, and any edits.

 

Balance Actions

The actions available in the balance section is based on the outstanding balance on a transaction.

  • Adjustment:  Apply an Additional Fee, a Discount Cost, an Offline Payment (Cash or Check), or an Offline Refund.  You can apply an adjustment regardless of the balance.
  • Payment:  If there is an oustanding balance owed, you can process a payment by card or eCheck using a New or Existing Payment Method.
  • Refund:  If there is an outstanding negative balance, you can process a refund back to the registrant using an Existing Payment Method up to the balance amount.

Other terms: system cancelled? transaction? donation? refund? cancelled? refunded? credited?


 

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