Rock U - Finances - Transactions

Transcribed Video Content

Every gift your organization receives is tracked as a transaction. So let's talk about how to find, add, and edit them because your finances are only as good as your transactions are accurate. To find transactions in Rock, all you need to do is go over to the finance section and go to transactions up top. Click on that and something you always wanna keep in your mind when dealing with transactions is that each transaction is linked to a batch. So I'll just click here just to give you an example. This transaction that happened recently by Alicia Marble, we can click here and we can see the exact batch that this fell into. Let's head back to that transaction list and we can see we have lots and lots 8836. So it's important that we'd be able to filter on these and out of the box by default when you load up this block, it's gonna show the last six months and that will make the load faster for you, but you can really specify the date range, the amount range and even the currency type, credit card type, the transaction code for your accounting software, the accounts transaction type and campus of batch, campus of account, you can get super, super specific. And I'm gonna show you one other thing that changes. So I haven't filtered anything yet and oh, by the way, you can actually sort really easily by clicking on any one of these columns and you can filter on the column too. So it's easy, really easy to find the transaction you want. But if you scroll to the bottom, you can see the total results of these transactions. Right here it says 2,718,000, keep that in mind. And I'm gonna instead filter to the last three months. You'll see that our transaction count goes down significantly. When you scroll down, our total results are smaller too. So you can actually eliminate the need for some reports by just setting up filters for the transactions you're showing here and then seeing the results of the amounts given to each sort of account and the total. But let's click into one of these transactions after we look at the columns. You can see the name of the person who gave the transaction, the date, the amount, and sometimes that'll be negative if it's something a refund, then the currency type, all kinds of types, the transaction code, the batch that it's connected to, and transactions will always get thrown into an open batch, the accounts, and then a comment. And it's really nice that Rock will automatically add comments for you on things event registration, fundraising, and other places within the product where you are doing a kind of transaction, Rock will add comments so that even if that fundraising group goes away or that event registration, what this transaction was for. Now let's click into this transaction. We get a really beautiful view showing us what kind of gift this was, the amount, the batch, who authorized it if it had been authorized. You can click into the person's profile, the person who gave, see their address, campus, really specific details the transaction source, the allocation to different accounts, and then some updates on what actually happened with this transaction. So you can really dig into the history, then you can refund it from here as well. We have a whole video on refunding transactions though. Click edit if you wanna change some things the payment gateway, the credit card method, transaction type and the account allocation. You can even add images if there's something a check connected to it or you can display this as an anonymous gift. And this hides the donor's name anywhere the gift is shown publicly. But remember, you'll probably want to have a confirmation from whoever gave this gift. If you're gonna do anything changing the allocation, then you can also quickly see the transaction history and know exactly what happened such as different attributes that were added, different properties and you can see the values that were added the account and much more. So it's easy to see what's going on with transactions, a log of all the things that have changed with the transaction and get detail on the generosity that's happening in your organization. With your transactions entered cleanly, your contribution statements and your reports work themselves out. Transactions are really crucial, so make sure to be diligent in training people how to add them properly.