Manage & Update Transaction Records in Nucleus Flows

As you start to receive payments through your Flows, it will be important to know how to manage your transaction records. Nucleus allows you to not only see all the information you need, but to update transactions, reassign or refund them if needed, add memos, or even resend digital receipts.

If you have a Payment Step where you've enabled cash or check as valid forms of payment, you can also create a record for when you receive that physical payment.

To get started, go to your Transactions Panel in Nucleus Flows. Click here for a quick link.

In this guide, we'll cover the following topics. Click on any one to jump ahead.

Transaction Statuses

While viewing your payments, you will notice an array of different statuses your transactions can have:

  • Pending
  • Successful
  • Paid out
  • Failed
  • Refunded

We have an entire visual guide on transaction statuses and understanding payout schedules for both credit card and ACH transactions. Click here to learn more.

View A Transaction Record

While viewing any list of transactions (whether in your main Transactions Panel, transactions just for a specific Flow, or in a person's profile), you can click to View any specific payment's details.

Note: If you need a refresher of how to search and filter to find a specific transaction, click here.

Here, you will see who made the payment with a quick link to that person's submission details. Below this, you will see all the specific details of the transaction from when it was paid, how much was paid, what fund it goes towards, etc.

Speaking of funds, from time to time, you might need to readjust what fund the payment should go towards. Let's take a look at how to do that below.

Adjust Details Of A Transaction

Wherever viewing a Transaction's details, you can click Edit or under Actions, you can click Edit Transaction. Either way, this will allow you to reassign the transaction to a different fund or add/adjust the memo associated with the transaction.

Note: The only funds you can choose in the dropdown menu are funds that have already been created in the Financial Account of your Church Settings that also have specifically been tagged for Nucleus Flows. To learn more about how to create and manage funds, click here.

If you're viewing a manually entered transaction (for cases where you've allowed for payments to be made via cash or check in a Payment Step), you will also be able to adjust the $ amount, the date it was paid, and the method of payment.

If you need to edit any of these pieces of information, don't forget to save your changes.

Resend A Receipt

In case someone has misplaced the digital receipt they should have received when they initially completed their Flow submission, you can always resend a receipt to the primary email on file for the person record attached to the payment.

While viewing a transaction’s details, click Actions and then choose Resend Receipt. Select Yes, Resend The Receipt and that’s it!

The email will come from hello@nucleus.church or hello@nucleus-mail.church, so make sure the person knows to look out for an email from that address.

If you need to resend a receipt for a donation to a different email address, you can do this using our Receipt Lookup Tool! Click here to learn more about that.

Note: The Receipt Lookup Tool is generally used by people who need to resend receipts or claim missing donations from their personal My Nucleus account. So while the guide above talks specifically in terms of donations, the Receipt Lookup Tool will be able to lookup all transactions, not just donations.

Refund A Payment

While this will hopefully be a rare occurrence, it’s likely at some point you’ll encounter a moment where you receive a request to refund a payment.

To do this, while viewing a transaction’s details, click Actions and then choose Refund Transaction.

Confirm your selection by clicking Yes, Refund Now.

Note: Because a refund is a completely new transaction, you will be charged the transaction fee matching the method of payment, on top of the entire amount the person originally paid. If the payment was given via credit card, you will cover the 1.9% transaction fee. If the payment was given via ACH, you will cover the flat 25-cent transaction fee.

For instance, if you’re refunding a $100 transaction via credit card, the total amount given by the person would have been $101.94. You will return all $101.94 to the person, and then cover the additional 1.9% on this new transaction. This means a total of $103.91 will leave your bank account.

If you’re refunding a $100 transaction via ACH, the total amount given by the person would have been $100.25. You will return $100.25 to the person, and then cover the additional 25 cents on this new transaction. This means you will see an additional 25 cents leave your church’s bank account when our card processor collects all the ACH fees the following month. (See this guide for more information on ACH fees.)

What Happens If I Don’t See The Option To Refund? To initiate a refund, the donation needs to have landed in your church’s bank account. This means the donation needs to have a paid out status before you will see this option in the list of actions on any transaction.

Reassign A Single Transaction To A New Person

While this is more likely to happen for donations, from time to time you might need to reassign a payment to a different person record.

To do this, while viewing a transaction’s details, click Actions and then choose Reassign Transaction.

Next, type in the name of the new person you want the donation to be associated with.

Then, click the Save Changes button.

Yep. It’s that simple. Now the payment will be attributed to the new person and will appear in their profile's transaction history.

Note: If you do not see the option to reassign a transaction, this is because you do not have the admin permissions to do so. If you need to be able to reassign transactions, reach out to your Account Owner and request that they add this permission to your account.

Should you ever need to print a physical copy (or simply download a PDF record of the payment for accounting purposes), you can quickly do so.

While viewing a transaction’s details, click Actions and then choose Print Transaction.

This will open a window on your device with options to connect to a printer or save the print preview as a PDF to your device.

Manage An Entire Flow's Payment Records

While viewing all transactions for all Flows can be helpful, it's likely you'll be more interested to viewing payments tied to a specific Flow.

While managing a specific Flow, click on Results in the left sidebar.

From there, click on Transactions tab in the submenu. Here, you will see a consolidated transaction list of all payments for that specific Flow.

You can utilize the same reporting filters and techniques as laid out in this guide. [link to Understanding & Downloading Reports In Nucleus Flows]

Create A Transaction Record For Cash Or Check Payments

While setting up a Payment Step in a Flow, you can choose which payment methods are acceptable: credit card, ACH, cash, check, or other.

If you choose to allow cash, check, or other forms of payment and someone selects that method of payment, you can manually create a transaction record that's associated with their Flow submission once they actually do pay the owed amount.

Note: If you're familiar with Nucleus Giving, the process is very similar to creating a manual transaction record for donations.

While viewing the results of a Flow that has a Payment Step added, you can click to view your submissions. Viewing any individual submission, you'll see an area below the person's profile with information about the payment. If cash, check, or other was selected by the person, you will see the option to Enter Manually.

Clicking on this, you can either enter or adjust any pre-filled information about the payment and then save those changes.

Once you do this, that record will show up both in that Flow's results Transactions tab, or in the main Transactions Panel for all Flows.

Transfers (Batch Deposits) & Reconciliation

Nucleus deposits funds to your church’s bank account in batch deposits. We like to call these Transfers because the funds are being transferred to your bank account. How frequently you’ll see funds deposited to your account and the difference between credit card and ACH deposits can all be found here. But for now, let’s quickly explore where the Transfers Panel is and how to manage it.

Note: You will need to have at least Financial Assistant level admin access in order to view this. If you don’t, you’ll need to request that access be given to you by whoever set up your Nucleus account.

To get there, go to your Church Settings. Then click on Financial Account. You should automatically land on your Transfers Panel, but here’s a quick link just in case.

The Transfers Panel also showcases stats specifically regarding your batch deposits.

To learn more about reconciliation and how to manage your Transfers, click here. This guide will speak specifically to reconciling donations on the Nucleus Giving side of things, but the information will be exactly what you need.

What Next?

If you're utilizing the Payment Step, it's likely that you're a more advanced user of Nucleus Flows. In that case, you might find the following guides helpful in taking your Flows to the next level:

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.