Manage & Update Transaction Records

When giving online, most people will donate and not think about it again. (At least, not until the next tax season 😅) But from time to time, mistakes happen and a donor might ask you to make some corrections or adjustments to their donation. Or perhaps you might need to reassign a transaction to a different person record. Thankfully, Nucleus Giving makes all of this easy!

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

Adjust Details Of A Transaction

Whether you’re viewing transactions in your Transactions Panel or within a person’s record, you can edit a gift’s details.

In your Transactions Panel here, you can click on any transaction to view its details. (Or you can click the View button.)

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

If you find a specific person listed in your People list here, you can view any digital or offline giving records and click on any specific transaction to edit any of its details.

While viewing a transaction’s details, to begin editing, click the Edit button.

Depending on if you’re adjusting a digital gift or an offline gift, you will see less/more options to edit.

Digital Transaction

For donations given via the GivingFlow, you can adjust the fund/designation the donation was initially set to be given towards. You can also adjust or add a memo.

Make sure to save any changes.

Offline Transaction

For donations that an admin adds manually for physical cash or checks, you can adjust the dollar amount, the date the gift was given, the fund, the method (cash, check, other), as well as the memo attached to the donation.

As always, make sure to save any changes.

You can also delete offline donations as well. (Sometimes details are so incorrectly added that deleting and starting over is the easiest approach 😅)

To delete a manually added donation, click Actions. Choose Delete Transaction from the dropdown menu, and then select Yes, Delete Now.

Note: Unless there has been an administrative error or other issue when entering in a donation manually, we recommend that you should never change a transaction’s details without the Giver’s consent.

Resend A Receipt

In case a donor has misplaced their digital giving receipt, you can resend a receipt for any donation to their email address.

While viewing a transaction’s details, click Actions. Then choose Resend Receipt.

The receipt will be sent to the primary email address linked in the person’s profile who owns that donation.

Select Yes, Resend The Receipt and that’s it!

The email will come from hello@nucleus.church, so make sure the donor 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.

Refund A Donation

While this should be a rare occurrence, it’s likely at some point you’ll encounter a moment where a donor requests a refund. In most cases we’ve seen, this is because they donated the wrong amount or forgot to stop a recurring transaction.

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

Confirm your selection by clicking Yes, Refund Now.

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

For instance, if you’re refunding a $100 donation via credit card, the total amount given by the donor would have been $101.94. You will return all $101.94 to the donor, 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 donation via ACH, the total amount given by the donor would have been $100.25. You will return $100.25 to the donor, 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 - those covered by the Givers and those incurred from the NACHA bank account validation 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

If you ever encounter a situation where a donation needs to be reassigned to a new person, there’s an easy way to do this!

While viewing a transaction’s details, click Actions. 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 donation will be attributed to the new person and will appear on that person’s annual tax statement rather than the original donor’s.

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. They can do this while managing Admins directly in Giving here (not in Church Settings).

Why Would I Need To Reassign A Transaction?

It might seem silly to think why you would need to reassign a transaction, but there are a couple of different scenarios where this would make sense.

Perhaps a donor accidentally put in a different email address in the GivingFlow than what’s listed in their profile. You can always reassign the transaction to the main person record for that donor.

This is especially helpful if a donor mistypes their email address. However, if the donor simply entered a different email address that they actually own, it’s best for them to login to their My Nucleus account, add that email address to their profile, and then verify that email address. Any donation associated with that secondary email address will be associated with their single account.

Or perhaps there’s a husband and wife who each have their own separate person records and they want to consolidate all their giving into one account. You can reassign those donations using this same method. That being said, if there are multiple donations to reassign, it might be easier to bulk reassign transactions, as described below.

Bulk Reassign Transactions To A New Person

If you need to take multiple transactions associated from one person and reassign them all to a different person, there’s a much more efficient way to do that than reassigning each donation one by one. (Praise the Lord! 🙌)

Instead of taking care of this directly in your Giving, you’ll actually do this in your Financial Account in Church Settings. (This is because it’s possible that you might need to also reassign some transactions made through a custom Flow, transactions that you would not be able to access or see while managing transactions in Giving.) Click here for a quick link.

Next, click on the Bulk Reassign tab.

Note: If you do not see the Bulk Reassign tab, this is because you do not have the admin permissions to do so. If you need to be able to bulk reassign transactions, reach out to your Account Owner and request that they add this permission to your account. They can do this while managing Admins in your Church Settings here.

Here, you’ll see a lot of important information letting you know in which scenarios you can reassign transactions and in which scenarios you can’t reassign transactions.

Once you’re ready, click Begin Reassignment.

  1. Type person’s name or email address you want to reassign all transactions from
  2. Type person’s name or email address you want to reassign all transactions to
  3. Check the box to agree to the reassignment and save changes

Note: Once you bulk reassign transactions, there is no undo. This means if you’re reassigning transactions to a person who already has transactions associated with their account, you will not be able to parse out the newly reassigned transactions from the old ones. The only way to rectify this is to manually reassign individual transactions as described above. So please proceed with caution!

What Next?

With great power comes great responsibility. Reassigning transactions should not be taken lightly, which is why there is a special permission that needs to be granted before you can reassign any transaction.

With that being said, if you have the power to reassign transactions, something tells us that you might also be in charge of reconciling your church’s bank statements. Check out this guide below to become a pro on that:

And in case you missed any of these great guides, click below to become wiser, smarter, and better at managing all of your Nucleus Giving:

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