View source for ProDon:Negative Transaction Entry

{{Header_ProDon | | 4.6.7.23 | Nadia Carrier | | 2012/07/27 }} 

== Introduction  ==

In '''''ProDon''''', it is possible to enter negative transactions (crediting transactions). 

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If the "Accounting Integration" module is active, it is necessary to credit transactions in the following situations: 

*To repay an electronic transaction 
*To send a credit to the accounting software, for instance, following the encashment of a bad cheque.

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If the "Accounting Integration" module is not active, it is necessary to enter a negative transaction only to proceed with the repayment of an electronic transaction. In any other cases, it is preferable to [[ProDon:Cancelling a Transaction|cancel the transaction]] altogether. 

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'''NOTE: '''When a transaction is credited or cancelled, do not forget that the receipt for the transaction must also be cancelled. To learn how to cancel a receipt, see [[ProDon:Cancelling, Reissuing and Reprinting Receipts|this procedure]]. 

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'''CAUTION: '''Negative transaction entry can alter the report data, so you must be vigilant. For more details, see [[ProDon:Negative Transaction Entry#Potential_Problem|this section]].

== Negative Transaction Entry  ==

Negative transaction entry is done from the "Transaction Management". 

'''NOTE: '''Have in hand the detail of the transaction to be credited. 

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=== Accessing the "Transaction Management"  ===

{| border="1" width="490" cellspacing="1" cellpadding="1" class="wikitable"
|-
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To go to the "Transaction Management" from '''''ProDon''''''s home page, click on the "Transactions" menu, then select "[[Image:Bouton transactions.png]] Transactions". 

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| [[Image:Negative Transaction Entry 001.png]]
|}

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=== Transaction Entry  ===

{| border="1" width="50%" cellspacing="1" cellpadding="1" class="wikitable"
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After clicking on "[[Image:Bouton transactions.png]] Transactions", the "Transaction Management" opens. 

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| [[Image:Negative Transaction Entry 002.png]]
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Click on the [[Image:Button add plus.png]] button to enter a new transaction. 

|}

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{| border="1" width="50%" cellspacing="1" cellpadding="1" class="wikitable"
|-
| colspan="2" | 
After clicking on the [[Image:Button add plus.png]] button, this window opens. 

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| colspan="2" | [[Image:Negative Transaction Entry 003.png]]
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| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A:&nbsp;</span>'''Search, using the [[Common functions:Search Bar|search bar]], the client for whom a transaction must be credited. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''Select the line of the client for whom a transaction needs to be credited. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">C:&nbsp;</span>'''Click on the "[[Image:Button Check mark Confirm.png]] Add a transaction for this client" button. 

| width="50%" | 
|}

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{| border="1" width="50%" cellspacing="1" cellpadding="1" class="wikitable"
|-
| colspan="2" | 
After clicking on the "[[Image:Button Check mark Confirm.png]] Add a transaction for this client" button, this window opens. 

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| colspan="2" | [[Image:Negative Transaction Entry 004.png]]
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| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">A: </span>'''It is the client for whom the negative transaction is created. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">B: </span>'''It is the date of the transaction. The current date is entered by default. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">C: </span>'''Select the same donation occasion as the one used in the positive transaction. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">D: </span>'''Select the same activity as the one used in the positive transaction. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">E:&nbsp;</span>'''Select the same General Ledger account as the one used in the positive transaction. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">F: </span>'''Select the same accounting project as the one used in the positive transaction. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">G: </span>'''Enter the negative amount or the negative quantity of the one used in the positive transaction. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">H: </span>'''Select the same payment method as the one used in the positive transaction. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">I:&nbsp;</span>'''Enter the same cheque number as the one used in the positive transaction. 

'''NOTE: '''This field appears or not depending on the payment method chosen at <span style="color: rgb(255, 0, 0);">'''H'''</span>. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">J: </span>'''Select the "0 - None" option, since no receipt needs to be issued for a credit. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">K:&nbsp;</span>'''Choose the document to be issued, if desired. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">L: </span>'''Enter the number of the positive transaction. 

|-
| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">M: </span>'''Enter the same canvasser as the one used in the positive transaction. 

| width="50%" | 
'''<span style="color: rgb(255, 0, 0);">N:&nbsp;</span>'''After entering all the information, click on the "[[Image:Button Check mark Confirm.png]] Confirm" button to save the transaction.<br> 

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|}

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After clicking on the "[[Image:Button Check mark Confirm.png]] Confirm" button, '''''ProDon''''' goes back to the "Transaction Management", then you must transfer the transaction. Depending on the specified payment method, the transaction will be in different tabs of the "Transaction Management", To learn how to transfer a transaction, see the [["Transaction Transfer"]] section of the [[ProDon:Transaction Logging|"Transaction Logging"]] document. 

'''NOTE: '''It is recommended to transfer each cancelled transaction in a different batch.

== Potential Problem  ==

When a credit is made in ProDon, the negative transaction is not directly linked to the positive transaction, this means that the reports and statistics might be distorted. 

For instance, if a $800 transaction has been credited and that you search all the transactions over $500, the positive transaction will be found, even if a negative transaction is entered. 

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