ProDon:Cancelling a Transaction

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Introduction

It is sometimes necessary to delete or edit a transaction that has already been created in ProDon.

The reasons may vary, for instance:

• The transaction is linked to the wrong donor;
• The transaction is linked to the wrong donation occasion / activity;
• The amount of the transaction is incorrect;
• The cheque received for the payment is a non-sufficient fund cheque;
• The transaction has been entered twice ...

If the transaction has not been transferred yet, any wanted modification can be made to the transaction without having any impact on the information in the database.

If the transaction was transferred, but the receipt has not been issued yet, modifications can still be made. However, it is strongly not recommended to delete this transaction because you would lose track of it. It is therefore preferable to cancel the transaction and to create a new one. This way, track of the changes made will be kept in the database.

On the other hand, if the transaction was transferred and the receipt has already been issued; you first have to cancel the receipt prior to proceeding with the cancellation of the transaction.

CAUTION: When a transaction is cancelled, you have to make sure that the information has been transmitted to the accounting software.

Cancelling a Transaction

To cancel a transaction, go to the "Client management".

To do so, from the software home page, click on the "Clients" menu, then select " Clients"

After clicking on " Clients", this window opens.
A: Search, using the search bar, the client for whom the transaction must be cancelled.	B: Once the client is found, double-click on this client's line.

After clicking on the client's line for whom a transaction must be cancelled, this client's file opens. Go to the "Tr. transferred" tab at the bottom of the file.
A: Select the line of the transaction to be cancelled.	B: Click on the button.

Procedure if the receipt has already been issued

After clicking on the button, this window opens.

You then have to cancel the receipt. To learn how to cancel a receipt, consult the "Cancelling, Reissuing and Reprinting Receipts" procedure.

Procedure if the receipt was cancelled or has not been issued yet

After clicking on the button, this window opens.

Click on the " Yes" button.

After clicking on the " Yes" button, this window opens.

Choose, using the drop-down list, the reason for the cancellation. If none of the reasons available can be applied to the situation, it is possible to add a new one by manually entering the information in the box. In this example, the reason "Non-sufficient fund cheque" was added.

If a new reason was added to the list at the previous step, this window opens.

To confim the addition of the cancellation reason to the drop-down list, click on the " Yes" button.

After clicking on the " Yes" button, the software goes back to the previous window.

Click on " OK" to confirm the cancellation reason.

After confirming the cancellation reason, the cancelled transaction is still present in the client file, but a line over the transaction indicates that it has been cancelled.

Reactivating a Cancelled Transaction

After cancelling a transaction, it is possible to reactivate it. This option is available in the event that a transaction was cancelled by mistake.

CAUTION: Do not use the reactivation of cancelled transactions when receiving the second payment, since tracks of the bad payment will be lost. To enter a subsequent payment, enter a new transaction.

A: Select the line of the transaction to reactivate.	B: Click on the button.

After clicking on the button, this window opens.

Click on the " Yes" button to reactivate the transaction.

After confirming the reactivation, the transaction becomes active again and the line over it disappears.

Impact on the Reports

Cancelling a transaction that was transferred has an impact on the information of the database.

Among others, all the reports that were printed when transferring the batch will be wrong, as well as the information that was sent to accounting. The reports will therefore have to be reproduced.

Reprinting Different Reports

It is possible to reprint the different batch reports from the file of the client for whom a transaction was cancelled.

A: Click on the line of the cancelled transaction.	B: Click on the button.

After clicking on " Continue", the report is printed or is displayed onscreen, according to the options checked in the previous window.

A: On the report, the cancelled transaction is present, as well as the reason for its cancellation.

B: The totals were corrected as well.

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Document name: ProDon:Cancelling a Transaction

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