ProDon:Negative Transaction Entry

Introduction

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

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.

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 cancel the transaction altogether.

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 this procedure.

CAUTION: Negative transaction entry can alter the report data, so you must be vigilant. For more details, see 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.

Accessing the "Transaction Management"

To go to the "Transaction Management" from ProDon's home page, click on the "Transactions" menu, then select " Transactions".

Transaction Entry

After clicking on " Transactions", the "Transaction Management" opens.

Click on the button to enter a new transaction.

After clicking on the button, this window opens.
A: Search, using the search bar, the client for whom a transaction must be credited.	B: Select the line of the client for whom a transaction needs to be credited.
C: Click on the " Add a transaction for this client" button.

After clicking on the " Add a transaction for this client" button, this window opens.
A: It is the client for whom the negative transaction is created.	B: It is the date of the transaction. The current date is entered by default.
C: Select the same donation occasion as the one used in the positive transaction.	D: Select the same activity as the one used in the positive transaction.
E: Select the same General Ledger account as the one used in the positive transaction.	F: Select the same accounting project as the one used in the positive transaction.
G: Enter the negative amount or the negative quantity of the one used in the positive transaction.	H: Select the same payment method as the one used in the positive transaction.
I: 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 H.	J: Select the "0 - None" option, since no receipt needs to be issued for a credit.
K: Choose the document to be issued, if desired.	L: Enter the number of the positive transaction.
M: Enter the same canvasser as the one used in the positive transaction.	N: After entering all the information, click on the " Confirm" button to save the transaction.

After clicking on the " 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 "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 the statistics might be distorted.

For instance, if a $800 transaction was 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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Document name: ProDon:Negative Transaction Entry

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