Difference between revisions of "ProDon:Transaction Logging (version 4)"

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{{Header_ProDon|1|4.7.3.4|Nadia Carrier|Nadia Carrier|2014/12/11}}
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{{Header_TOC}}<br>
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'''<u>CAUTION</u>''' : This document is for '''ProDon 4'''. To view ProDon 5 document, [[ProDon:Transaction Logging|click here]].  
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== Introduction  ==
 
== Introduction  ==
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'''''ProDon''''' allows you to enter transactions of revenues associated with activities that have previously been defined in the [[ProDon:Donation Occasion Management|"Donation Occasion Management"]].&nbsp;  
 
'''''ProDon''''' allows you to enter transactions of revenues associated with activities that have previously been defined in the [[ProDon:Donation Occasion Management|"Donation Occasion Management"]].&nbsp;  
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'''CAUTION:''' To enter transactions with instant payment methods (credit card or bank transfer), the Electronic Transactions Module must be active in '''''ProDon'''''.<br>  
 
'''CAUTION:''' To enter transactions with instant payment methods (credit card or bank transfer), the Electronic Transactions Module must be active in '''''ProDon'''''.<br>  
  
For more details on this module or to learn how to enter transactions with '''''Optimal''''', [[ProDon:Electronic Transaction Module - Optimal|click here]].<br>  
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For more details on this module or to learn how to enter transactions with '''''PaySafe''''', [[ProDon:Electronic Transaction Module - PaySafe|click here]].<br>  
  
<br>
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<br>  
  
 
== Transaction Management  ==
 
== Transaction Management  ==
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|-
 
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Allows you to move from one transaction to the other in the grid at <span style="color: rgb(255, 0, 0);">'''S'''</span>.<br>  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Allows you to move from one transaction to the other, in the grid at <span style="color: rgb(255, 0, 0);">'''S'''</span>.<br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> Allows you to generate transactions for the donation commitments. The [[Commitment Module]] must be active in&nbsp;'''''ProDon''''' for this button to become available. <br>  
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> Allows you to generate transactions for the donation commitments. The [[ProDon:Prospecting and Commitments Module|Prospecting and Commitments Module]] must be active in&nbsp;'''''ProDon''''' for this button to be available. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> Allows you to import transactions from an '''''Excel''''' file. The transaction Importation Module must be active in&nbsp;'''''ProDon''''' for this button to become available.&nbsp;  
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> Allows you to import transactions from an '''''Excel''''' file. The transaction Importation Module must be active in&nbsp;'''''ProDon''''' for this button to be available.&nbsp;  
  
 
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<span style="color: rgb(255, 0, 0);">'''G&nbsp;:'''</span> Allows you to cancel the transaction selected at <span style="color: rgb(255, 0, 0);">'''S'''</span>. To cancel a transaction, select the transaction to cancel, then click on the [[Image:Button cancel.png]] button. For more information about transaction cancellation, [[ProDon:Cancelling a Transaction|click here]]. <br>  
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<span style="color: rgb(255, 0, 0);">'''G:'''</span> Allows you to cancel the transaction selected at <span style="color: rgb(255, 0, 0);">'''S'''</span>. To cancel a transaction, select the transaction to cancel, then click on the [[Image:Button cancel.png]] button. For more information about transaction cancellation, [[ProDon:Cancelling a Transaction|click here]]. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''K:'''</span> The "Deposit" tab contains the transactions received in [[Cheque|cheque]] or cash, as well as the transactions in [[Goods and services (in-kind)|goods and services (in-kind)]]. <br>  
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<span style="color: rgb(255, 0, 0);">'''K:'''</span> The "Deposit" tab contains the transactions received in [[ProDon:Transaction Logging#Transaction_Paid_by_Cheque|cheque]] or cash, as well as the transactions in [[ProDon:Transaction Logging#Transaction_with_a_Sale_Price|goods and services (in-kind)]]. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''M:'''</span> The "Electronic" tab contains the transactions paid by the IBAN payment method (France). The [[ProDon:Electronic Transaction Module - Optimal|Electronic Transaction Module]] must be active in '''''ProDon''''' for this tab to be visible. <br>  
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<span style="color: rgb(255, 0, 0);">'''M:'''</span> The "Electronic" tab contains the transactions paid with the IBAN payment method (France). The [[ProDon:Electronic Transaction Module - PaySafe|Electronic Transaction Module]] must be active in '''''ProDon''''' for this tab to be visible. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''N:'''</span> The "Instant" tab contains the transactions processed by '''''Optimal'''''. The [[ProDon:Electronic Transaction Module - Optimal|Electronic Transaction Module]] must be active in&nbsp;'''''ProDon''''' for this tab to be visible.<br>  
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<span style="color: rgb(255, 0, 0);">'''N:'''</span> The "Instant" tab contains the transactions processed by '''''PaySafe'''''. The [[ProDon:Electronic Transaction Module - PaySafe|Electronic Transaction Module]] must be active in&nbsp;'''''ProDon''''' for this tab to be visible.<br>  
  
 
|-
 
|-
 
|  
 
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<span style="color: rgb(255, 0, 0);">'''O:'''</span> The "To be received" tab contains the transactions awaiting for a payment, either in donation promises, in ticket sale promises, etc. <br>  
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<span style="color: rgb(255, 0, 0);">'''O:'''</span> The "To be received" tab contains the transactions awaiting payment, either in donation promises, ticket sale promises or else. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''P'''</span><span style="color: rgb(255, 0, 0);">''':'''</span> The "To pay" tab contains the transactions awaiting to be paid, such as bursaries for which the file is being evaluated. The Beneficiary Module must be active in '''''ProDon''''' for this tab to be visible.<br>  
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<span style="color: rgb(255, 0, 0);">'''P'''</span><span style="color: rgb(255, 0, 0);">''':'''</span> The "To pay" tab contains the transactions awaiting payment, such as bursaries for which the file is being evaluated. The Beneficiary Module must be active in '''''ProDon''''' for this tab to be visible.<br>  
  
 
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|-
 
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<span style="color: rgb(255, 0, 0);">'''Q:'''</span> The "Expenditures" tab contains the expenditure transactions made for activities such as a catering service, venue rental, food purchasing, etc. For more information on expenditure transactions, [[ProDon:Expenditure Transaction Logging|click here]].<br>  
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<span style="color: rgb(255, 0, 0);">'''Q:'''</span> The "Expenditures" tab contains the expenditure transactions made for activities such as catering service, venue rental, food purchasing, etc. For more information on expenditure transactions, [[ProDon:Expenditure Transaction Logging|click here]].<br>  
  
 
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<br>
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<br>  
  
 
== Adding a Transaction  ==
 
== Adding a Transaction  ==
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|-
 
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| colspan="2" |  
 
| colspan="2" |  
After clicking on the [[Image:Button add plus.png]] button, this window opens, in order to select the client who made the transaction.<br>  
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After clicking on the [[Image:Button add plus.png]] button, the following window opens, in order to select the client who made the transaction.<br>  
  
 
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If he or she already exists, select him or her at <span style="color: rgb(255, 0, 0);">'''B'''</span>, then click on the "[[Image:Button add plus.png]] Add a transaction for this client" button at&nbsp;<span style="color: rgb(255, 0, 0);">'''C'''</span>.  
 
If he or she already exists, select him or her at <span style="color: rgb(255, 0, 0);">'''B'''</span>, then click on the "[[Image:Button add plus.png]] Add a transaction for this client" button at&nbsp;<span style="color: rgb(255, 0, 0);">'''C'''</span>.  
  
If he or she does not exist in the database, click on the "[[Image:Add client button.png]] Add client" button at <span style="color: rgb(255, 0, 0);">'''D'''</span>, in order to create a new client file for him or her. After confirming the addition of the new client file, the [[ProDon:Transaction Logging#Transaction_Logging|transaction logging window]] opens.  
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If the client does not exist in the database, click on the "[[Image:Add client button.png]] Add client" button at <span style="color: rgb(255, 0, 0);">'''D'''</span>, in order to create a new client file for him or her. After confirming the addition of the new client file, the [[ProDon:Transaction Logging#Transaction_Logging|transaction logging window]] opens.  
  
 
To view the file of the client selected at <span style="color: rgb(255, 0, 0);">'''B'''</span>, click on the "[[Image:Bouton Client.png]] Edit this client" button at <span style="color: rgb(255, 0, 0);">'''E'''</span>.  
 
To view the file of the client selected at <span style="color: rgb(255, 0, 0);">'''B'''</span>, click on the "[[Image:Bouton Client.png]] Edit this client" button at <span style="color: rgb(255, 0, 0);">'''E'''</span>.  
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=== Transaction Logging  ===
 
=== Transaction Logging  ===
  
'''NOTE:''' If the client has commitments in progress or pending transactions, see this section.&nbsp;  
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'''NOTE:''' If the client has commitments in progress or pending transactions, see [[ProDon:Transaction Logging#If_the_Client_has_a_Commitment_in_Progress_or_a_Pending_Payment|this section]].&nbsp;  
  
 
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
After adding a new client, clicking on the "Add a transaction for this client" button or selecting a pending transaction or a commitment, this window opens.  
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After adding a new client, clicking on the "Add a transaction for this client" button or after selecting a pending transaction or a commitment, the following window opens.  
  
 
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|-
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<span style="color: rgb(255, 0, 0);">'''E:'''</span> Allows you to indicate the date on which the transaction was made. Caution, this date determines teh taxation year of the tax receipt.  
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<span style="color: rgb(255, 0, 0);">'''E:'''</span> Allows you to indicate the date on which the transaction was made. Caution, this date determines the taxation year of the tax receipt.  
  
 
|  
 
|  
<span style="color: rgb(255, 0, 0);">'''F:'''</span> Allows you to specify the transaction must remain anonymous. <br>  
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<span style="color: rgb(255, 0, 0);">'''F:'''</span> Allows you to specify that the transaction must remain anonymous. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''H:'''</span> Allows you to select the General Ledger group, the [[General Ledger account]] or the accounting project to assign to the transaction. <br>  
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<span style="color: rgb(255, 0, 0);">'''H:'''</span> Allows you to select the General Ledger group, the [[ProDon:Chart of Account Management|General Ledger account]] or the accounting project to assign the transaction. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''&nbsp;U:'''</span> By clicking on the "[[Image:Button add plus.png]] OK + Other transaction", the transaction will be found under one of the tabs of the [[ProDon:Transaction Logging#Transaction_Management|transaction management]] and another transaction addition file in the name of the client for whom the transaction was just added will open.&nbsp;  
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<span style="color: rgb(255, 0, 0);">'''&nbsp;U:'''</span> By clicking on the "[[Image:Button add plus.png]] OK + Other transaction", the transaction is found under one of the tabs of the [[ProDon:Transaction Logging#Transaction_Management|transaction management]] and another transaction addition file in the name of the client for whom the transaction was just added will open.&nbsp;  
  
 
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| colspan="2" |  
 
| colspan="2" |  
After clicking on "[[Image:Button_Check_mark_Confirm.png]] Confirm addition" or on "[[Image:Button_add_plus.png]] OK + Other transaction", it is possible the following window opens. This means a required piece of information was not entered.&nbsp;  
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After clicking on "[[Image:Button Check mark Confirm.png]] Confirm addition" or on "[[Image:Button add plus.png]] OK + Other transaction", it is possible the following window opens. This means a required piece of information was not entered.&nbsp;  
  
 
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| colspan="2" |  
 
| colspan="2" |  
Click on "[[Image:Button_Check_mark_Confirm.png]] Ok", then&nbsp;'''''ProDon''''' returns to the "Add transaction" window. Then search for the checkbox(es) for which the label is blue, this means the information is required. Enter the missing information and by clicking again either on "[[Image:Button_Check_mark_Confirm.png]] Confirm addition" or on "[[Image:Button_add_plus.png]] OK + Other transaction", the transaction will be entered correctly.&nbsp;  
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Click on "[[Image:Button Check mark Confirm.png]] Ok", afterr '''''ProDon''''' returns to the "Add transaction" window. Then search for the checkbox(es) for which the label is blue, this means the information is required. Enter the missing information and by clicking again either on "[[Image:Button Check mark Confirm.png]] Confirm addition" or on "[[Image:Button add plus.png]] OK + Other transaction", the transaction is entered correctly.&nbsp;  
  
 
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===== Standard Transaction<br>  =====
 
===== Standard Transaction<br>  =====
  
A standard is a transaction made for an activity for which no sale price has been defined in advance.  
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A standard transaction is a transaction made for an activity for which no sale price has been defined in advance.  
  
This type of transaction is mainly used pour simple cash donations.&nbsp;  
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This type of transaction is mainly used for simple cash donations.&nbsp;  
  
 
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Le montant de la transaction doit être inscrit ici.<br>  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> The amount of the transaction must be entered here.<br>  
  
 
| width="50%" |  
 
| width="50%" |  
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Le montant du reçu est le même que celui de la transaction.<br>  
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> The amount of the receipt is the same as the transaction's. <br>  
  
 
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===== Transaction with a Sale Price  =====
 
===== Transaction with a Sale Price  =====
  
Une transaction avec un prix de vente est une transaction effectuée pour une activité pour laquelle un prix de vente avait été défini à l'avance.  
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A transaction with a sale price is a transaction made for an activity for which a sale price has been defined in advance.&nbsp;
  
Ce type de transaction est utilisé par exemple pour la vente de billets lors d'une activité bénéfice.  
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This type of transaction is used, for instance, for a ticket sale in a fundraising activity.  
  
 
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Au lieu d'inscrire un montant pour la transaction, il faut inscrire le nombre de billets vendus. Le montant de chaque billet est inscrit au milieu (500,00&nbsp;$) et le montant total de la transaction est inscrit à droite (1000,00&nbsp;$). Le montant du billet a été déterminé lors de la [[ProDon:Gestion des occasions de dons#Ajout_.2F_Modification_d.27une_activit.C3.A9_de_revenus|création de l'activité]].<br>  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Instead of entering an amount for the transaction, you must enter the number of tickets sold. The amount of each ticket is entered in the middle ($500.00) and the total amount of the transaction is entered on the right ($1,000.00). the amount for the ticket was determined when [[ProDon:Donation Occasion Management#Adding_.2F_Editing_a_Revenue_Activity|creating the activity]]. <br>  
  
 
| width="50%" |  
 
| width="50%" |  
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Le montant du reçu est différent de celui de la transaction. Dans une transaction avec un prix de vente, la personne qui achète le billet bénéficie d'un avantage, par exemple, une partie de golf ou un souper, alors le montant du reçu est calculé automatiquement selon le montant de l'avantage inscrit lors de la [[ProDon:Gestion des occasions de dons#Ajout_.2F_Modification_d.27une_activit.C3.A9_de_revenus|création de l'activité]].<br>  
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> The amount of the receipt is different from the transaction's. In a transaction with a sale price, the person who buys the ticket has an advantage; for instance, a golf round or a dinner, so the amount of the receipt is automatically calculated according to the amount of the benefit specified when [[ProDon:Donation Occasion Management#Adding_.2F_Editing_a_Revenue_Activity|creating the activity]]. <br>  
  
 
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| width="50%" colspan="2" |  
 
| width="50%" colspan="2" |  
'''NOTE&nbsp;:''' Pour plus de détails concernant la gestion des occasions et des activités, [[ProDon:Gestion des occasions de dons|cliquer ici]].<br>  
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'''NOTE:''' For more details concerning the management of donation occasions and activities, [[ProDon:Donation Occasion Management|click here]]. <br>  
  
 
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| width="50%" |  
 
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Ce client est le donateur.  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> This client is a donor.  
  
 
| width="50%" |  
 
| width="50%" |  
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Ce client est le donateur tiers.  
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> This client is a third-party donor.  
  
 
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| colspan="2" |  
 
| colspan="2" |  
'''NOTE&nbsp;:''' Pour savoir ce qu'est un client tiers, consulter la procédure «&nbsp;[[ProDon:Différents clients d'une transaction|Différents clients d'une transaction]]&nbsp;».<br>  
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'''NOTE:''' To know what a third-party client is, see the [[ProDon:Different Clients of a Transaction|"Different Clients of a Transaction"]] procedure. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Lorsque le mode de paiement «&nbsp;Chèque&nbsp;» est choisi, le champ «&nbsp;Réf.&nbsp;» s'insère. Ce champ permet d'inscrire le numéro du chèque.
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> When the "Cheque" payment method is selected, the "Ref." field is inserted. This field allows you to enter the cheque number.&nbsp;  
  
 
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|}
  
Une fois qu'une transaction payée par chèque est enregistrée, elle se retrouve dans l'onglet «&nbsp;Dépôt&nbsp;» de la «&nbsp;Gestion des transactions&nbsp;».<br>
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Once a transaction paid by cheque is saved, it is found under the "Deposit" tab of the "Transaction management". <br>  
 
 
<br>  
 
  
 
===== Transaction in Goods and Services (In-kind)  =====
 
===== Transaction in Goods and Services (In-kind)  =====
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| width="50%" |  
 
| width="50%" |  
<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Le montant de la transaction est la valeur des biens indiqués en <span style="color: rgb(255, 0, 0);">'''B'''</span>.  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> The amount of the transaction is the value of the goods specified at <span style="color: rgb(255, 0, 0);">'''B'''</span>.  
  
 
|  
 
|  
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Le champ «&nbsp;Biens&nbsp;» permet d'indiquer les objets qui ont été donnés.
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> The "Goods" field allows you to specify the items that were donated.&nbsp;  
  
 
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| width="50%" |  
 
| width="50%" |  
<span style="color: rgb(255, 0, 0);">'''C&nbsp;:'''</span> Le champ «&nbsp;Évaluateur(s)&nbsp;» permet d'inscrire le nom de la compagnie ou de la personne qui a évalué les biens indiqués en <span style="color: rgb(255, 0, 0);">'''B'''</span>.  
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> The "Appraiser(s)" field allows you to enter the name of the company or the person who appraised the items specified at <span style="color: rgb(255, 0, 0);">'''B'''</span>.  
  
 
|  
 
|  
<span style="color: rgb(255, 0, 0);">'''D&nbsp;:'''</span> Le montant du reçu est habituellement le même que la valeur de l'objet indiquée en <span style="color: rgb(255, 0, 0);">'''A'''</span>.  
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<span style="color: rgb(255, 0, 0);">'''D:'''</span> The amount of the receipt is usually the same as the value of the item specified at <span style="color: rgb(255, 0, 0);">'''A'''</span>.  
  
 
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|}
  
Une fois qu'une transaction de don de biens est enregistrée, elle se retrouve dans l'onglet «&nbsp;Dépôt&nbsp;» de la «&nbsp;Gestion des transactions&nbsp;».<br>
+
Once a donation in goods transaction is saved, it is found under the "Deposit" tab of the "Transaction management". <br>  
 
 
<br>
 
  
 
=== If the Client has a Commitment in Progress or a Pending Payment  ===
 
=== If the Client has a Commitment in Progress or a Pending Payment  ===
  
'''NOTE&nbsp;:''' Si le client n'a pas d'engagements en cours ou de transactions en attente, voir [[ProDon:Saisie de transactions#Saisie_de_la_transaction|cette section]].<br>  
+
'''NOTE:''' If the client does not have any commitment in progress nor pending transactions, see [[ProDon:Transaction Logging#Transaction_Logging|this section]]. <br>  
  
 
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Si le client sélectionné a une transaction en attente, le bouton «&nbsp;[[Image:Bouton transaction en attente.png]] [[ProDon:Saisie de transactions#Transaction.28s.29_en_attente|Transaction(s) en attente]]&nbsp;» sera disponible. En cliquant sur ce bouton, les transactions en attente du client s'afficheront.  
+
<span style="color: rgb(255, 0, 0);">'''A:'''</span> If the selected client has a pending transaction, the "[[Image:Pending transaction button.png]] [[ProDon:Transaction Logging#Pending_Transaction.28s.29.C2.A0|Pending transaction(s)"]] button is available. By clicking on that button, the pending transactions of the client are displayed.&nbsp;
  
 
| width="50%" |  
 
| width="50%" |  
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span>&nbsp;Si le client sélectionné a un engagement en cours, le bouton «&nbsp;[[Image:Bouton engagement en cours.png]] [[ProDon:Saisie de transactions#Engagement.28s.29_en_cours|Engagement(s) en cours]]&nbsp;» sera disponible. En cliquant sur ce bouton, les engagements en cours du client s'afficheront.  
+
<span style="color: rgb(255, 0, 0);">'''B:'''</span> If the selected client has a commitment in progress, the "[[Image:Commitment in progress button.png]] [[ProDon:Transaction Logging#Commitment.28s.29_in_Progress|Current commitment(s)]]" button is available. By clicking on that button, the current commitments of the client are displayed.  
  
'''NOTE&nbsp;:''' Le «&nbsp;[[ProDon:Module engagement|Module engagement]]&nbsp;» doit être activé dans la base de données pour que les clients puissent avoir des engagements en cours.<br>  
+
'''NOTE:''' The [[ProDon:Prospecting and Commitments Module|"Prospecting and Commitments module"]] must be activated in the database in order for the clients to be able to have commitments in progress.&nbsp; <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''C&nbsp;:'''</span> Pour affecter une transaction à un engagement en cours ou à une transaction en attente du client sélectionné, ou pour ajouter une transaction reliée à aucun engagement en cours ou à aucune transaction en attente du client sélectionné, cliquer sur le bouton «&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] Ajouter une transaction pour ce client&nbsp;».
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> To assign a transaction to a commitment in progress or to a pending transaction of the selected client, or to add a transaction linked to no current commitment or to no pending transaction of the selected client, click on the "[[Image:Button Check mark Confirm.png]] Add a transaction for this client" button.&nbsp;  
  
 
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Après avoir cliqué sur le bouton «&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] Ajouter une transaction pour ce client&nbsp;», la fenêtre suivante s'ouvre.  
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After clicking on the "[[Image:Button Check mark Confirm.png]] Add a transaction for this client" button, this window opens.  
  
 
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Pour affecter la transaction à un engagement en cours, cliquer sur le bouton «&nbsp;Engagement(s)&nbsp;». Après avoir cliqué sur ce bouton, [[ProDon:Saisie de transactions#Engagement.28s.29_en_cours|cette fenêtre]] s'ouvre.<br>  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> To assign the transaction to a commitment in progress, click on the "Commitment(s)". After clicking on that button, [[ProDon:Transaction Logging#Commitment.28s.29_in_Progress|this window]] opens. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Pour affecter la transaction à une transaction en attente, cliquer sur le bouton «&nbsp;Transactions&nbsp;». Après avoir cliqué sur ce bouton, [[ProDon:Saisie de transactions#Transaction.28s.29_en_attente|cette fenêtre­]] s'ouvre.  
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> To assign the transaction to a pending transaction, click on the "Transactions" button. After clicking on that button, [[ProDon:Transaction Logging#Pending_Transaction.28s.29.C2.A0|this window]] opens.&nbsp;
  
 
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<span style="color: rgb(255, 0, 0);">'''C&nbsp;:'''</span> Pour créer une nouvelle transaction sans l'affecter aux engagements en cours ni aux transactions en attente du client, cliquer sur le bouton «&nbsp;Nouvelle transaction&nbsp;». Après avoir cliqué sur ce bouton, [[ProDon:Saisie de transactions#Saisie_de_la_transaction|cette fenêtre]] s'ouvre.<br>  
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> To create a new transaction without assigning it to current commitments or to pending transactions of the client, click on the "New transaction" button. After clicking on that button, [[ProDon:Transaction Logging#Transaction_Logging|this window]] opens. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''D&nbsp;:'''</span> Pour retourner à l'écran de sélection du client, cliquer sur le bouton «&nbsp;Annuler&nbsp;».<br>  
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<span style="color: rgb(255, 0, 0);">'''D:'''</span> To return to the client selection window, click on the "Cancel" button.<br>  
  
 
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'''NOTE&nbsp;:''' Si, par exemple, le client a seulement un ou des engagements en cours et pas de transaction en attente, le bouton «&nbsp;Transactions&nbsp;» ne sera pas visible. Si, au contraire, le client a seulement une ou des transactions en attente et pas d'engagement en cours, le bouton «&nbsp;Engagements&nbsp;» ne sera pas visible.<br>  
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'''NOTE:''' If, for instance, the client only has one or more commitment(s) in progress and no pending transaction, the "Transactions" button will not be visible. If, on the other hand, the client only has one or more pending transaction(s) and no commitment in progress, the "Commitments" button is visible. <br>  
  
 
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Après avoir cliqué sur le bouton «&nbsp;Engagement(s)&nbsp;», la fenêtre suivante s'ouvre.  
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After clicking on the "Commitment(s)" button, the following window opens.  
  
 
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Si le client a plusieurs engagements en cours, sélectionner l'engagement auquel la transaction doit être affectée.  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> If the client has many commitments in progress, select the commitment to which the transaction should be assigned.&nbsp;
  
 
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<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Après avoir sélectionné le bon engagement, cliquer sur le bouton «&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] Confirmer&nbsp;». Après avoir cliqué sur ce bouton, [[ProDon:Saisie de transactions#Saisie_de_la_transaction|cette fenêtre]] s'ouvre afin de compléter la saisie de la transaction.  
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> After selecting the right commitment, click on the "[[Image:Button Check mark Confirm.png]] Confirm" button. After clicking on that button, [[ProDon:Transaction Logging#Transaction_Logging|this window]] opens to complete the transaction entry.&nbsp;
  
 
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Après avoir cliqué sur le bouton «&nbsp;Transactions&nbsp;», la fenêtre suivante s'ouvre.<br>  
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After clicking on the "Transactions" button, the following window opens.<br>  
  
 
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Pour affecter le paiement reçu pour une transaction en attente, sélectionner la bonne transaction en <span style="color: rgb(255, 0, 0);">'''A'''</span>, sélectionner l'option «&nbsp;La transaction sélectionnée&nbsp;» en <span style="color: rgb(255, 0, 0);">'''B'''</span>, puis cliquer sur le bouton «&nbsp;Confirmer&nbsp;» en <span style="color: rgb(255, 0, 0);">'''D'''</span>.  
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To assign the received payment to a pending transaction, select the right transaction at <span style="color: rgb(255, 0, 0);">'''A'''</span>, select the option "The selected transaction" at <span style="color: rgb(255, 0, 0);">'''B'''</span>, then click on the "[[Image:Button Check mark Confirm.png]] Confirm" button at <span style="color: rgb(255, 0, 0);">'''D'''</span>.  
  
Pour créer une nouvelle transaction sans l'affecter à une transaction en attente, sélectionner l'option «&nbsp;Nouvelle transaction&nbsp;» en <span style="color: rgb(255, 0, 0);">'''B'''</span>, puis cliquer sur le bouton «&nbsp;Confirmer&nbsp;» en <span style="color: rgb(255, 0, 0);">'''C'''</span>.  
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To create a new transaction without assigning it to a pending transaction, select the option "New transaction" at <span style="color: rgb(255, 0, 0);">'''B'''</span>, then click on the "[[Image:Button Check mark Confirm.png]] Confirm" button at&nbsp;<span style="color: rgb(255, 0, 0);">'''C'''</span>.  
  
Pour supprimer une transaction en attente, la sélectionner en <span style="color: rgb(255, 0, 0);">'''A'''</span>, puis cliquer sur «&nbsp;[[Image:Bouton Retirer.png]] Supprimer&nbsp;», en <span style="color: rgb(255, 0, 0);">'''E'''</span>.  
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To delete a pending transaction, select it at <span style="color: rgb(255, 0, 0);">'''A'''</span>, then click on "[[Image:Button Minus remove delete.png]] Delete" button at <span style="color: rgb(255, 0, 0);">'''E'''</span>.  
  
Pour retourner à la fenêtre de sélection du client, cliquer sur «&nbsp;[[Image:Bouton annuler.png]] Annuler&nbsp;», en <span style="color: rgb(255, 0, 0);">'''F'''</span>.<br>  
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To return to the client selection window, click on "[[Image:Bouton annuler.png]] Cancel" at <span style="color: rgb(255, 0, 0);">'''F'''</span>.<br>  
  
 
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{{Footer_ProDon_Version|4.7.3.4}}<br>

Latest revision as of 10:12, 29 July 2016

Transaction Logging (version 4)


CAUTION : This document is for ProDon 4. To view ProDon 5 document, click here.


Introduction

ProDon allows you to enter transactions of revenues associated with activities that have previously been defined in the "Donation Occasion Management"

Once the transactions are entered, you must transfer them, in order to be able to generate documents such as thank-you letters and receipts. 

To learn how to transfer a transaction batch, see this document


CAUTION: To enter transactions with instant payment methods (credit card or bank transfer), the Electronic Transactions Module must be active in ProDon.

For more details on this module or to learn how to enter transactions with PaySafe, click here.


Transaction Management

The transaction logging is done in the "Transaction Management". 

To go to the "Transaction Management", click on the "Transactions" menu, then select "Bouton transactions.png Transactions".

Transaction Logging 001.png


The Transaction Management allows you to enter and transfer the transactions in ProDon.

To add a new transaction, click on the Button add plus.png button at H.

To learn how to transfer transactions, see this document.

Transaction Logging 002.png

A: Allows you to move from one transaction to the other, in the grid at S.

B: Allows you to generate transactions for the donation commitments. The Prospecting and Commitments Module must be active in ProDon for this button to be available.

C: Allows you to import transactions from an Excel file. The transaction Importation Module must be active in ProDon for this button to be available. 

D: Allows you to add a new transaction.

E: Allows you to modify the transaction selected at S. To modify a transaction, select the transaction to modify, then click on the Button Edit.png button.

F: Allows you to delete a transaction at S. To delete a transaction, select the transaction to delete, then click on the Button Minus remove delete.png button.

G: Allows you to cancel the transaction selected at S. To cancel a transaction, select the transaction to cancel, then click on the Button cancel.png button. For more information about transaction cancellation, click here.

H: Allows you to open the folder of the transaction in order to insert documents (pdf, jpg, etc) related to the transaction.

I: Allows you to open the file of the client of the transaction.

J: Allows you to transfer transactions. For more information on transaction transfer, click here.

K: The "Deposit" tab contains the transactions received in cheque or cash, as well as the transactions in goods and services (in-kind).

L: The "Beneficiary" tab contains the issued transactions, either in bursaries, loans, etc. The Beneficiary Module must be active in ProDon for this tab to be visible.

M: The "Electronic" tab contains the transactions paid with the IBAN payment method (France). The Electronic Transaction Module must be active in ProDon for this tab to be visible.

N: The "Instant" tab contains the transactions processed by PaySafe. The Electronic Transaction Module must be active in ProDon for this tab to be visible.

O: The "To be received" tab contains the transactions awaiting payment, either in donation promises, ticket sale promises or else.

P: The "To pay" tab contains the transactions awaiting payment, such as bursaries for which the file is being evaluated. The Beneficiary Module must be active in ProDon for this tab to be visible.

Q: The "Expenditures" tab contains the expenditure transactions made for activities such as catering service, venue rental, food purchasing, etc. For more information on expenditure transactions, click here.

R: Allows you to see the transactions that all the users have entered. If this option is unchecked, only the transactions entered by the current user are displayed.


Adding a Transaction

In the "Transaction Management", click on the Button add plus.png button to add a new transaction.


Selecting a Client for the Addition of a Transaction

After clicking on the Button add plus.png button, the following window opens, in order to select the client who made the transaction.

Transaction Logging 003.png

First check, using the search bar at A, if the client already exists in ProDon.

If he or she already exists, select him or her at B, then click on the "Button add plus.png Add a transaction for this client" button at C.

If the client does not exist in the database, click on the "Add client button.png Add client" button at D, in order to create a new client file for him or her. After confirming the addition of the new client file, the transaction logging window opens.

To view the file of the client selected at B, click on the "Bouton Client.png Edit this client" button at E.


Transaction Logging

NOTE: If the client has commitments in progress or pending transactions, see this section

After adding a new client, clicking on the "Add a transaction for this client" button or after selecting a pending transaction or a commitment, the following window opens.

Transaction Logging 004.png

CAUTION: The fields of this window vary according to the type of transaction (standard or with a sale price), depending whether a third-party donor is assigned to the transaction and also depending on the payment method (cash, cheque, in goods and services donation, etc) used. Moreover, once the transaction is confirmed, depending on the payment method used, the transaction will be in different tabs of the transaction management.

A: Allows you to assign a third-party client to the transaction.

B: Allows you to print the receipt of the transaction in progress. In order for this button to be available, the transaction must have previously been saved.

C: Allows you to open the client file of the transaction.

D: Allows you to assign the transaction to a commitment of the client (the Prospecting and Commitments module must be active for this button to be available).

E: Allows you to indicate the date on which the transaction was made. Caution, this date determines the taxation year of the tax receipt.

F: Allows you to specify that the transaction must remain anonymous.

G: Allows you to select the donation occasion and the activity for which the transaction was made.

H: Allows you to select the General Ledger group, the General Ledger account or the accounting project to assign the transaction.

I: Allows you to add a linked client to the transaction. To link clients of a transaction, you must first activate the linked clients in the donation occasion

J: This field allows you to indicate the quantity or the amount of the transaction (depending on the configuration of the activity selected at G).

K: Allows you to select the payment method used by the donor. Based on the selected payment method (e.g. cheque, goods and services, etc), some fields may be added.

L: In order for a receipt to be generated, select the "To be issued" option; otherwise, do not select any. If the status of the receipt is "To be calculated", it means the value of the benefit was not specified in the configuration of the activity selected at G. The amount of the receipt generated is indicated at the right of the "Receipt" field.

M: In order for the receipt to be generated only at the end of the year, check the "Annual receipt" checkbox.

N: Allows you to select the thank-you for a receipt with integrated thank-you.

O: Allows you to select the documents to be issued in the transaction transfer. 

P: Allows you to add notes related to the transaction. 

Q: Allows you to select a canvasser for the transaction. 

R: This tab allows you to identify the participants for the transaction.

S: Allows you to add the characteristics applicable to this transaction. 

T: By clicking on the "Button Check mark Confirm.png Confirm" button, the transaction will be found in one of the tabs of the transaction management

 U: By clicking on the "Button add plus.png OK + Other transaction", the transaction is found under one of the tabs of the transaction management and another transaction addition file in the name of the client for whom the transaction was just added will open. 

NOTE: It is possible to activate default values in the transaction logging window, in order for the information to always be documented automatically when adding a new transaction.


After clicking on "Button Check mark Confirm.png Confirm addition" or on "Button add plus.png OK + Other transaction", it is possible the following window opens. This means a required piece of information was not entered. 

Transaction Logging 005.png

Click on "Button Check mark Confirm.png Ok", afterr ProDon returns to the "Add transaction" window. Then search for the checkbox(es) for which the label is blue, this means the information is required. Enter the missing information and by clicking again either on "Button Check mark Confirm.png Confirm addition" or on "Button add plus.png OK + Other transaction", the transaction is entered correctly. 


Different Types of Transactions:


Standard Transaction

A standard transaction is a transaction made for an activity for which no sale price has been defined in advance.

This type of transaction is mainly used for simple cash donations. 

Transaction Logging 006.png

A: The amount of the transaction must be entered here.

B: The amount of the receipt is the same as the transaction's.


Transaction with a Sale Price

A transaction with a sale price is a transaction made for an activity for which a sale price has been defined in advance. 

This type of transaction is used, for instance, for a ticket sale in a fundraising activity.

Transaction Logging 007.png

A: Instead of entering an amount for the transaction, you must enter the number of tickets sold. The amount of each ticket is entered in the middle ($500.00) and the total amount of the transaction is entered on the right ($1,000.00). the amount for the ticket was determined when creating the activity.

B: The amount of the receipt is different from the transaction's. In a transaction with a sale price, the person who buys the ticket has an advantage; for instance, a golf round or a dinner, so the amount of the receipt is automatically calculated according to the amount of the benefit specified when creating the activity.

NOTE: For more details concerning the management of donation occasions and activities, click here.


Transaction with a Third-party Client
Transaction Logging 008.png

A: This client is a donor.

B: This client is a third-party donor.

NOTE: To know what a third-party client is, see the "Different Clients of a Transaction" procedure.


Transaction Paid by Cheque
Transaction Logging 009.png

A: When the "Cheque" payment method is selected, the "Ref." field is inserted. This field allows you to enter the cheque number. 

Once a transaction paid by cheque is saved, it is found under the "Deposit" tab of the "Transaction management".

Transaction in Goods and Services (In-kind)
Transaction Logging 010.png

A: The amount of the transaction is the value of the goods specified at B.

B: The "Goods" field allows you to specify the items that were donated. 

C: The "Appraiser(s)" field allows you to enter the name of the company or the person who appraised the items specified at B.

D: The amount of the receipt is usually the same as the value of the item specified at A.

Once a donation in goods transaction is saved, it is found under the "Deposit" tab of the "Transaction management".

If the Client has a Commitment in Progress or a Pending Payment

NOTE: If the client does not have any commitment in progress nor pending transactions, see this section.

Transaction Logging 011.png

A: If the selected client has a pending transaction, the "Pending transaction button.png Pending transaction(s)" button is available. By clicking on that button, the pending transactions of the client are displayed. 

B: If the selected client has a commitment in progress, the "Commitment in progress button.png Current commitment(s)" button is available. By clicking on that button, the current commitments of the client are displayed.

NOTE: The "Prospecting and Commitments module" must be activated in the database in order for the clients to be able to have commitments in progress. 

C: To assign a transaction to a commitment in progress or to a pending transaction of the selected client, or to add a transaction linked to no current commitment or to no pending transaction of the selected client, click on the "Button Check mark Confirm.png Add a transaction for this client" button. 



After clicking on the "Button Check mark Confirm.png Add a transaction for this client" button, this window opens.

Transaction Logging 012.png

A: To assign the transaction to a commitment in progress, click on the "Commitment(s)". After clicking on that button, this window opens.

B: To assign the transaction to a pending transaction, click on the "Transactions" button. After clicking on that button, this window opens. 

C: To create a new transaction without assigning it to current commitments or to pending transactions of the client, click on the "New transaction" button. After clicking on that button, this window opens.

D: To return to the client selection window, click on the "Cancel" button.

NOTE: If, for instance, the client only has one or more commitment(s) in progress and no pending transaction, the "Transactions" button will not be visible. If, on the other hand, the client only has one or more pending transaction(s) and no commitment in progress, the "Commitments" button is visible.


Commitment(s) in Progress

After clicking on the "Commitment(s)" button, the following window opens.

Transaction Logging 013.png

A: If the client has many commitments in progress, select the commitment to which the transaction should be assigned. 

B: After selecting the right commitment, click on the "Button Check mark Confirm.png Confirm" button. After clicking on that button, this window opens to complete the transaction entry. 


Pending Transaction(s) 

After clicking on the "Transactions" button, the following window opens.

Transaction Logging 014.png

To assign the received payment to a pending transaction, select the right transaction at A, select the option "The selected transaction" at B, then click on the "Button Check mark Confirm.png Confirm" button at D.

To create a new transaction without assigning it to a pending transaction, select the option "New transaction" at B, then click on the "Button Check mark Confirm.png Confirm" button at C.

To delete a pending transaction, select it at A, then click on "Button Minus remove delete.png Delete" button at E.

To return to the client selection window, click on "Bouton annuler.png Cancel" at F.



Document name: ProDon:Transaction Logging (version 4)
Version : 4.7.3.4