|Permissions control the ability of your Users to see certain data and take specific actions. Before moving forward review User Permissions for Edit Transactions.|
Transactions can be edited individually using the pencil iconin the transaction grids. Groups of transactions can be edited from the results of a transactions search.
You can choose which users have permission to edit or delete transactions. All users with this ability should be aware of how either task can affect a family’s account. It is best to edit a transaction rather than delete it. However, if the transaction was created in error, deleting is appropriate. Transactions can be restored - contact Customer Support for assistance.
Use caution when editing transactions as it can cause discrepancies with information already transferred to your accounting system, e.g. exported to QuickBooks.
Expand each section below for more information on editing transactions.
To protect important data, not all fields in a transaction can be edited and there are restrictions on when the amount field of a fee or payment can be changed.
- The amount of a fee transaction cannot be edited if it is linked to a payment. Unlink the payment from the fee to make your edit and then relink it.
- The amount of a payment transaction cannot be edited if it has been applied to fees. Unlink the fees to make your edit and then re-apply the payment.
- The amount of a refunded payment transaction cannot be edited.
- For ePayments, the following fields cannot be edited: Location, Transaction Date, Transaction Type, Amount, Payment Method, Check #, Credit Card Last 4, or Date Paid.
- For payments and refunds, the following fields cannot be edited: Transaction Date, Transaction Type.
Edit a Single Transaction
Using the pencil (icon)to edit a single transaction from any of these options:
In the Edit Transaction modal, make your changes keeping the above rules in mind. Be sure to Save Changes.
Edit Multiple Transactions (Mass Edit)
From Search Transactions, in the Transactions menu, it is possible to edit multiple transactions at once.
From the search results, an Edit All column allows you to select multiple transactions to edit (using the check box) or to edit all transactions by selecting the check box in the Edit All column header.
When you have selected one or more transactions, the Mass Edit icon and the number of transactions to be edited display in the selections bar.
The Edit Transactions window will display:
- The number of transactions to be edited
- Fields that are not editable are grayed out
- An explanation of which editing rules were broken
In the Transaction Groups with Issues section, use the X to remove any transactions that have 'broken a rule' to open up the grayed out fields and continue editing the remaining transactions.
When you have made your changes, Save Changes.
You will be prompted to confirm your changes. Click Yes, I'm Sure to confirm and be returned to the Search Transactions results where your recently edited transactions will be displayed.