Using the Virtual Terminal, you can process transactions through the control panel rather than the front end of the form. This comes in handy for over the phone or on-site transactions.

The Virtual Terminal does not require all of the same information the front end of the form requires, making processing go a little bit quicker. However, you do still have the ability to enter all of the personal and additional information for your records. 

Contents:

• Getting Started
• Donation Information
• Additional Settings
• Receipt
• Transaction Notes
• Payment Information

 

Getting Started

To access the Virtual Terminal, click the Terminal icon in the left-hand navigation of your Qgiv control panel.

From the drop-down menu, select the form for which you’d like to process a donation. If you click the Virtual Terminal icon from a form’s dashboard, that form will be preselected in the drop-down.

Click the radio button next to Donations.

 

Donation Information

In the Donation Information section, you’ll use drop-down menus to select the amount and frequency of the donation.

First, Select an Amount for the donation from the drop-down. Other is always an option if you'd like to input an amount that’s not listed in your default amount list.

If you have Multi-Restriction Giving enabled, you'll see each of your active restrictions, along with an amount drop-down for each one. 

Next, choose a Donation Frequency from the drop-down.

 

Additional Settings

The next section you’ll see is Additional Settings. This section will display dedication, restriction, custom field, contact information, and matching gift options. Remember, you must have "Virtual Terminal" selected as a display option if you'd like a certain dedication, restriction, or custom field to appear there.

Display options for individual dedications, restrictions, and custom fields can be configured in the Form Settings area of your control panel.

If you’re collecting donor contact information, toggle on the Specify Contact Information option and enter the information you’d like to collect. If the billing address is different, uncheck the box. An area will appear below the checkbox where you can fill in the donor’s billing address.

If the donor's employer matches donations and your nonprofit has a matching gift integration enabled on the form, you can search for the donor's employer.

 

Receipt

Next, you’ll see a Receipt area.  Here, you’ll enter the donor’s email address and use the toggle to indicate whether or not they’re opting to allow you to contact them via email. You’ll also select a receipt delivery method from the three options shown below.

Please note: If you select Use Custom Receipt, an area will appear for you to enter custom receipt content. This will override any custom receipt settings you may have enabled in the Receipts area of the form level control panel.

 

Transaction Notes

Next, you'll see an area to enter any notes you may have about the transaction. The notes are private and for internal use only; they'll never be shared publicly.

These notes can be edited after a transaction has been entered by clicking on the transaction ID in your recent activity feed or from your reporting interface after you've located the transaction in question. Once you've clicked the transaction ID, you'll see a Memo option. Click Edit to change the existing notes, or Add if you didn't initially enter notes but would like to.

 

Payment Information

Once all of the applicable information about your donation is entered, you'll see a Payment Information section at the top right with your total cost populated right below. If GiftAssist is enabled, you'll see a checkbox for that, as well. 

Your online payment options are credit card or eCheck. Your offline payment options are cash or check. If you have a fundraising thermometer set up on your form, any offline donations processed on that form will show up in the thermometer. You can void offline transactions at any time, which will remove them from thermometers.

If you choose credit card, you’ll enter the donor’s name, credit card number, and card expiration date. If you’re using a card reader, click Swipe Your Card and follow the onscreen prompt.

If you choose eCheck, you'll have an area to enter the donor’s name, then their bank account and routing numbers.

If you choose cash, hit Process Donation after entering any associated transaction information.

If you choose check, enter a check number, and then hit Process Donation. The check number can be viewed and edited in the Transaction Details for the donation.

All donations entered through the Virtual Terminal will be tagged with Virtual Terminal as their Source and will be available to you in your organization-level dashboard or in the Transactions area of Reporting for reference or editing.

Need to know who entered a Virtual Terminal transaction? The user who entered the transaction will be listed under the Created By field in your transaction reports.