Transactions Report

Please note: Attached to this article, you'll find handy cheat sheets for the Transaction Summary and Details reports! They contain all filters, web-based columns, standard download columns, and additional custom download options.

The Transactions report allows you to see all activity for your organization in real time. You can search for and/or filter transactions to narrow your results and pull more granular reports. You may also narrow those results by time frame using the Range drop-down, or you can search by transaction status by using the Status drop-down.

• All will return all transactions, regardless of their status.
• Accepted will return any transaction that has been accepted and processed.
• Pending transactions are those that have yet to be processed, such as a pending eCheck.
• Voided transactions are those voided by a Qgiv user before the transaction processed.
• Chargeback indicates any transaction on which a donor initiated a chargeback. This can happen in the case of card testing if an individual doesn't recognize a charge on their credit card statement. To learn more about chargebacks, check out this article.
• Returned transactions are those that have been returned, usually due to invalid information or insufficient funds.
• Declined transactions are those that don't process due to invalid information, overcharging a credit limit, insufficient funds, etc.
• Refunded transactions are those that have been refunded by someone in your organization. Remember that partial refunds are possible.
• Errors in the transaction process is normally communication-related with the third party processor. You can get the specifics of errors in the transaction details.
• Offline transactions are cash or check transactions entered through the Virtual Terminal or by peer-to-peer participants in their fundraising dashboard. Peer-to-peer matching donations also display as offline.

See the attached Transaction Details Report Cheat Sheet for a full list of your Advanced Filtering options for the Transactions Report. 

For more detailed information on report basics, click here.

Once you’ve pulled the data you’re looking for in the Transactions area, you can hover over the Download Transactions - Details, Download Transactions - Summary, and Contacts icons along the top of the search area for some report downloading options. When you hover over an icon, you’ll see the option to download a CSV or an Excel file.

Transactions reports are generally most useful for reconciliation purposes and for your accounting team.

In the Details report each row is a line item of the transaction (for example, broken down by one-time, recurring, registration, GiftAssist, etc.) and contains more granular information such as package name, peer-to-peer classifications, and team names, if applicable.

You can include custom fields from your forms in your details report. If the custom fields are from peer-to-peer event registrations, those fields will include custom field responses for both registrants and sub-registrants.

In the Summary report, each row represents an overall transaction.

Both the Details Report and Summary Report will show the Net Amount of the transaction, meaning what the organization receives minus refunds and fees.

The Contacts report contains the name, email, phone number, and opt-in information for donors/participants. It also includes if a donation was made by an individual or a company.

You are able to click on the transaction ID of any transaction in order to see the transaction details and refund options (if applicable). You also have the ability to edit Personal Information and Billing Information areas as needed.

Clicking Edit in the Billed Transaction Details area will take you to an area where you can change transaction details, such as the restriction to which the donation was made. If the transaction involved an event registration, you can also change registration details in this area.

Once you've set your filters, and if you plan on running a report with the same filters in the future, you can save the Transactions reports as a Custom Report to be run at any time. You can read more about custom reports here.

You can save your Transactions Report as either a Custom Details Report or Custom Summary Report.

You can track offline donations with a custom report by adding the custom field Verification Status. For each offline donation a status of verified or unverified is displayed in this custom report. This makes reconciling offline event registration easier for your accounting department.

Similarly, to determine reasons why donations were declined or to see what error impacted a donation, add the custom field Declined/Error Reason. For each declined donation the reason for the decline will be given. 

You can also use a custom Transactions Report to determine which pledges and text-to-donate promises have been fulfilled by adding both the Transaction Fulfilled and Promise ID Standard fields to your report.

You can use a custom Transactions Report to determine why a donation error or decline occurred by including the Donation/Error Reason custom field.

To see if an optional donation was made during an event registration (peer-to-peer, events, or auctions) add the Optional Registration Donation custom field to your custom Transactions report.

Qgiv users can now choose which columns to display in the Transactions Web Report. The Transactions Web Report is the table you see when you navigate to Transactions from the Reporting menu. Users can rearrange, add, and remove columns of transaction information in this view.

Please note: Customizing the columns for the Transaction Web Report will not impact the appearance or functionality of exported Transaction Details or Transaction Summary Reports.

To customize the Transactions Web Report, click the gear icon to the left of the ID column on the report.

Clicking the icon opens the Customize Columns Modal.

Within this modal, users can select and deselect columns to display using the checkboxes. The gray checkboxes are required and can't be deselected. Users can also change the column order by clicking the three lines and dragging the column up or down to the desired position in the report.

The following table lists the current customizable columns in the Transactions Web Report view.

Transactions Web Report views are unique to the user that creates them. Therefore, this view will be saved and displayed whenever the user who set it up views the report again. This customized view will not appear to other users from the same organization.

Please note: If you’d like to export data to a third-party service, Qgiv currently offers a number of email and CRM integrations. All integrations are included in the Data and Giving Essentials packages. If you'd like to add integrations, contact our Customer Experience team at support@qgiv.com.