Using the Virtual Terminal, you can enter offline cash and check donations and event registrations on your Qgiv form.

Please note: If you're using any of our service integrations, offline donations will be exported unless otherwise specified in the integration's settings.

If you have a fundraising thermometer set up on your Qgiv form, all offline donations will appear there. (If you have dates configured in the Goals area to only display donations made during a certain time frame, these will apply to offline donations just as they do to online donations.)

Entering Offline Donations and Event Registrations

PLEASE NOTE: Organization-level navigation was updated in July 2024, so the process for navigating the control panel will look a little different than what's described in this video. Check out the images in the article for instructions on navigating the new design.

To enter offline donations or even registrations, first navigate to the Virtual Terminal by clicking the Terminal icon in your left-hand navigation.

Terminal nav item.png

Follow the steps you normally would to enter donations or registrations in the Virtual Terminal, then select Cash or Check in the Payment Information area. Selecting "check" will present you with an area to enter the check number.

For more detailed information on using the Virtual Terminal, check out our Donations Virtual Terminal and Event Virtual Terminal articles.

Offline Donation Import Tool

If you have a large batch of offline donations to enter that you've recorded elsewhere, you can use our Donations Import tool, which can be found in the Data Tools area of your org-level control panel.

Data Tools nav item with menu and box around Donations Import.png

You'll land on the following screen, where you'll see you can upload offline transactions for Qgiv donation forms and peer-to-peer event forms. We'll focus on Qgiv here. You can read about uploading offline peer-to-peer transactions here.

We've provided a CSV template so you can enter all of the necessary data. You can download the template by clicking Example Template shown in the image below.

Offline Donation Import main screen.png

You MUST follow the formatting rules in order for your offline donations to import correctly. You can view the rules by clicking CSV Format Guide.

A pop-up will appear that explains what each column in the template requires.

Screenshot of CSV Format Guide for Standard Qgiv Forms

Entries are case sensitive - for example, if you enter "Check" instead of "check," you'll receive an error message for that particular import row.

If you want to include custom fields in the CSV, place the Reporting Label (that you entered when creating a custom field) as a column header. Here's where you can find the reporting label for a custom field:

Reporting Label field in custom field settings

Each custom field should be entered as its own column in the CSV. You'll then enter the answer given by the donor.

For the form field, you'll need to obtain the ID of your Qgiv form. You can find this by going to the form-level control panel. The ID is listed just above your form name.

Here's an example of a CSV with entries ready for uploading. Line 1 shows a $100 check donation with an answer to a check box custom field question. Line 2 shows a $500 cash donation.

When you're ready to upload your CSV, click Choose Files to Upload or drag and drop a file from your computer into the area shown below.

If all donations are successfully imported, you'll receive a confirmation message. If you enter any incorrect information, you'll receive a message letting you know where the error(s) occurred.

The tool checks for duplicate entries based on the unique IDs you enter, so you can re-upload the same CSV once you've fixed any errors.

If you head to your Transactions report and filter by Offline, you'll see the offline donations you just uploaded! You can click the ID number to make edits to the transaction details, if necessary.

Voiding an Offline Donation or Registration

If you need to void an offline donation or registration, the easiest way to do so is to head to Transactions under the Reporting item in your control panel.

You can use the search tool or filter by offline to locate the transaction in question. In the resulting table, click the transaction ID in the ID column.

This will take you to the transaction details. Along the top of the screen, click the Void Transaction button.

You'll need to confirm that you want to complete the void in a pop-up window.

You'll see confirmation messages that your request has been submitted and completed along the top of the transaction details area.

The transaction's void status will be reflected in reports. Offline transactions can be voided at any time since no money was actually processed.

Reporting

Let's take a look at how offline donations and event registrations show up in reports. In your Transactions report filters, you can find Offline in the Status drop-down.

You'll see the Status marked as Offline, the Method marked as Cash or Check, and the Source as Virtual Terminal.

In the CSV download of the report, the Status column tells you if the transaction was offline, and the Payment Method column tells you if it was Cash or Check. There's also a column displaying check numbers.

We've removed some columns in the image below for illustration purposes.

The Qgiv Donations report offers Offline and Online advanced filters, as shown below.

In the report table, you'll see Offline as the status and Cash or Check as the Method for offline gifts.

In the CSV download of the report, the Status column will reflect if the payment was Offline (this is the transaction status, such as Accepted, Pending, etc.), and the Online/Offline column indicates where the transaction was processed: Online or Offline. The Payment Method column will show either Cash or Check for offline transactions. You can find the check number in the Check Number column.

We removed some columns in the image below for illustration purposes.

The Qgiv Registrations report CSV download also includes the Status, Online/Offline, Payment Method, and Check Number columns.

Qgiv Events - Attendees Tab

In the Attendees tab of your Qgiv events, the Ticketholder List you can download from the Actions button contains information about offline registrations.

You can use the Search tool and Attending filters to narrow your results in the table before downloading the report.

All will include all attendance statuses
Yes will include registrations with attendees who are attending the event
No will include any registrations for which you have marked attendees as not attending
Voided will include any registrations you've voided. Offline registrations can be voided at any time.

Here's an example of the results when All is selected.