Add Transaction (How to and Reference)

Before You Begin

Transactions can be added on the account level or the database level.

• To add transactions on the account level, navigate to the account where the transaction needs to be added. On the right side of the Account page, under the Actions, select Add Transaction.
• To add transactions on the database level, navigate to the Financials feature and select Transaction Add.

Account Selection

The first step in allocating a transaction in ShulCloud is selecting the account where the transaction will be allocated. If a transaction is added on the account level, this section will be prepopulated with the account name.

Field	Description
1. Account Name	Select the account where the transaction will be added by typing any part of the account name in the search box. If a transaction is added on the account level, the account name will be pre-filled.
2. Show Transactions	Select to view transactions associated with the account.
3. Balance Today/Total Balance	The balance as of today's date and the total balance on the account.
4. Go to account	Select to open a new tab with the account page.
5. Type of Transaction	Select the type of transaction to be entered. Payment Donation Charge

Add a Transaction

1. Under Type of transaction, designate if the transaction should be a Payment, Donation, or Charge.
2. Enter the information pertaining to the transaction. 
3. If applicable, allocate the transaction.
   • Allocate a charge to an open payment, or allocate a payment to an open charge. 
   • If entering a donation, select the appropriate charge type under Donation to: where the payment should be applied.
4. Determine if communication regarding the transaction should be sent.
   • If yes, ensure the appropriate communication options are selected.
5. If the values entered for this transaction should be kept for the next transaction to be entered, select the checkbox.
6. Save the transaction to the account by selecting Save and go back to account or Save and add another.

Entering Charge Information

Transaction Add - Charge enables the admin to enter all charge information and then allocate the charge to an open payment, if available, or to record an open charge on an account.

Fields	Description
1. Charge Type	Select the charge type where the payment should be allocated.
2. Amount	Add the charge amount here.
3. Date	Date the charge will appear on a statement.
4. Split into Multiple Charges	Divide the charge into a specific number of charges and select the frequency of the charge (Monthly, Quarterly, etc.). The amount entered should be for the full amount of the charge.
5. Tax Deductible Amount	Edit the amount of the charge that is tax deductible, if different than the amount set in the charge type listing.
6. Due Date	Add a date by which the charge needs to be paid.
7. Due Date Quick Links	Allows for the quick selection of due date: immediately, within 30 days, within 60 days, within 90 days, or by the end of the current fiscal year.
8. Notes	Details entered here will be visible on a receipt or statement.
9. CRM Notes	Details entered here will be visible only to synagogue administrators with a CRM permission.
10. Attachments	Use for forms or details submitted with the charge not captured in ShulCloud. ShulCloud does not recommend adding a copy of the check here.
11. Quantity	Quantity of tax deductions (ideal for a gala where tickets have their own deductions).
12. Solicitor	Add the name of a person listed in ShulCloud to provide them with credit for soliciting the donation. See Fundraising (Feature) for more information.
13. Dedication	Add dedication information. Include who should be contacted, if provided, prior to the charge being added to an account.

Allocating the Charge (if applicable)

Once charge information is entered, an allocation can be made to an open payment, or be left as an unpaid charge on the account.

Fields	Description
1. Open Payments	Any open payments on the account will be visible here. Use the checkbox to select the payment where the charge should be applied.
2. Auto Apply	Automatically apply the charge to open payments, oldest to newest.
3. Unpaid Amount	Shows the amount of the charge that still needs to be paid, less the amount applied to open payments, if applicable.

Entering Payment or Donation Information

Transaction Add - Payment enables the admin to enter all payment information and to allocate the payment to an existing charge, to enter it as a prepayment, to apply a payment to a new donation/charge, or to record an unallocated payment on an account.

Transaction Add - Donation enables the admin to enter all payment information and allocate the payment to a new charge on an account.

Field	Description
1. Amount	Add the payment amount. If a payment is being split, the full amount to be paid should be entered.
2. Paid By Account	Use only for third party payments. For example, if a grandparent is paying for a grandchild's religious school, or if another account should receive tax credit for paying a charge on this account.
3. Date	Date the payment will appear on a statement.
4. Split into multiple Payments	Divide the payment into a specific number of payments. The number of payments and frequency can be determined. (See detail below)
5. Payment Method	Select the gateway through which to process the payment.
6. Add Payment method to this gateway	Enter the details of the payment method and save to the account.
7. Payment Type	If the payment will not be processed through the gateway, select the type of payment for the transaction such as cash, check, or credit card.
8. Check # / Txn ID	If the payment is a check, enter the check number. If the payment was taken via an outside processor such as PayPal, Zelle, or Venmo, enter the transaction ID.
9. Notes	Details entered here will be visible on a receipt or statement.
10. CRM Notes	Details entered here will be visible only to synagogue administrators with a CRM permission.
11. Attachments	Add paper forms that may have been mailed with a check here. ShulCloud does not recommend adding a copy of the check here.
12. Stage to Deposit	Option to designate all payments that should be batched together into a single deposit. You will be able to review and edit the stage when completing the deposit.
13. Solicitor	Only visible when adding a donation. Add the name of a person listed in ShulCloud to provide them with credit for soliciting the donation. See Fundraising (Feature) for more information.
14. Dedication	Only visible when adding a donation. Add dedication information. Include who should be contacted, if provided, prior to adding the charge to an account.
15. Quantity Taxed	Only visible when adding a donation. Quantity of tax deductions (ideal for a gala where tickets have their own deductions).
16. Donation to	Only visible when adding a donation. Select the charge type where the payment should be allocated.
17. Split	Only visible when adding a donation. If the payment should be allocated to more than one charge type, split the donation into multiple charge types (see detail below).
18. Amount Tax Deductible	Only visible when adding a donation. Edit the amount of the charge that is tax deductible, if different than the amount set in the charge type listing.

Split into Multiple Payments

Field	Description
1. into	Select the number of payments the full amount should be split into.
2. Frequency	Select the frequency in which the payments will be made.

 

Allocating the Payment

Once payment information is entered, allocations can be made to an existing charge, a new donation, a prepayment, or can be left as a credit on the account.

Fields	Description
1. Open Charges	Any open charges on the account will be visible here. Use the checkbox to select the charge where the payment should be applied.
2. Auto Apply	Automatically apply the payment to open charges, oldest to newest.
3. Donation or Prepayment	Allocate the payment to a new donation/charge, or enter it as a prepayment for a future donation/charge. Donation refers to payments made where the charge doesn't already exist. Enter in Date Select 'Donate to' from the Type dropdown Select the Charge Type for the donation If applicable, enter: quantity notes dedication tax deductibility Enter in $ Amount for donation Prepayment refers to payments made in advance. Steps to Add Prepayment Add Date of the prepayment. Select Prepayment from Type dropdown.  Select from Charge Type dropdown Add $ amount of prepayment Select either: Save and Add Another for cash or paper check  Continue to Online Payment for credit card or ACH/eCheck
4. Leave Open	Shows the payment amount not allocated towards an open charge, donation, or prepayment. This is considered a credit on the account.

Split Donation to Multiple Charge Types

Field	Description
1. Back to Single	Allocate the payment to one charge type.
2. Blue +	Add another line for each charge type where the payment should be allocated.
3. Red X	Remove the line for that specific charge type allocation.
4. Date	Date the charge will appear on a statement.
5. Charge Type	Select the charge types where the payment should be allocated.
6. Dedication	Add dedication information. Include who should be contacted, if provided, prior to the charge being added to an account.
7. Notes	Details entered here will be visible on a receipt or statement.
8. Quantity	Quantity of tax deductions (ideal for a gala where tickets have their own deductions).
9. Tax Deductible	Edit the amount of the charge that is tax deductible, if different than the amount set in the charge type listing.
10. Amount	Amount of the payment to be allocated to this charge type.

Communications

For each transaction added to ShulCloud via Transaction Add or on the account level, admins can communicate with the people on the account to send acknowledgement of the payment, donation, or charge added.

This section occurs after selecting the account and entering the transaction information.

Fields	Description
1. Send to billing email address	Check this box to send communication regarding the transaction. The billing address will be displayed. Communication will only send when Save and Add Another button is pressed.
2. More Emails	Add additional email addresses to send the communication, even if they aren't in ShulCloud. Press Add for the email address to appear and be part of the recipient list.
3. Subject	Subject line of the email (default is shown). See Template Text information.
4. Body	Body of the email (default is shown). See Template Text information.
5. Overwrite with Default	Restore email body text with ShulCloud default language. See Template Text information.
6. Mail Merge Tags	ShulCloud tokens that can be placed in the body of the email. Tokens will pull in information from the account and transaction.
7. Attach Receipt	Check this box to provide an attached receipt along with the text in the email.
8. Draft Mode	If selected, a receipt ID will not be associated with the receipt and the communication will not be tracked. Typically used in Canada.
9. Attach Thank You Letter	Check this box to attach a thank you letter in addition to the text in the email. See Template Text information.
10. Attach Outstanding Statement	Select this box to include an outstanding statement for the account.
11. Send these attachments to myself (so I can print)	If the account holders prefer paper mail, select this box to send the email and attachments to the admin for printing and mailing.
12. Save and Add Another	Select to save the transaction to the account. If the checkbox next to Send to billing address is checked above, the communication regarding the the transaction will be sent.
13. Keep values for next transaction	Check this box to keep field values in the transaction area that may be the same for the next transaction such as amount, payment type, charge type, and date.

Related Resources

• Adding New Charge Types
• Add Transaction (How to and Reference)
• Setting Tax Deductible Amounts
• Fundraising (Feature)
• Using Template Text