After you have entered transactions or reconciled them, there are times when you may need to make changes. You can edit most transaction details directly from the transaction list, including a payment that pays one or more pledge dates.
Before you start
Role Permissions
- Manage, Read and report on transactions: needed to open the Edit Transaction screen and save changes.
- Manage pledges: needed to see the Allocate to Adjusted Pledges button in the Recurring Pledges panel.
If your role also has Limit finance admin to just users own groups, you can only allocate a payment to pledges of people in your own groups.
To learn what each finance role permission allows, see Finance Permissions.
Receipted transactions
A receipt is issued against each transaction line, so what you can change depends on how many lines have been receipted.
- Every line receipted: the transaction cannot be edited. On the Transaction List, a lock icon with the tooltip "Receipted - cannot be edited" shows in place of the pencil icon. The View Transaction screen says "This transaction has been receipted (receipt 'N') and cannot be edited. Void the receipt first if it needs to change."
- Some lines receipted: you can still edit the transaction. The receipted lines are locked, and the rest can be changed. You cannot change the date or the person who presented it, because the receipt states both. The View Transaction screen of a receipted line is headed "This line is receipted" and says "This transaction line has been receipted (receipt 'N') and cannot be changed. The other lines on this transaction can still be edited."
To change a receipted line, void the receipt first (see Deleting a Receipt), edit the transaction, then issue a new receipt.
Gift Aid transactions
- In a Gift Aid or GASDS claim filed to HMRC: you can change only the person and the account code, and the transaction cannot be deleted. For a Gift Aid claim, the View Transaction screen says "This transaction is part of a Gift Aid claim that has been filed to HMRC. Only the person and the account code can be changed, and it cannot be deleted." For a GASDS claim, it says " part of a GASDS claim" instead. To take a line out of the filed claim, tick Remove from Gift Aid claim on the line. This cannot be undone, and the Gift Aid on that line is paid back through an adjustment on a later claim. See Removing Transactions from a Gift Aid Claim.
- In a Gift Aid claim that has not been filed yet: you can edit the transaction. When you save, infoodle takes it out of that claim, so the next time the claim is prepared it collects the transaction again with the new values.
Closed batches
A closed batch is locked from further editing. You must reopen the batch before you can edit any transaction in it. The View Transaction screen says "This transaction is in a closed batch" with a View batch link.
See reopening a batch for more info
You can also click Re-Open next to the batch on the closed batches list. Remember to re-generate any reports and check balances again if you alter values in a closed batch.
Finding the transaction
- Click or hover over Finance in the left-hand menu, then click Transaction List.
- Use the filter buttons above the list to narrow it down. You can filter by Date, Name, Amount, Account Code and Batch, and More filters offers the rest.
- Find the transaction you want. Each row has up to three icons on the right:
- The eye icon: opens a short summary of the transaction in a pop-up, with a View transaction link. See Transaction Detail Popup (the Eye Icon).
- The pencil icon: opens the Edit Transaction screen directly. It shows only if you can edit transactions. A fully receipted transaction shows a lock icon instead.
- The clock icon: opens the audit trail for the transaction. It shows only when the audit trail is turned on and the transaction has audit entries.
- Click the pencil (edit) icon next to the transaction you want to change.
To open the full View Transaction screen instead, click anywhere else on the row.
Viewing a transaction before editing
Clicking a row opens the View Transaction screen, which shows a full summary of the transaction details:
- Transaction ID and Presented ID
- Donor (links to the contact record)
- Presented By (the person who physically presented the transaction, shown as "Same as donor" if they are the same person)
- Transaction Type (e.g. Inkind, Account Code, Stock, Event, Membership)
- Location, Campaign, Pledge Drive, Account Code
- Who To Receipt and When To Receipt
- Tax rebatable and GST status
- Batch and Note
- A Summary panel on the right showing the total Amount and Date
From this screen you can click Edit to open the edit form, Delete to remove the transaction, or Back to return to the list.
Editing the transaction
This screen is the same as when you added the transaction, just edit the section that you need, then click Save Transaction.
Saving changes the transaction in place: its Transaction ID stays the same, and the audit trail records what you changed. The one exception is a pledge line: unticking a pledge date, or ticking a new one, replaces that line, so it gets a new Transaction ID. If the transaction pays a pledge, see how to pay a pledge or membership
Reassigning a transaction to a different person
If a transaction has been allocated to the wrong person, you can edit the transaction and use the Who presented this transaction field to search for and select the correct person, then save the change.
If the transaction pays a pledge, the pledge dates belong to the first person, so infoodle clears them when you change the person:
- Open the transaction with the pencil icon.
- In Who presented this transaction, select the correct person.
- Read the notice above the Recurring Pledges panel: "The pledge allocations belonged to the previous person and have been cleared. Tick any dates this payment should pay for the new person, or Cancel to keep the old allocations."
- In the Recurring Pledges panel, tick the new person's pledge dates the payment is for, if any.
- Check the Coding on Transaction Line 1 for any money that is not on a pledge date.
- Click Save Transaction.
When you save, the first person's pledge dates reopen for payment, and the money moves to the new person. If you click Cancel instead, nothing changes and the payment still pays the first person's pledge.
Common questions
Why doesn't the pledge money show as a transaction line?
Because it is edited as an allocation in the Recurring Pledges panel. Showing it as a line too would show the same money twice.
If I only change the note, does the pledge stay paid?
Yes. Changing the note, date, payment method or reference leaves the pledge dates paid, and the transaction keeps its Transaction ID. If you also need to use Match or Unlink, do that first, then change the note.
Why does Paid so far not include this payment?
Paid so far shows what other payments have put on the date. This payment's own money is the amount in Allocate.
Why is Match greyed out?
Hover over Match to see why. It is greyed out when the transaction has more than one line, or is more than the date still owes. Use the Recurring Pledges panel instead. See Link a transaction that does not pay a pledge yet.
Can I change a pledge payment on the Add in bulk screen?
No. A transaction that pays a pledge date can only be changed on the Edit Transaction screen. If you try to change one from the bulk screen, infoodle shows "This transaction is allocated to a pledge date (25 Aug 2026). Open it from the transaction list to change the allocation."
What happens to the pledge if I delete the transaction?
infoodle takes the payment's money off each date it paid. A date with no other payment reopens for payment. A date that another payment also pays keeps that payment's money, so it shows as Part Paid or Paid (matched). See Deleting a Transaction.
Next steps
To check how a pledge payment has landed, open the donor's profile and look at the pledge on the Finance tab. See Pledges on Profile Screen.