Moving a transaction reassigns a recorded financial transaction from one contact, account code, or campaign to another. infoodle gives you two paths: edit a single transaction and change the attributes you want to correct, or move every transaction from one contact to another in a single sweep. Both paths are covered below.
You will most often need to move a transaction when:
- The transaction was entered against the wrong donor (a data-entry error, a misread bank statement, or a duplicate contact created during an import).
- The wrong account code, campaign, or location was selected when the transaction was saved.
- A household has been reorganised and gifts that were attributed to one partner should belong to the other.
Receipt warning
Read this before moving a receipted transaction. Moving a transaction reassigns the system-of-record. Any receipt that has already been issued to the donor still names the original contact, so the donor's PDF or printed copy will not match what infoodle now shows. For a tax-deductible receipt this can create a mismatch between the donor's tax claim and your donee-receipt return. Decide before you click Move whether you also need to delete and reissue the receipt to the destination contact. See Deleting a Receipt.
Before you start
Role Permissions
- Manage, Read and report on transactions
- Limit finance admin to just users own groups applies an extra restriction. If you have it, see Cluster-restricted finance admins.
For a full list of role permissions and what they mean, see Finance Permissions.
You will also need to know:
- Whether the transaction has been receipted or claimed in a Gift Aid claim. Both block direct edits. See What if the transaction has been receipted or Gift-Aid claimed?
- Which batch the transaction is in, and whether the batch is open or closed. Closed batches are locked from editing; you re-open the batch first, make the change, then close the batch again.
- If the transaction came from Xero, the cleanest correction is usually to unreconcile it, fix the source record in Xero, and re-reconcile. See Unreconcile a transaction.
What "moving" means in infoodle
Moving a transaction changes its attribution from this point on. The contact, account code, campaign, or other detail you change becomes the new value, and that is what every future report, statement, and receipt will show.
What a move does not do is rewrite history:
- Receipts already issued do not change: a receipt that was generated against the original attribution is a finished document. Reissuing or correcting it is a separate action.
- The transaction ID stays the same: reports that reference the transaction by ID still find it. The linked contact, account code, or campaign columns show the new attribution.
- Bank reconciliation records stay in place: the bank statement line the transaction was reconciled against is unaffected, and reconciliations still match after a move. Moving a transaction does not change how it appears in your reconciled bank totals.
Move one transaction
Use this path when a single transaction was saved with the wrong contact, account code, campaign, or other detail.
Step 1: Open Transaction processing
- Go to Finance → Transaction processing.
- In the left-hand sub-menu, click Transactions.
- Click Find.
Step 2: Find the transaction
Use the Find a transaction panel to locate the record. You can search by contact name (Transaction for), date range, and value.
Step 3: Review the results
infoodle shows the matching transactions with the columns Name, Date, Type, Code, Campaign, Description, Amount, Bank Account, Batch, and Batch closed date. The right-hand action column shows:
- Edit when the transaction's batch is open.
- Re-Open when the batch has been closed.
Step 4: Re-open the batch if needed
If the row shows Re-Open, click it. infoodle opens the Reopen a batch confirm dialog. Click Reopen to unlock the batch for editing.
Re-opening a reconciled batch is recorded against the batch. Any bank-reconciliation report you have already produced for that batch is superseded once you close the batch again, so re-run the reconciliation report after the move.
Step 5: Open the edit form
Click Edit alongside the transaction. infoodle opens the transaction edit form.
Step 6: Change the attribute you need to correct
- Contact: to move the transaction to a different contact, update the Who presented this transaction field. Start typing the contact's name and pick them from the search results.
- Account code, campaign, or location: change the relevant dropdown in the transaction detail rows.
- Date or note: adjust the Date or Note if those need correcting. See Transaction Details for the meaning of each field.
- Tax deductible or GST flag: If you need to change the Tax deductible or GST flag on a transaction that has already been receipted, first delete the receipt. Once the receipt has been deleted, edit the transaction and update the required flag. After saving the change, reissue the receipt so the system record matches the document provided to the donor.
The Tax deductible label varies by country: NZ and UK sites typically see Tax rebatable; AU and US sites typically see Tax deductible. The behaviour is the same.
Step 7: Save the transaction
Click Save Transaction. The save button only becomes available when the total amount at the top matches the amounts in the detail rows.
Step 8: Close the batch again
Close the batch again from the Batches list. See Editing a Batch for the close-batch step.
Move every transaction from one contact to another
Use this path when a duplicate contact record was created by mistake (for example, two imports of the same person) and every transaction on one record needs to go to the other.
Step 1: Open the source contact's profile
Open the profile of the contact whose transactions you want to move from.
Step 2: Open the Finance tab
Click the settings cog on the profile and choose Finance. The tab header shows three action buttons on the right: Statement, Export, and Move to another contact.
Step 3: Open the Move Finances dialog
Click Move to another contact. The Move Finances dialog opens. Read the highlighted note: "Move all the transactions recorded for this individual to the person you search for below regardless of the state of the transaction".
Step 4: Pick the destination contact
Use the Search for person to move to field. The default search is by Name; click change to search by Household name, Email address, Address lines, Country, Phone number, ID, or Giving Number instead. Pick the destination contact from the search results.
Step 5: Archive the source contact if appropriate
If the source contact is a duplicate you do not want to keep, tick Archive this person ([household name]) once the move is completed?. infoodle will archive the source contact as soon as the move finishes.
Step 6: Move the transactions
Click Move. infoodle reassigns every transaction on the source contact, receipted, reconciled, historic, and current alike, to the destination contact. Before you click, re-read the Receipt warning if any of those transactions have been receipted.
The "regardless of the state of the transaction" wording is deliberate. Unlike single-transaction editing, which is blocked for receipted records, the Move to another contact path on a profile reassigns receipted and unreceipted records alike. Use it only when you are sure every transaction on the source contact belongs on the destination contact.
What changes and what stays the same
Changes after a move
- Attribution: the contact, account code, campaign, location, or other detail you changed in the edit form, on this and all future reports.
- Donor statement and giving history: the source contact loses the transaction; the destination contact gains it.
- Future reporting roll-up: the campaign or account-code roll-up updates if you changed those fields.
- Batch open or closed state: if you re-opened a batch to make the edit, close it again when you are done.
Stays the same after a move
- Transaction ID: reports and audit logs that reference the transaction by ID still find it.
- Receipt already issued: including the receipt number on it. Reissuing or correcting an existing receipt is a separate action. See Deleting a Receipt.
- Bank reconciliation line: the transaction stays flagged as reconciled, and the bank reconciliation report still matches your bank statement.
- Batch code and totals: unchanged, unless you changed the transaction's amount. If you did, the batch total updates and you should review the batch report.
- Currency and amount: only the field you change moves; the underlying value is untouched.
Audit trail: is the move logged?
infoodle records each transaction's current attribution. A per-transaction reassignment history surfaced in the standard finance reports was not confirmed during the pilot walkthrough, so the conservative guidance for regulated environments is below.
If you operate under a regulator that requires a change log (NZ IRD donee-receipt audits, HMRC Gift Aid audits, ACNC, Australian DGR audits), record reattributions in your own internal change log alongside the move. Capture who moved the transaction, when, and why. Do not assume the system carries this for you.
What if the transaction has been receipted or Gift-Aid claimed?
infoodle protects historical receipts and Gift Aid claims from silent edits.
- Receipted transaction: the single-transaction edit path is blocked when a receipt has been issued. You have two options:
- Delete the receipt first. Open the receipt, delete it, then go back to the transaction and edit it as above. Reissue the receipt afterwards. The reissued receipt takes the next available receipt number; the original receipt's number is unchanged. See Deleting a Receipt.
- Use the profile-level Move to another contact if you are moving every transaction on the contact. The Move Finances dialog moves transactions "regardless of the state of the transaction", receipted records included. Re-read the Receipt warning before you do this.
- Gift-Aid-claimed transaction (UK): infoodle blocks the edit. Apply a correction in your next Gift Aid claim. See Transactions Included in a Gift Aid Claim.
- Xero-sourced transaction: the cleanest path is usually to unreconcile the transaction in infoodle, correct it in Xero, and let the next import reconcile the corrected record. See Unreconcile a transaction.
If you move a Xero-synced transaction in infoodle without also correcting the Xero record, infoodle's contact attribution will no longer match the contact link in Xero. The two systems will continue to disagree until both are updated; this matters for any tax filing or report you produce from Xero. The exact behaviour of the next Xero sync after a one-sided move needs verification against the Xero integration code before publication.
Cluster-restricted finance admins
If your role has Limit finance admin to just users own groups applied, you can only act on transactions attributed to people in your own groups. What this restriction does on the destination side of a move, specifically whether the person search inside the Move Finances dialog is also scoped to your groups, is a governance question that has not yet been verified against the codebase.
Until this is confirmed, the safe assumption is: if you operate under strict cluster boundaries, coordinate the move with an administrator who is not cluster-restricted, rather than relying on the UI to prevent a cross-cluster reassignment.
If you move a transaction by mistake
A move is mechanically reversible. Open the destination contact's finance tab, find the moved transaction, and edit it back to the original contact (or use Move to another contact in reverse). The batch may have been closed again in the meantime, so re-open it the same way you did for the first move.
The audit-relevant fact is that two moves have happened, not zero. If a regulator or internal auditor later asks "did this gift always belong to this contact?", the honest answer is "no, the attribution was changed twice as a correction". Record the reason for both moves in your own change log (see Audit trail) so the round-trip is documented as a correction rather than appearing as unexplained activity.
If a receipt was issued between the original entry and the move, the receipt still references the original attribution. Receipts are a point-in-time record. The move-back does not restore the donor's PDF; it only updates what infoodle shows from now on.
Common questions
The Edit button takes me to the Find screen, not an edit form. Why?
That is the expected behaviour when the transaction's batch is closed. infoodle shows you the single-row result so you can click Re-Open and unlock the batch before editing. Once the batch is open, the same row shows an Edit action that opens the form.
The SAVE TRANSACTION button is missing. Why?
The button is hidden until the total amount at the top of the form matches the sum of the detail rows. If you have changed an amount, check the Amount to allocate figure. It should be \$0.00 before the button appears.
Can I use Move Finances to fix one transaction?
The Move Finances dialog moves everything on the source contact. It is the right tool for collapsing a duplicate contact, but not for fixing one transaction. For a single correction, use Finance → Transaction Processing → Transactions → Find and edit that one record.
What happens to a batch's banked state when I re-open it?
Re-opening a batch flips its banked state. A re-opened batch is treated as "not banked" until you close it again. Close the batch promptly after your edit so the bank reconciliation report matches.