Adding Individual Transactions

This is useful when you have simple or complex transactions to enter into a batch. It is designed for situations when you wish to enter a single transaction, or when one amount needs to be split between multiple activities, account codes, memberships, events, or other allocation categories. You can also create a 'collective' transaction — used when a single entity provides an amount on behalf of other people who each require their own receipt.

Before you start

Role Permissions

You will need Finance Admin or Finance User permissions to add transactions. For more information, see Packages and Views.

How to add an individual transaction

Step 1: Navigate to the Add Transaction screen

1. Click Finance on the Navigation Menu, then click Transaction Processing.
2. On the Transaction Processing screen, click Transactions and then Add a transaction.

Step 2: Transaction Settings

1. Select a Batch - Choose an existing batch or click + New to create one

   • A batch groups related transactions together (e.g. "Sunday Collections" or "May Donations")
   • For more details on batches, see Adding a Batch
     

2. Select a Bank Account - Choose the account where this money was received

3. Collective Transaction (optional)

   • Tick Allow line-specific recipients and receipt settings only if different people in this transaction need different receipting options (e.g. some want receipts, some don't)
   • For handling multiple people within one transaction, see Adding a Collection of Transactions

Step 3: Transaction Info

Fill in the transaction details:

1. Date (required) - Enter the date the money was received (or the date on the cheque). Click the calendar icon to select a date.

2. Who presented this transaction (required) - Search for the person or organisation who gave the money by typing their name, email, or contact ID. infoodle will show matching contacts as you type.

3. Who to receipt - Choose how to issue the receipt:

   • Receipt the individual - Receipt in the donor's personal name
   • Receipt the household - Receipt in the household name (if the donor is part of a household)
   • No Receipt - Mark as no receipt required

4. When to receipt - Select when the receipt should be sent:

   • One-off - Receipt immediately
   • Combined - Hold and receipt at year-end (used for filtering on the Receipts screen)

5. Note (optional) - Add any relevant notes about this transaction

Step 4: Payment Method

Under the Payment Method section:

1. Select payment method(required) - Choose from the dropdown:
   • Cheque - Enter cheque number and branch code
   • Cash - No additional fields
   • Card - Select card type
   • Bank transfer - Enter reference details
   • Direct debit - Enter reference
   • Other methods as configured in your system

Note: Never store full credit card details in infoodle for security compliance.

Step 5: Transaction Details

Under the Transaction Details section:

1. Total Amount (required) - Enter the total amount received. infoodle will calculate a running total as you add transaction lines below.

   • The system displays "Auto-calculated total: $X.XX" as reference

2. Transaction Line 1 - Define how the money is allocated:

   • Type - Currently set to "Account code" (the default allocation category). This controls what the money is credited against.
   • Coding (required) - Select the account code, stock code, event, membership, or campaign you're allocating the money to. Click the dropdown and choose from your configured codes.
   • Amount - Enter how much of the total goes to this line item
   • GST? - Tick if this line is GST-applicable
   • Tax rebatable? - Tick if the transaction is tax-deductible (for tax reporting)
   • Campaign (optional) - Link the transaction to a campaign for reporting purposes

3. Adding Multiple Lines - If the total needs to be split across multiple account codes or campaigns:

   • Click + Add Split (the purple button)
   • A new transaction line will appear
   • Fill in the coding, amount, and other details for the second allocation
   • Repeat as needed

Important: The sum of all line amounts must equal the Total Amount at the top. The system will not let you save until amounts match.

Step 6: Save the Transaction

Once all fields are complete and amounts balance:

1. Click Save Transaction (green button, bottom right)
2. The transaction is saved to the batch
3. If receipting is enabled, you'll be prompted to proceed to the Receipts screen