Transaction Lists are useful for giving you information about the financial income within your Donorfy, but to make use of them you should understand what they're showing you.
In Donorfy, a Transaction is made up of two 'halves' - the Payment (e.g. £100), and it's Allocation (e.g. Donation - £100). See this article for more information.
It's possible to have more than one allocation per payment, a split gift in other words - e.g. £100, for allocations of £70 donation and £30 subscription.
Each element - the payment and allocations - represent a separate row in a Transaction List.
There are three types of Transaction List, each with a slightly different view of a Transaction:
- Transaction All List
- Transaction Payment List
- Transaction Allocation List
Each section of a Transaction has its own ID - Transaction Number - the Transaction Number for the Payment section of a Transaction is the same ID that is displayed on the Constituent Timeline.
Transaction All List
This List type provides the most flexibility in reporting as both halves of the Transaction are returned, allowing you to see a great amount of data.
When using this List type you can refine the filter to return a subset of the Transaction, i.e. the Payment or the Allocation.
So if you want a List of Payments, make sure the Filter contains this:
- Type equals Payment
And if you want a List of Allocations, the Filter should contain:
- Type equals Allocation
If you don't filter on the Type you will get multiple rows in your Transaction List, for example, a donation a single allocation would return 2 rows and a split donation containing 2 allocations would return 3 rows
Allocation rows do not contain Payment-specific data such as Campaign code. And conversely, Payment rows do not contain Allocation-specific data such as Fund code.
This means when you look at the Payment part of a Transaction in a list you will not see any Allocation related information like product - this is because one payment can have multiple Allocations.
If you look at the Allocation you can get Payment information - e.g. payment method, Amount, Processing Costs, Gift Aid Amount Claimed - as an Allocation can only have one Payment.
Financial information such as Amount, Processing Costs, and Gift Aid Amount Claimed will not be apportioned or equated across the Allocation rows as it is a single amount held within the Payment section.
Transaction Payment Lists
A Transaction Payment List returns the Payment header details and should not be used to report on Allocation-related details such as Fund, Allocation Amount, Department, Accounting Date, Date Due.
If a Allocation-related field is added to the List data field outputs or filters then it will return the first added or most recently added Allocation detail.
Transaction Allocation List
A Transaction Allocation List returns the Allocation details for the more granular reporting of a Transaction, i.e to the Fund level.
A Transaction Allocation List, as with a Transaction All List will also include the Payment header details, however, where there are multiple Allocations for a Payment the Payment header detail will be returned for each Allocation, for example, if the donation has a processing fee of £2.50 and there are two Allocations, £2.50 will be returned for each line.
The calculation of the Processing Costs and Gift Aid Amount Claimed per Allocation would need to be completed within Excel.
An Allocation List can not report the Transaction Number of the Payment, so to the working out of corresponding Allocations to a Transaction would need to be done based on other fields, such as Accounting Date and Date Paid to make the comparison.