Like everything in Rock, it all starts with people. People make financial transactions with your organization through gifts, donations, subscriptions or dues. These transactions can be simple (like money given to a single purpose), or they can be more complex (perhaps a single transaction covers multiple purposes). To be able to handle multiple purposes, transactions have one or more detail records to hold the information for each purpose. In our example below, Ted has given $110 dollars to Rock Solid Church. One hundred of these dollars are designated for the General Fund account with the remaining ten dollars going to the Building Fund account. Transactions represent the actual exchange of currencies for activities like donations, event registrations, or other financial events. Each transaction is made up of one or more detail (or sub) transactions. This allows for giving to more than one account in a single transaction. View Transactions in Batches Where you view transactions in Rock will depend on what you're trying to do. If you're interested in transactions in the context of a specific batch, you can view them on the Batch Detail screen by selecting a batch from the Batch List. Clicking on one of these transactions will then display the Transaction Detail page. Batch - Link to the batch that the transaction belongs to.Person - Link to the person who initiated and authorized the transaction.Date/Time - This is the date and time that the transaction occurred.Source - Where the transaction originated.Transaction Code - This is the transaction code for the item. Most often this transaction code will be generated by an external service like the credit card gateway.Currency Type - The form of payment that was used for the transaction. These don’t have to be traditional forms of payment like cash or checks. For instance, if Non-Cash Asset is chosen when adding the transaction, you can select an Asset Type of property, stock or vehicles. You can add your own non-cash asset types by adding to the Non-Cash Asset Types defined type.Summary - Any notes related to the transaction.Updates - Information about who last updated and processed the transaction.Accounts - This is the account split for the transaction that shows the details for each account that was included on the transaction.Images - Any images that are associated with the transaction (e.g., check images).Refund - Selecting the 'Refund' button allows you to reverse the transaction. More details on the refund process are provided below.Add Transaction - If the batch is still open, you can add a new transaction. This allows you to quickly enter new transactions without having to go back to the batch detail page.Back / Next - The 'Back' and 'Next' buttons allow you to cycle through the transactions in a batch. The transaction list on the Batch Detail page has a few extra options. Options Dropdown - The upper right corner of the list allows you to show the transaction summary or the transaction images.Move Transaction - If the batch is open, you can also move the transaction to a different batch. The batch you're moving to must also be open. When you're searching for a specific transaction, it's often easier to use the transaction filtering capabilities found under Finance > Transactions. This screen allows you to provide a set of search options and list transactions that match. Search for Transactions When you're searching for a specific transaction, it's often easier to use the transaction filtering capabilities found under Finance > Transactions. This screen allows you to provide a set of search options and list transactions that match. Add a Transaction While there are other entry points for transactions (e.g., check scanning, giving on the public website) you can manually add transactions to a batch. You can also edit existing transactions. In either case you'll be brought to the page pictured below. Person - This is where you'll pick theperson who made the contribution that's being entered.Show As Anonymous - Select this option to have the transaction appear as anonymous rather than associated with the person selected above.Transaction Date/Time - This is the date and time that the transaction occurred. You don't need to select a time if it doesn't make sense to do so.Transaction Type - Rock ships with two values for this field, Contribution and Event Registration. In most cases you'll probably be adding a Contribution.Source - The Source indicates where the transaction originated. If you're manually adding transactions, it's likely you'll be entering them from on-site collections, but you can choose other values from the list.Currency Type - The form of payment that was used for the transaction. These don’t have to be traditional forms of payment like cash or checks. For instance, if Non-Cash Asset is chosen when adding the transaction, you can select an Asset Type of property, stock or vehicles. You can add your own non-cash asset types by adding to the Non-Cash Asset Types defined type.Transaction Code - This is the transaction code for the item. Typically, the transaction code will be generated by an external service (e.g., credit card gateway) but when adding transactions manually you can use any code you wish.Comments - These are simply notes that you might want to make about the transaction. These will be visible when viewing the Transaction Detail page described above.Account/Amount - This is where you'll select the account that should be used for the transaction, and the amount of the transaction. You can have multiple accounts and amounts listed for a single transaction, if needed, but you must have at least one.This is a Refund - If the transaction is a refund, then it will be processed as such.Images - You can add one or more images associated with the transaction. Typically, these Refund a Transaction Sometimes you need to rollback a transaction. Selecting the Refund button from the Transaction Detail page will allow you to reverse the payment using the modal shown below. Scheduled Transactions Many transactions occur once and then they're done. However, sometimes your guests will want to set up automatic repeating payments that run on a selected schedule (weekly, monthly, etc.). Rock calls these Scheduled Transactions. Administrate Scheduled Transactions You can view all of the scheduled transactions in Rock under Finance > Scheduled Transactions. From there you can choose a scheduled transaction to edit. NoteAdding A New Scheduled TransactionScheduled transactions must be entered from the individual’s Person Profile page. They can also be added by your guests on your external website. Status - This displays the current status of the scheduled transaction. It is Active in the example, but you may also see values like Canceled, Completed, Failed, Past Due or Paused.Details - Here are all the details related to this scheduled transaction.Change Account - Link to change account allocation. This option is available for open batches only. When clicked, Rock displays the current account allocation and allows you the option to add and delete allocations.Cancel Schedule - Button to cancel the scheduled transaction. Some financial gateways, such as Pay Flow Pro, allow you to edit scheduled transactions. In such cases, an Edit button is displayed here as well.History - History of changes and edits to the scheduled transaction.Processed Transactions - Listing of transactions that have been initiated by the schedule. From there you can choose a scheduled transaction to edit. NoteAdding A New Scheduled TransactionScheduled transactions must be entered from the individual’s Person Profile page. They can also be added by your guests on your external website. Person Profile Page Scheduled transactions can also be viewed on the individual's Person Profile page under the Contributions tab. See our Contributions Tab article for more information. Scheduled Transaction Frequencies The following options are available as frequency patterns for scheduled transactions. Each payment gateway will support only a subset of these options. Each gateway will also have some special rules for how they calculate the schedules. Notes on these rules can be found at the end of this document under the articles for each gateway. Weekly: Every seven days starting on the start date.Bi-Weekly: Every two weeks starting on the start date.Twice A Month: Twice a month. Usually this is used with the start date of the first of the month. Payments will then come out on the 1st and 15th of the month.Monthly: Once a month on that day of the month established by the start date.Quarterly: Every three months on the same date as the first payment.Twice A Year: Every six months on the same date as the first payment.Yearly: Once a year on the same date as the first payment. Download Transactions There are two ways to configure this download. The first way is to set up a Get Scheduled Payments job to run every night. This can be done under Admin Tools > Settings > Jobs Administration. This job will run each night (or when you decide you want it to run) and create batches and transactions for new payments. NoteDon't Forget To Set Up The Download JobIt's important to remember to set up the Get Scheduled Payments job if you want the transactions to download automatically (highly recommended). The download job has a few settings that you should review. These include: Batch Name Prefix: When the transactions are downloaded from the gateway, they're assigned to a batch. You can configure the names of these batches to all start with a certain prefix.Days Back: The number of previous days that the download job should use when querying the gateway for processed transactions. We recommend a value of seven. This allows for times that the job may not run every day. There is no risk in downloading the same transaction on multiple days as Rock keeps track of which transactions have already been added.Receipt Email: Each time a new transaction is downloaded for a person, Rock can send them a receipt of that transaction. Use this setting to specify the system communication that should be sent when new transactions are downloaded.Failed Payment Email: You can send a communication to specific recipients if a scheduled payment fails. Choose which system communication you want to send from the dropdown menu.Failed Payment Workflow: You can launch an optional workflow if a scheduled payment fails. Choose the workflow you want to run in this field. You can also choose to manually download the new payments from the payment processor. You can do this under Finance > Download Payments. This does the same thing as the Rock job but requires you to manually run the download. This block also has settings that are similar to the job settings for setting the batch prefix and email receipt. TipSetting a Payment Reversal Notification WorkflowThe Scheduled Job Detail screen also includes an option to trigger a workflow when a scheduled transaction is declined (called a "reversal"). You can configure the workflow to perform any necessary follow-up task, such as sending an automated communication. Simply configure the workflow in your General Settings, then select it from the Failed Payment Workflow dropdown menu. Downloading transactions from the gateway is actually a bit trickier than you might think because of certain edge-cases and advanced features. We'll cover some of these next. Recent Scheduled Transaction Changes Consider this example. Ted has a scheduled transaction set that takes $120 out of his account every week and puts it to the General Fund account. Early in the morning the payment gateway creates a new transaction for this amount. Ted arrives at work and changes his giving to $100 per week. Finally, later in the day, the church's Get Scheduled Payments job runs and pulls that day's transactions down from the gateway. The gateway's transaction says it's for $120 but Rock's information only has $100 allocated. When this happens (certainly a rare edge-case) Rock will apply any extra amount to a default account. This default account is the first active account that does not have a parent account and where the current date falls between the account's start/end dates. Naming Batches for Online Giving The way that Rock calculates the Batch Name is by combining a batch prefix and a batch suffix. The prefix is usually set by a block or job setting (the default value used by the Utility Payment Entry block, Scheduled Payment Download block, Get Scheduled Payments job etc. is Online Giving). The suffix depends on the currency type (Tender Type Defined Type). If it is not a credit card transaction, then the currency type value is used (e.g., ACH). If it is a credit card transaction, then the Credit Card type value is used (e.g., Visa, MasterCard, etc.). However, the Credit Card defined value also has a Batch Name Suffix that can be used to override this value. For example, if you want to combine Visa, MasterCard and Discover transactions into the same batch, you can set the Batch Name Suffix for all three to the same value (e.g., VMD) and then transactions of these types will be combined into the same batch. Expiring Credit Card Notification By default, a Send Credit Card Expiration Notices job is configured to run once a month. This can be found under Admin Tools > Settings > Jobs Administration. The purpose of this job is to let people know that their credit cards are about to expire. Typically, this will mean that the job will send an Expiring Credit Card Notice system communication (Admin Tools > Settings > System Communications) to the person whose credit card will expire the following month. However, some organizations may use a bus message to signal their system to send an email by enabling the Enable Sending Bus Event option. If you wish to do additional processing for each expiring scheduled credit card transaction, the job can optionally be configured to launch a custom workflow. You can also choose to delete any saved accounts with credit cards that have expired after the provided number of days.