The **Transaction Maintenance** screen allows administrators to manage, edit, or void financial transactions. It is accessed through the **Admin Menu** under **Finance Setup & Functions**. If you You may also refer to [[Withdraw Registration with Refund]], [[Cancel Class or Activity with Partial Refund]], and [[Refunding Membership]] for more specific refund workflows while maintaining accurate records. --- ## **Accessing & Searching Transactions** When you open the **Transaction Maintenance** screen, it displays all transactions from the past **three days**. You can modify this view by: - **Searching by date range** – Enter a new start and end date. - **Searching for a specific transaction** – If you know the transaction number, enter it directly. - Click **Refresh Display** to update the results. Once you've found the transaction you wish to modify, you can choose to **edit individual line items** or **modify the entire transaction**. --- ## **Editing & Voiding Transactions** Transactions can be edited or voided using the **Edit buttons**: - **Right-side Edit Buttons (Blue Background):** Opens a pop-up for **editing or voiding the entire transaction**. - **Left-side Edit Buttons (White Background):** Opens a screen to **edit an individual line item** within the transaction. ### **Voiding a Transaction** Click the **Transaction Edit** button to open the voiding options. #### **Voiding Options:** - **Void Only:** - Keeps the transaction record but sets all dollar amounts to zero. - Removes associated **registrations, purchases, memberships, or donations**. - Use this method if the transaction is within the **same accounting period** or has **not been transferred to your accounting system**. - **Reversing Entry:** - Creates a **new transaction** with reversed dollar amounts. - Use this when the original transaction has **already been recorded in your accounting system** or when operating in a **new accounting period**. #### **Refund Handling Options:** If voiding or reversing a transaction leaves remaining funds, you can choose how to handle them: 1. **Ignore** – No impact on the customer’s account (recommended for duplicate transactions or cash/check payments). 2. **Post to Account** – Adds funds to the customer’s account balance for future use. 3. **Refund to Customer** – Available for **credit card transactions**, directly refunding the payment. ✅ **Important:** Click the **VOID** button to process the void. The **Save** button only updates the three editable fields in the transaction header (**Payment Method, Transaction Date, and Transaction Notes**). --- ## **Editing Individual Line Items** To edit a specific line item: 1. Click the **Edit button** on the **left side** of the transaction row. 2. A pop-up will appear displaying: - **GL Account** - **GL Classes** - **Notes** 3. Make changes using the drop-down menus (**except for Notes, which must be edited manually**). 4. Click **Save** to apply changes. The **Distribution Table** will update automatically upon saving. --- ## **Final Notes** - Voiding a transaction does **not** remove it from the system—it ensures financial records remain traceable. - Reversing entries are used when a voided transaction needs to be accounted for in a different period. - Credit card refunds must be processed through **Refund to Customer** to ensure funds return to the original payment method.