Offline transactions are check, cash, in-kind, stock, property, or "other" payments manually added (one at a time) to your account to keep track of donations you've received outside of Givebutter. Admins and editors can log offline transactions from contacts (new or existing) and credit them to a specific campaign right from the Transactions page in the dashboard. You can backdate offline transactions to the date the payment was received.
Offline donations must be added one by one. If you're adding multiple offline donations, we'd recommend you import them instead!
Add an offline transaction ✚
Go to your dashboard and click on the Transactions page in the left-hand sidebar.
Click the blue New Transaction button in the top right corner of the page, and a sidebar will appear. You'll be prompted to make selections for this transaction:
Campaign – Select which campaign this transaction is for. Offline transactions are counted toward the total amount raised on your public campaign page.
Contact – Select the contact for this transaction, or create a new contact.
Amount – Enter the amount of the offline transaction.
Donation date – Enter the date of the transaction. Offline transactions can be backdated, but the date entered cannot be in the future.
Payment method – Select a payment method for this transaction:
Cash
Check (You'll be able to enter a Deposit date and Check number.)
In-kind
Stock
Property
Other
Fund (optional) – Select a fund to put this transaction towards.
Message (optional) – Enter a message for this transaction. This message will appear in the supporter feed if the campaign is active.
Internal note (optional) – Internal note for admin use. Will not be displayed to donors.
You can also add internal notes to existing offline transactions.
You will also be given the option to configure a few options for this transaction.
Send a receipt – Check this box if you would like an automatic receipt emailed to the contact listed for this transaction after saving. (defaults to off setting)
Do not display name publicly – Check this box to hide the contact’s name on the public-facing campaign page.
Do not display amount publicly – Check this box to hide the transaction amount on the public-facing campaign page.
When you're done, click Save or Save and add another.
Offline transactions will appear on your Transactions page, just like any other transaction, with the selected offline payment method shown in the Payment method column. They will also be added to your campaign goal (if you have one), and team/team member totals (as applicable).
Add directly to a contact 👤
You can also add offline transactions directly from the page of a specific contact.
Click the Actions menu in the upper right corner, and select Add transaction.
The same sidebar will appear on the right side of the screen, where you'll be prompted to fill out the relevant transaction information.
Reassign an offline transaction 🔁
If an offline transaction was made to the wrong campaign, you can credit it to the correct campaign from your dashboard, as long as there aren't any associated tickets or matching donations.
This only applies to offline (cash or check) transactions that were entered manually. Transactions that were processed online cannot be reassigned to a different campaign.
In your dashboard, go to the Transactions page.
In the search bar, locate the transaction you want to reassign and click on it to open the transaction details.
In the transaction details, click the edit icon to the right of the current Campaign title. If a transaction was processed offline, it will say Check or Cash under Payment details.
Enter the campaign you'd like to reassign the transaction to, and click Save when you're done.
If an offline transaction doesn't allow you to reassign it to a different campaign, it has associated tickets or matched donations and cannot be reassigned. You can still edit other details (such as the date).
Delete an offline transaction ❌
You can delete offline transactions from the Transactions page in your dashboard. This is because offline transactions do not involve processing any funds, so instead of refunding them (which isn't possible), you can remove them entirely.
Go to your dashboard and click on the Transactions page in the left-hand sidebar.
Search for and select the offline donation that you want to delete by clicking on the transaction – click on the white space next to the entry, not on their name! A sidebar will pop up on the right side of the page.
Click the [...] button, located below the donor's information in the section at the top.
Click Delete, and the process is complete!
If an offline transaction involving tickets is deleted, the "tickets sold" count will be updated. For example, if an offline transaction for 2 tickets is deleted, 2 will be removed from the sold count for that type of ticket, making 2 tickets available for purchase.
FAQ 🤔
If I add an offline payment, does the specific payment method (ie. in-kind, check) appear on the public campaign page?
No – if your campaign has a supporter feed, all transactions will appear as "donation" and the specific type of payment method is not indicated. This also applies to check, cash, stock, property, in-kind, and "other" payments.
What is an in-kind donation? How can I log a specific type of in-kind donation?
An in-kind donation is a non-cash contribution made to an organization. It's a way to donate time, talents, or goods instead of money. To track a specific type of in-kind donation, we recommend using a contact custom field for this purpose. You can also add an internal note for the offline transaction – these appear in transaction exports for reporting purposes.