Transaction Lists

To view transactions that share characteristics, create a custom list. When you create a list, you can save its filters or records for reuse. For example, you can create a list for "transactions approved this week" and view or export it on a weekly basis.

1. From Transaction lists, select Add and Build a new list.

2. To include only specific records that share characteristics, select Filter, choose the applicable criteria, select Apply filters. For more information, see Transaction Filters.

   Tip: When you apply filters, they appear at the top of the list so you can quickly edit or remove them.

3. To view specific information about the records in the list, select Columns, choose which details to include, and select Apply changes.

4. To save the list for reuse, select Save, then Save as a new list.

   Note: Each time you reopen a list, it dynamically includes the latest records that meet the saved filter criteria.

5. Enter a unique name and a description, then choose whether others can manage the list (and how):

   • No one else can access — Only you can view and edit the list.

   • Others can view — Other users can view your list but can't edit or delete it. To make changes, they must save as a new list.

   • Others can manage — Other users can view, edit, or delete the list.

   Note: Solution admins and roles with the Transaction lists management permission can view, edit, and delete lists, regardless of these settings.

6. Select Save.

7. If necessary, rearrange the details and records in the list.

   • To arrange the columns in the list, such as to compare data side-by-side, move their headers to the desired left-to-right order.

   • To arrange the records in ascending or descending order, such as by date or amount, select the header of the column to sort by.

When you open a saved list, you view the latest records that meet its filter criteria. Based on the list's security settings, you may also be able to adjust its selected filters.

1. From Transaction lists, select Add and Open a saved list.

2. Search for the list or choose its name.

   Tip: To view only the lists you created for use by yourself or others, select Only my lists.

3. Select Open.

As you work with a list, you can save changes you make to filters or columns. You can also edit details such as the list's name or security settings.

Tip: When a list has unsaved changes, an asterisk (*) appears next to its name.

1. From an existing list, select Save and choose how you'll use the list.

   • To make changes to an existing list, select Save changes to this list.

   • To save a copy of the list, such as to start a new list, select Save as a new list.

2. If necessary, update the name, description, or security settings.

3. Select Save.

To use a transaction list for analysis, offline reference, or printing, download it as a CSV file. To download the list, select Export.

Note: Large export files may take additional time to complete. In your top-level navigation, a notification appears when the export is ready. To download the file, select the icon , then select the notification.

To remove a saved list you no longer need, open the list and select Delete.

Warning: This deletes the list for you and any users who can access it.

To help you reconcile your Blackbaud Merchant Services account activity with reports in your Blackbaud solutions, the list displays important subtotals.

• Transactions provides the total number of all transactions.

• Gross amount provides the total amount processed for all transactions (including fees).

• Fee amount provides the total amount of fees assessed for all transactions (including processing and application fees).

• Net amount provides the total amount paid out to your organization. Typically, this is the gross amount less any fees.

Tip: The list calculates subtotals based on your applied filters. Transactions that are hidden due to filter criteria are not included in subtotals.

To find a specific transaction in a list, such as when a donor requests a refund, search by account holder name or transaction ID. To show all transactions, clear the search.

To refine the list by different criteria, use filters instead. For more information, see Transaction Filters.

From the web portal, you can refund transactions that were made within the last 365 days.

1. Locate the transaction in a list, using filters if needed.

2. From the transaction's menu , select Refund.

   Tip: Don't see this option? Contact your system admin for rights to issue refunds.

3. Enter the amount to refund to the account holder.

   Note: For direct debit transactions, you can only refund the full amount.

4. Select Refund.

Warning: When you refund a transaction through the web portal, no corresponding refund appears in your Blackbaud application. To ensure accurate totals in reports, you should only process refunds through the web portal if your Blackbaud application does not support refunds.

Note: To prevent refunds for declined transactions, Blackbaud Merchant Services automatically holds refunds issued for direct debit transactions until five business days after the date of the original transaction. Blackbaud Merchant Services also automatically refunds any direct debit transactions that are approved but then returned by the bank.

When you accept credit card transactions through either the web portal or the Blackbaud MobilePay Terminal mobile app, the application automatically emails the cardholder an acknowledgement for the transaction. If necessary, you can send the acknowledgement to the cardholder again, such as when the email address was entered incorrectly.

1. Locate the transaction in a list, using filters if needed.

2. From the transaction's menu , select Email acknowledgement.

3. Enter the recipient's email address, the reply-to address, and a subject line for the email.

4. Select Send.

Tip: To learn how to configure the default information to appear in email acknowledgements created by Blackbaud Merchant Services, see Email Acknowledgement Settings.