How do I process pending transactions?

To process pending transactions, go to Administration / Accounting / Process Pending Transactions. This will list the pending transactions by transactions type, you can select the transaction type from the drop-down list if there is more than one type to display. Click the Export button to export the displayed pending transaction to a spreadsheet. If there are any errors with the pending transactions you can delete all of the pending transactions of the selected type by clicking the Delete button. The errors need to be corrected at the source of the pending transaction (note Event type pending transactions cannot be deleted).

Click the Process Pending Transactions button to create transactions and (optionally) generate documents for the selected type of pending transactions. This will display a screen advising how many transactions will be processed. It will also give the option via a drop menu to choose how the documents will be sent to the member.

• Person’s Correspondence Preference (default)
• Post All (this will create a PDF for all of them ready to print)
• Do Not Distribute Documents (where you do not wish to send the documents but still produce them on the database)

Click the Generate button to proceed with processing the transactions. A pop-up window will be displayed asking “Are you sure you wish to create transaction invoices and re-calculate subscription dates?”  If you select the OK button the transactions will be processed and a screen will be displayed advising the transactions have been processed successfully. 

A pop up with a progress bar will then be displayed to indicate progress. In addition to updating your database (see below), this will create a distribution within the system to allow you to distribute the generated documents (if applicable). Once complete click Distribute Documents. Note that this button will return you to the pending transaction page if you have selected not to generate documents.

If you select the Cancel button you will be returned to the screen without any transactions being processed.

 Database Update: now that pending transactions have been processed:

• a transaction will be recorded against the Invoice tab of the membership records (Except for Transaction Type of Renewal Invitation)
• for subscriptions and parent invoicing the subscription record for the subscriptions will have been updated (subscribed until date rolled forward)
• contact history record will have been generated once the generated document has been sent.

 See also What is the difference between a subscription invoice and a renewal invitation?