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Managing Recurring Transactions

Laura Taves
  • Updated

Need to view or update the information for recurring series? You've come to the right place. Check out the steps below!

Viewing a Recurring Series 

To navigate to a recurring series, you will want to go to the Contact's profile > click the Fundraising tab > then click 'Scheduled Recurring' from the drop-down. You will then want to click on the recurring series for the details.

Tip: You can also locate and click on Scheduled Recurring transactions from the Fundraising Tool.

Once you click on the series, the details page will open and have several fields which are discussed below.

Total Amount The total amount of the recurring donation or revenue. 
Received Date The date the transaction was received.
Status

This is the status of the reccurring series.

  • Draft - the recurring series has been logged without choosing a payment option. 
  • Active - the recurring series is active and ongoing. 
  • Expired - The billing subscription has expired/reached the end date for the subscription.
  • Unpaid- The billing subscription is suspended by the donor on the payment platform. Donors can choose to reactivate the subscription.
  • Pre-canceled - the recurring series & future charges have been canceled and the status will switch to 'canceled' on the next renewal date. 
  • Canceled - the recurring series has been canceled.
Transaction Type

Whether the transaction is a Donation or Revenue. You can find more information on the types in Donations vs Revenues.
Gift Type The type of gift (In-kind, Money, etc).
Receipt Option Whether the recurring transaction sends receipts for every transaction, a cumulative receipt at the end of the year or no automated receipts. 
Impact Area The Impact Area the transaction is linked to. 
Campaign  The Campaign the transaction is linked to. 
Soft Credit The Contact who is a Soft Credit for this transaction. 
Form The name of the Form the transaction was submitted through.
Source The Source of the donation.
Keywords Any Keywords that you have added to the transaction. 
Dedication  If the transaction was made in dedication to someone.
Notes Any additional Notes about the Transaction. 

 

You will also see a 'Paid Transactions' section at the bottom of the recurring series details page that shows you all of the transactions that have already taken place within this recurring series. 

 

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Edit Associations for a Recurring Series

Note! Updating a recurring series will update the settings for any future transactions of the series. If you need to update any transactions that have already taken place, or if you need to update individual transactions within a series, please follow the instructions outlined here. 

1. Navigate to the Contact's profile > click the Fundraising tab > then click 'Scheduled Recurring'

2. Click on the Recurring Series that you would like to edit.

3. Click on Edit Details > click on Associations Tab

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Change Receipting Preference 

You can change the receipting preferences or a recurring transaction at anytime!

*Please note any changes to receipting preference will only affect future transactions. 

1. Navigate to the Contact's profile > click the Fundraising tab > then click 'Scheduled Recurring'

2. Click on the Recurring Series that you would like to edit.

3. Click on Edit Details 

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Managing Payment Details 

Learn how to manage payment details for transactions processed offline or Online via Stripe.

**For recurring transactions made via PayPal, click here to learn more!

Change Recurring Amount

1. Navigate to the Contact's profile > click the Fundraising tab > then click 'Scheduled Recurring'

2. Click on the Recurring Series that you would like to edit.

3. Click on Edit Details 

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Change Recurring Payment Date 

1. Navigate to the Contact's profile > click the Fundraising tab > then click 'Scheduled Recurring'

2. Click on the Recurring Series that you would like to edit.

3. Click on Edit Details 

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Change the Credit Card Details

1. Navigate to the Contact's profile > click the Fundraising tab > then click 'Scheduled Recurring'

2. Click on the Recurring Series that you would like to edit.

3. Click Actions > Update Credit Card

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Cancel Recurring Series

(1) Navigate to the Contact's profile > click the Fundraising tab > then click 'Scheduled Recurring' from the drop-down > click on the Recurring Series that you would like to cancel.

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(2) In the Recurring Details screen > click the Actions button > select Cancel Recurring.

 

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Payment Failure Notifications

If there is a payment failure on a recurring transaction, Keela will send you a notification to let you know. If and how often Keela attempts payment will depend on your payment processor and your settings within them. Use this notification to reach out to the customer or decide on an internal protocol to manage these payment failures (ex. cancel recurring series after 3 x payment failures). Keela will not automatically cancel a recurring transaction based on payment failures.

Payment Failure Notifications for KeelaPay

Failed recurring transactions will be retried 3 times, once per day. If all retries fail, the subscription is Expired.