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Overview
The transaction register is a list of columns that record the transaction and what debit/credit accounts the amounts. Whether the transaction is active or whether it has been voided or canceled.
Once Financial & Accounting has been activated and the QuickBooks configuration has been completed, the Transaction Register will track your organization’s transactions. Users can then review the Transaction Register and post transactions directly to their QuickBooks Online account.
Note: Pledges get set up in the register sequentially when the pledge is created for the number of expected payments. The user may see transactions listed sequence once the pledge payment is made.
Before You Begin
Before using the Transaction Register, ensure that:
Financial & Accounting has been activated.
Your Chart of Accounts has been configured.
Products & Services have been created.
Funds have assigned Debit and Credit accounts.
If posting to QuickBooks Online, the QuickBooks configuration has been completed.
Access the Transaction Register
Log in to Panorama Donor Management.
Select Launch.
Open Settings.
Select Financial & Accounting.
Click View Transaction Register.
Understanding the Transaction Register
The Transaction Register displays a table containing financial transaction information.
Common columns include:
Transaction ID
Transaction Date
Donation/Pledge Date
Transaction Type
Donor Name
Amount
Fund
Debit Account
Credit Account
Class
Campaign
Appeal
Designation
Payment Type
Posted Status
Posted Date
Posted By
Search and Filter Transactions
You can filter the Transaction Register to locate specific transactions.
To enable filtering:
Click Search.
Filter fields will appear above each column.
Once the user chooses the Search to filter boxes above each column will open with search criteria to choose from.
The search fields for ID, Transaction date, Donation/purchase date, Transaction type, Active, Amount, Posted and Posted date have drop downs to choose options from. All of the other filters the user can type the name or account name or number in the box to filter.
There is a checkmark box beside each transaction number to select the transaction. This is for posting the transaction. When the user chooses Post a modal opens with choices and the user must process through the modal to post the transaction.
The user must know what type of accounting is being used before proceeding through this modal.
Choose the Correct Accounting Method
Before posting, confirm which accounting method your organization uses.
Cash basis accounting is an accounting method that recognizes income and expenses only when cash is exchanged. (Donations only).
Accrual accounting is an accounting method that records revenues and expenses before payments are received or issued. (Donations/Pledges).
When the user confirms the accounting type being used by the organization, they can proceed through the post transaction menu.
Post Transaction Menu
The modal includes a 3-step process:
Step 1: Options
The first step allows you to choose Transaction and Summary options.
Transaction Options:
Select either Accrual Basis – Donations and Pledges or Cash-basis-Donations only. The user can select either option when posting a donation or pledge payment but they must choose the Accrual Basis Donations and Pledges
Summary Options
Choose how transaction dates should be used when posting:
Transaction Date
Donation/Pledge Date
To post the transaction to Quickbooks You’re going to select the transaction date or the donation or pledge data.
To create a summarized version of the selected transactions, choose the Summary Report option. The summary report will be added to the Posted Accounts section, where it can be downloaded later.
Choose Next allows you to review the transaction you will be posting.
Step 2: Preview
Review the transactions before posting.
Once the user reviews the transaction, they should hit either previous to go back and make changes or next to proceed with posting the transaction.
Step 3: Format
Choose how the transaction data should be processed.
The user can select a format or choose the option to save the quickbooks file in a Quickbooks document format or post it directly to Quickbooks On-line.
Note: If your organization has chosen not to use Quickbooks you would save your document in the first option only .csv Comma Separated Value format.
What Happens After Posting
Once the transaction is Posted the user the transaction will move from the top of the Transaction register with a recorded posted date.
The transaction receives a Posted Date.
The transaction is added to a Posted Batch.
A report in .csv format will automatically download to the browser for the user to choose and view.
If QuickBooks Online was selected, the transaction is sent to QuickBooks.
The user then can choose Export to export the posted transaction or transactions into a .csv or .pdf. The exports include all of the available columns included in the transaction register and is different from the report appearing when posted.
To export transactions:
Select the desired posted transactions.
Click Export.
Choose the export format.
Note: The user must post a transaction to the register before they can export the transaction(s) from the register.
Create Summary Reports
The transaction register can also be used to provide a summary report of the transactions to accounts.
To create a summary report:
Choose the Radio button for Post Summary Information for Each account.
Then choose Summarize all accounts from the drop down
There are also options to summarize the transaction date, transaction month, donation/pledge date, donation/pledge month the use can choose from the drop down.
The resulting report lists the debit and credit of each account for reporting purposes and a tool for organizations that are not enabling Quickbooks on-line. They also only export into a CSV file.
Note: The user may need to disconnect Quickbooks and re-connect Quickbooks with each daily log-in for records to post in Quickbooks.
Note: The User must be signed into Quickbooks and Panorama for their transactions to post to Quickbooks.
Posted Transactions
When the user posts a transaction(s), the transactions are added to a Batch and the transactions are put into the report for the user to download.
The user has the option to download the reports in. iif or .csv. . IIF is a Quickbooks desktop format that can be downloaded and used for updates in Quickbooks desktop only. The .csv file download works when downloading or exporting the batch reporting.
The posted batch does allow the user to filter by number, report format, posted date and to type a name in the Posted by, and opens a row above below the column headings.
Troubleshooting
I can’t see any transactions in the register.
Verify that:
Financial & Accounting has been activated.
Transactions exist within the selected Start Date range.
Funds have been configured correctly.
The Post button is unavailable.
Ensure that at least one transaction checkbox is selected before attempting to post.
My transactions are not posting to QuickBooks Online.
Confirm that:
You are logged into QuickBooks Online.
You are logged into Panorama Donor Management.
The QuickBooks configuration has been completed.
Funds have assigned Debit and Credit accounts.
Products & Services are linked correctly.
Tip: If posting fails, disconnect and reconnect QuickBooks Online, then try again.
Why do pledge transactions appear multiple times?
Pledge transactions are created sequentially for each expected payment when the pledge is established. This allows Panorama to track:
Scheduled pledge installments
Payments received
Outstanding pledge balances
This behavior is expected.
Best Practices
For accurate financial reporting:
Review transactions carefully before posting.
Test QuickBooks posting with 1–2 transactions before processing large batches.
Use Accrual Basis when posting pledge-related transactions.
Export summary reports regularly for reconciliation.
Verify Fund and Class assignments before posting transactions to QuickBooks.
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