How to Add Variants to Products on SuccessFund

What is an offline transaction?

An offline transaction is a cash or check payment that you manually record in your campaign to keep your totals, inventory, and leaderboard accurate. Offline transactions have no processing fees.

How do I log an offline transaction?

1. Go to the Results tab on your campaign.
2. Click Transactions.
3. Select + Offline Transaction.
4. Enter the buyer’s Name, Email, and Phone (optional), and any other info. All fields are optional.
5. Click Save Transaction.

Once saved, your offline transaction will automatically:

• Update your inventory,
• Reflect on your leaderboard if you have one, and
• Count toward your fundraising goal if you have one.

Are there any fees for logging offline transactions?

No. Offline transactions are recorded for tracking purposes only and have no fees.

Can I edit or add details later?

Yes.
If you need to update product selections, product questions, or checkout questions:

1. Go back to the Results → Transactions page.
2. Click on the transaction you want to update.
3. Select Edit Transaction.
4. Add or change responses as needed.

Can I log offline transactions using the mobile app?

Yes!
The SuccessFund mobile app makes it easy to log cash payments on the go.
You can also answer product questions directly within the app as you record each sale.

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What is the Payout Recording feature?

The Payout Recording feature helps finance teams and bookkeepers keep track of whether a payout from SuccessFund has been logged in their external accounting system. It does not record the payout for you in your accounting system — instead, it gives you a quick way to mark payouts as “Recorded” or “Not Recorded” within SuccessFund.

Why is this useful?

• Keeps finance/bookkeeping teams aligned on what’s been logged.
• Reduces the risk of missing or duplicating a deposit entry.
• Makes it easy to see which payouts still need to be reconciled in your accounting software.

How do I record a payout?

1. Go to the Payouts page.
2. Click View next to the payout you want to record.
3. Click Record Payout.
4. In the popup, choose:
   • Recorded → if you have already logged this payout in your accounting system.
   • Not recorded → if you haven’t yet logged it (this is the default).
5. Optionally, add Notes for your internal records.
6. Click Save.

What happens after I mark a payout as “Recorded”?

• The Recording Status will update from “Not Recorded” to “Recorded.”
• You and other team members will be able to quickly see which payouts are finished vs. still pending entry.
• This status only updates in SuccessFund — it does not push data to your accounting system.

Can I change the status later?

Yes. If a payout was accidentally marked as “Recorded” or “Not Recorded,” you can reopen the payout, update the selection, and save again.

Do my notes show up anywhere else?

Notes are saved with the payout record inside SuccessFund. They’re visible to your team members when viewing that payout, so you can leave reminders or clarifications.

Does this replace my accounting software?

No. This feature is simply a tracking tool to help bridge your SuccessFund payouts with your own accounting workflow. You’ll still need to enter deposits into your accounting system as usual.

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No — donors and patrons never need to create an account or log in. You can make your purchase or donation directly from the campaign link that was shared with you.

How do I find the campaign I want to support?

You should use the direct link given to you by the organizer, school, group, or participant. Each fundraiser has its own campaign page with all the details and a checkout button.

I created an account by mistake. What should I do?

That’s okay — you can simply ignore the account. To support a fundraiser, just return to the campaign link and complete your purchase there. You won’t need to log in.

Why don’t I need an account?

Our system is designed so that donors and patrons can give quickly and securely without creating extra logins. Accounts are only for organizers who are running fundraisers.

What happens after I purchase or donate?

You’ll receive an email receipt right away. If your purchase includes a digital voucher, it will also be delivered by email instantly.

Who do I contact if I can’t find the campaign link?

Reach out directly to the organizer, school, or group that told you about the fundraiser. They’ll be able to resend the correct link.

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By default, external groups are Unmanaged, meaning they are autonomous and do not require district approval to run fundraisers. However, districts can enable Managed External Groups, which makes approval through the district required for every external group. Membership in these groups remains self-managed, but the approval requirement is a global setting—all external groups are either Managed or Unmanaged. You cannot pick and choose on a group-by-group basis.

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To access detailed product sales data for your campaign:

1. Click on your campaign from your dashboard.
2. Click the Results tab in the top menu.
3. Select Product sales from the dropdown or options.

What this report shows:

The Product Sales report provides a breakdown of sales data for each product variant sold through your campaign. It includes the following columns:

• Product: The name of the item sold (e.g., Alain Energy Drink, BSN COMPETITOR HOODED PULLOVER).
• Variant: The specific version or size of the product (e.g., Cherry Twist, XL, 2XL).
• Amount Sold: The total dollar amount collected for that specific variant.
• Qty Sold: The number of units sold for each variant.
• Remaining Qty: The number of units still available for sale. If the product has sold out, this column will display “Sold Out” in red.
• Tags: Any tags or internal labels attached to the product (if used).
• Total Fulfilled: The number of units that have already been fulfilled or delivered to customers.

🔍 Note: This report only shows products that have recorded at least one sale. Unsold products will not appear in this view.

This report is especially useful for tracking inventory, identifying your best-selling products, and managing fulfillment.

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A Variable Priced Product allows you to collect a custom payment amount without setting a fixed price in advance. This is perfect for situations like auctions, donation-based sales, or “pay what you can” items.

To set one up:

1. Go to the Products tab and click Add Product.
2. Select Single Option under product options.
3. Under pricing, choose “Variable Price.”
4. Set a Minimum and Maximum amount.
5. Add a clear description (e.g., “Enter the amount you’d like to give” or “Pay your winning bid here”).

When supporters go to pay, they’ll be able to enter any amount within your price range. You can collect these payments online, in person with a card reader, or through a QR code or donation link.

It’s a flexible, easy way to accept open-ended contributions while keeping your tracking clean.

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✅ What are Options?

Options (sometimes called Variants) let you offer different versions of a product—like sizes, colors, or ticket types—all within a single listing. Shoppers select the option they want from a dropdown menu before adding the product to their cart.

➕ How do I add an Option?

1. Click “+ Another Option.”
2. Name the option, such as:
   • T-Shirt Size
   • Ticket Type
   • Registration Category
   • Or something more general like “Option”
3. Add the selections (e.g., Small, Medium, Large).
4. You can add multiple option categories, each with its own list of selections (like Size and Color).
5. SuccessFund automatically creates all combinations (like “Red – Small”) so you can set prices, quantities, and availability for each one.

🛍️ What can I use Options for?

Here are just a few ideas—there are endless possibilities:

• Apparel sizes (Youth Small, Adult XL)
• Color or style preferences
• Ticket levels (General, Student, VIP)
• Meal choices
• Add-ons and upgrades

💵 Can each Option have its own price?

Yes. You can set a different price for each combination. For example, student tickets might be $10 while general admission is $20.

📦 Can I manage inventory by Option?

Absolutely. Each combination has its own inventory count. You can set different quantities and mark individual selections as sold out.

🧾 What does it look like for buyers?

Buyers see one product with dropdown menus for options. After choosing what they want, they can add it to their cart and check out. The correct price and available quantity are applied automatically.

🎯 When should I use Options, Separate Products, or Questions?

Use this...When you need...OptionsA single product with multiple choices that need separate prices or inventory.Separate ProductsUnique images, descriptions, or categories for each item (e.g., hoodie vs tee).QuestionsTo collect extra details that don't affect price or inventory (e.g., shirt size on a free registration). Great for registration or other follow-up info.

🧪 Example: Ticket Type Option

Selling tickets to an event? Add an option called Ticket Type with selections like:

• General Admission ($20)
• Student ($10)
• Senior ($12)

Each type can have its own price and inventory. Shoppers pick their ticket type from a dropdown, and you manage everything in one product.

Here's a great video on how variants/options work http://www.successfund.com/home/videos/how-to-add-variants-to-products-on-successfund

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Product delivery depends on how your campaign is set up.

If you're using a vendor, the vendor typically handles fulfillment directly. This might include shipping to the school, offering local pickup, or mailing items directly to supporters. The method will depend on the vendor’s agreement, which should be outlined during campaign setup.

If your group is managing fulfillment yourself — such as distributing items on campus or in classrooms — you’ll coordinate delivery. To help with this:

• Go to the Results tab and open the Result Details report. This report shows each transaction and includes detailed order information like supporter names, products purchased, variants (like size or flavor), and quantities.
• You can download this report as a CSV to create packing slips, delivery checklists, or class-by-class sort sheets.

The Product Sales report gives you a summary view — showing how much of each item you’ve sold overall. This is helpful for inventory planning and seeing which items were most popular.

If you’re running a fundraiser with one of SuccessFund’s integrated partners, fulfillment may happen automatically and digitally. If that’s the case, you’ll see a note in the campaign description outlining how items are delivered.

Also, if your fundraiser includes student participation, the Leaderboard tab is a great tool for fulfillment support. Each student has a unique link and can see which supporters donated or purchased through their link — helpful if they’re assisting with product delivery.

Note: If your campaign is donation-only and doesn’t include products, the Product Sales and Result Details reports may not display any fulfillment-related information.

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