Contents - Index

Entering Donations

Donations can be entered as follows:

1. Click the Donations icon.  With the demo/trial version you must choose donations from the pop-up menu.  If you are signed on as a teller go to the File menu and choose Enter/edit Donations.

2. Give the date of the donations then press the Tab or Enter key. Adding will be displayed on the bottom of the window.  If the restricted access (teller) password was given then the date must be within the last seven days. (This can be changed in the Setup Users window.) To see a calendar, click the date box.

3. Choose how you want the donors sorted.  You can sort them in four ways:
a) by their envelope number
b) by their donor number
c) by their surname
d) by the order in which you entered the donations for the donors.

If the restricted access (teller) password was given you will see a donor's name only if they do not use envelopes.  If you wish to allow tellers to know who an envelope number belongs to check the appropriate box by choosing Preferences... from the Setup menu.  Then they will see both the envelope number and the donor's name.  Leave the box unchecked if you want the name shown only if the donor does not use envelopes.

4. Find the donor who made the donation, by changing the donor number or envelope number. (The donor number or envelope number can be typed in either box.)  You may find that the donor already has a donation.  This will be indicated by a beep and several items being shown in red, such as the donor's name, some headings and the amounts.  Click here to find out how to enter multiple donations on the same date.

5. Enter the donation amounts in the appropriate categories.  To move the cursor from one category to another press either the Tab key, the + key on the numeric keypad or the = key.  You can re-arrange the order of all the categories except the first, so they are in alphabetical order.  Go to the Action menu and choose Sort All Categories (except first). (The first category does not move because it will usually be the one that you use most often.) You can also re-arrange them to have the ones used more often, shown first.  Just click on the category name.  A list of all the categories will be shown where you can choose a different category to have at that position.  To enter an amount for a category that is not shown, just change the category by clicking one of the category names.  When you change the category, the result depends on whether the box below it has an amount or not.  If the box has an amount then the amount will be assigned to the new category.  If the box is empty then any amount in the new category moves to the box whose heading you changed. You can change how many categories to show while entering.  Click here then scroll to the middle of the page to find out how to do this.  When you have only one category box, you can choose the cateogory without using the mouse. After typing the donor# or env#, press Tab or Enter and then the category list will be visible.  Use the up/down arrows to select the category then press Tab or Enter.

6. On the right hand side you will see the total given by the donor and a grand total of all donors on that date.  To see a grand total of what was given in a category, hold the mouse over the category box.

7. Each donation can have a note or memo attached to it.  Just enter some text in the Note field.  When many donations will have the same note, click on Note to use the previous one.   Notes will be shown on these reports:
a) quarterly statement when it is grouped by "Quarter & Day"
b) donations by donor for a single day
c) donations by date, with one donor per page, grouped by day
d) donations by date, listing each donation for all donors
e) the list of donations on the bottom of tax receipts
f) anywhere on a custom letter or email.

8. Each donation can also have a 'motivation code' for organizations that track how effective their mailings are.  Each code can be up to 8 characters. These codes will be on most reports, except tax receipts and letters. You can also import and export the codes.

9. For churches that have different service times, you can indicate when the donation was received.  Initially you have a choice of AM, PM or Midweek.  To change these choices click on When. (This also lets you rename the heading to something else. e.g. Service) For example, suppose you have events at different locations.  Then you can setup each location and record where you received each donation.  For a ministry you can record which mailing or event a person is responding to.  If you have more than one bank deposit per day then you need to indicate the service or event for each donation. Then when you do the bank deposit report you select which service or event to group together. To require a selection, add an asterisk to the heading. e.g. *When

10. Click the Next button, press Page Down or press Enter to store the donation for this donor and find the next envelope or donor number.  If you changed the envelope or donor number before giving the amount then the cursor will automatically move there so you can give another envelope or donor number.  You do not have to take your hand off the keyboard to move the mouse. (This movement of the cursor can be changed in the Preferences window.)

11. To go back to the previous donor click the Previous button or press Page Up.  To go to the first donor press Ctrl Page Up and to go to the last donor press Ctrl Page Down.

12. While entering donations you may find a donation for a new donor.  You can add that donor by going to the Action menu and choosing Add/Edit Donors... or by pressing F4.  You can also change any information, such as a new address.

13. While entering donations you may find a donation in a category that does not exist.  You can add a new category by going to the Action menu and choosing Add/Edit Categories... or by pressing F2.  You can then add the new category or edit the name of an existing category.  After clicking Save the cursor will move to the new category, if you created one.

14. Enter the donations for all the donors then click [Done] in the menu bar or press F10 to save them.  If you have donations on different dates for only one donor, you should enter a donation on one date. Then click on the Date box to enter another donation on a different date for the same person.  When you have entered the last donation click on [Done].

15. To view a list of donations just entered choose Donations By Donor... from the Reports icon.  (Click here for more details.) If the restricted access (teller) password was given choose View Donations Entered... from the Teller menu.

 To find out how to keep track of Loose Offerings click here.




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