Search
Expand Article

Last Updated: 4/10/15

Contributions

You may enter contributions for a household or an individual from the People screen under the Contributions tab, however the preferred way to enter contributions is via the Enter Contributions utility. To access it, choose the Quick Link from the Dashboard (Also accessible from the Common Tasks menu if the People Screen Contributions tab is open).

Access via Quick Links.

Access via Common Tasks.

BELOW ARE INSTRUCTIONS FOR ENTERING CONTRIBUTIONS VIA THE PEOPLE SCREEN CONTRIBUTIONS TAB. This tab is best suited for:

(If the Contributions link does not appear on your screen, then you do not have permission to view Contributions.  Contact your system administrator to grant you permission or if you have administrator rights, you can change the user's role or adjust the role's permissions from the Home Page - under Common Tasks select Manage User Accounts) 

How to enter a contribution

  1. From the Contributions tab on a person's record Click the Add New Button found in the upper right hand corner which will create a new line in the grid that display all contributions from this person.

    1. Enter the Amount of the contribution.  For example to enter $50, just type 50.

    2. The Date Given field will automatically be set to last Sunday's date. The Giving Method will automatically be set to Check. If you need to change any of these simply enter the correct values in each field, tabbing to the next field until all are entered.

    3. You can also add a check number, any comments, bank deposit date, a special tag, and a check image. When adding tags, we recommend that you not create a new tag for each week but instead create generic tags that can be reused each week.  For example: 1st or 9:00 would represent your first service, 2nd or 11:00 would represent your 2nd service, and North 1st would represent your North Campus 1st service.  That way you can use the same tag names each week.  The contributions are already assigned a date so you don’t need to use your tag to define the day.

    4. Once you have added all the information, click out of the record to save it or click the Save button 

    5. If you make a mistake, you can click the Cancel button and redo the entry

      NOTE: to add something to a record without a value, like stocks or items, track them in a note

If you need to enter a "split check," then enter it as a separate contribution record.  However, you may want to enter the Check Number  to indicate that it came from the same check.

If you have many contributions that require splits, it may save you time to use the Contributions Data Entry Screen

To delete a contribution record, click on the X button immediately to the right of the contribution record.  You will be asked to confirm the deletion.

Process a Credit Card Now

If you are using Elexio's Financial Processing Services, Elexio Database gives you the ability to process a credit card right from the contributions screen. 

To charge a credit card simply press the button called "Process a Credit Card now" 

You will need the basic card information (card number, cvv, expiration). You are also able to make multiple card contributions at the same time in the Designations section. Once you click OK, the transaction will be processed, and an entry will be added to the contributions records. The entry can NOT be deleted and thus will appear grayed-out. You can edit the fund, comments and tag, but not the date, giving method or amount. Click here for more information about how to make adjustments if needed.


Contributions Tracked Separately from Household

You do have the ability to track any individual's contributions separately from his/her household. To do this, go to the People > Contributions screen for the person you want to track separately and check the box labeled Track this person's contributions separately from the household. As soon as the box is checked, all family contribution records will be hidden and you may begin entering contributions for the individual.

When the track separately box is checked, it only shows the individual’s contributions.  When the track separately box is unchecked, it shows the household’s contributions in Database. (In the Portal, a child's record will never display household contributions regardless of if they are tracked separately or not.)

If you have entered contributions under track separately, but now want them to appear together under the household, just uncheck the box and they will be combined into the household giving. If you have tracked contributions together and now need to track separately, you will have to check the Track Separately box for that person and if you need to move some of the contribution records, you will have to do this manually by entering them into the Tracked Separately person's record and then deleting them from the household. The only exception is if you are checking the Track Separately box for the last person in the household. In this case, it will move all the household contributions into that individual's record so they won't be lost. 

Do not mail a printed giving statement

For Portal users who retrieve their own contribution statements online, we have added a printed statement opt-out check box on the Giving Page in Portal and in the Contributions section of the People screen. It is located just above giving history. If a user checks that box, they will not be included in mailing lists for printed giving statements. (In the Contribution Statement report R1300, on the Report Filter tab, there's an option to "Exclude Portal contributors who have opted out of paper statements." This exclusion is checked by default). Note If a Head of Household has this box checked, it will result in the whole household being opt-ed out. The only exception is if a household member's contributions are set to track separately.

Customizing Designated Funds and Giving Methods

You may customize the choices in the drop down boxes for Designated Fund and Giving Method.  Click on the Codes link of the Administration screen and select the type of code called Designated Funds and Contribution Methods to make changes to these lists.

See the EnvelopeID section if your church uses giving Envelopes with ID numbers.

Pledges

To add a new Pledge, click the Add New button. A new entry line will appear and allow you to add the necessary information in each category.

In addition to the fields displaying information like Fund, Regular Gift, and Giving Method, there is also a helpful progress bar displayed in purple that gives a visual representation of how much has been received toward each pledge.


Click here for more information about Pledges.

 

Scheduled Giving

If you are using Elexio's Financial Processing Services, and you have the appropriate privileges, Elexio Database allows you to setup scheduled giving for people in your database. Click here for more information on setting up scheduled giving.

The scheduled giving tab is linked to the user's Portal account. After entering on this screen, the user is able to modify the giving from Portal.

How to handle corrections and adjustments to contributions made online

See Managing Finances and FPS

Tracking Non-Cash Donations

Our system is able to keep record of non-cash donations such as stock or a car. You can put a value in the Amount field that will appear on all your Database reports, but will NOT appear on anything the donor can view - not on their statements, Mobile App or Portal. They will see the record of the donation, but the amount will be blank. You can include a description in the Check # / Comment field so they know what the record is for. You can modify (add or edit) the list of options that you have for non-cash donations by going to Administration > Codes > Giving Methods.

You can indicate that a giving method is non-cash or gift-in-kind by checking the box that says "This code is used for non-cash/gift-in-kind donations" which appears under the sort order box.

Portal Record

A Non-Cash donation will appear in Portal as shown below.

Hover over the information icon under Method to find out what type of donation was made. Hover over the information icon under Amount for an explanation of why an amount is not displayed. There also may be another information icon under Amount that indicates that the donation is not a tax-deductible gift under US IRS regulation.

Portal Contribution Statement Entry

The donation appears on a contribution statement generated via Portal with no amount displayed. If you include a description in the Comment field, it will appear. For example, "10 shares of Microsoft stock."

Database Record

Below, the same donation entry is shown as it appears in your Database. Notice there is an amount recorded ($80.00).

The Database record (People > Contributions) is the only place that a Non-Cash donation can be assigned or will display a dollar value. The amount will also appear in reports so you will know how much the donors have given and have an accurate total without always having to add back in stock gifts manually. If you are not selling the item and want the dollar value to appear on the person's record, but not be included in your reports, you can create and use a separate fund, such as Non-Cash Donations or Donated Items. 

Database Contribution Statement Entry (R1300)

Below is shown how the entry will appear in a Contribution statement generated by R1300. Notice that no amount is displayed here either.

Please Note Multiple donations made on the same day will not appear in the same order in both Portal and Database. For the example above, you'll notice that in the Database record, the entry in question does not appear at the same position in the giving history as it does in Portal because multiple donations were made on that day (1/2/15).

Related Topics:

 
Back to Top