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Deposit Contribution Batches

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Sometimes, when your contributions don’t go through your bank, you may want to deposit contribution batches to your accounting. Once the deposit is completed, you will see a new Income transaction on the Account, Category, and Fund you selected when making the deposit. This guide takes you through the entire process. 

Add a Deposit

Deposits work closely with Contribution Batches, to make it quick for you to record sets of transactions to your accounting. In church accounting practice, you typically deposit closed batches. However, you can also deposit batches that are still open, or choose specific transactions from within a batch. Let’s see how this works.  

To add a Deposit:

  • Go to Contributions > Batches. 
  • Find the batch you want, click the Options menu, then select one of the following:
    • Close & Deposit: This option closes the batch and takes you to the Deposit feature so you can deposit the batch to the Accounting module.
    • Deposit lets you deposit the batch (or specific transactions) without closing the batch. 

  • Enter the Deposit Details:
    • Choose the Deposit Date;
    • Select the Account to which you want to deposit the funds;
    • Enter a short Description.
      deposit-details.png
  • Select contributions to add to the deposit: Here is where you will see undeposited contributions that you can select to add to the deposit. You can select one, several, or all contributions; and you can filter the list by date from/to, and by batch.
    select-contributions.png

     
  • Map with accounting: 
    • Select the Accounting Category under which the deposit should be listed as an income transaction. 
    • Select the Accounting Fund under which the deposit should be listed as an income transaction. 
      map-with-accounting.png

Click Add when ready.

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Once your deposit is submitted, it is displayed within your list of deposits, along with the deposit number, account, date, amount, and description.

You can view the deposit details, or delete it, from the corresponding options menu.

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Alternatively, you can add deposits from under Contributions > Batches. Find the batch you want, click the Options menu, then select Deposit. You can then follow the same steps to complete the task.

add-deposit-from-batches.png

 

View Deposits & Print Summaries

Once your deposit is submitted, it is displayed within your list of deposits, along with the deposit number, account, date, amount, and description. This list is available under Contributions > Deposits. Here is where you can also view the deposit details, or delete it, from the corresponding options menu. You can add deposits from this section as well, using the Add Deposit button at the top left of the list.

 

You can view details about each deposit by clicking its number or the Details option in the Options menu next to it. 

 

In the Deposit Details page you can see the Deposit Date, Account, Amount, and Deposit Description. At the bottom left of the window you can also see a Print button which lets you print a deposit summary which includes: 

  • Church Name
  • Bank Name
  • Deposit Date
  • Print Date
  • Total Amount
  • Total Checks
  • Checks Detail Table

 

Export a Deposit

Once you complete a deposit, you can export it as an Excel file , from the Deposit details page. Just click the Export button to download the file. 

Delete a Deposit

You can delete a deposit if you must, but please note that this will also remove all income transactions on the account you deposited to. The operation is irreversible. You must confirm your choice to delete the deposit.

delete-deposit.png

 

Batches Marked As Deposited

Once a contribution is deposited, the batch itself will be fully marked as Deposited. We recommend that you double check that there are no undeposited transactions by going to the Deposit feature and seeing whether there are any contributions listed. The Deposit Batch screen only shows undeposited giving. The best practice in this scenario is to deposit the full batch to accounting.

 

Daily Online Giving Batch Deposits

Daily Online Giving Batches are automatically created by ChMeetings every day when your church receives donations online.

These Batches and their associated Deposits include the gross amount (per batch and per transaction) as well as the associated processing fees. This helps provide greater clarity regarding the deposit transactions within the accounting module. Processing fees are recorded as separate negative entries, using the default Category and Fund.

 

Processing Fees Allocation

When you deposit a Daily Online Giving Batch, you will also see a section called Processing Fees, at the bottom of the window. Here is where you can choose the Accounting Category and Accounting Fund to which these fees should be allocated. 

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