You will need the Limited Write Contributions permission.
Version 7
Donations are tracked in transactions and can be individual records on thier own or linked to profiles. Transactions are always included in batches. You can either create a new batch or open an existing one. From within the batch, you can either add transactions individually or import them in bulk.
If the batch has a status of "Closed," you will not be able to add new transactions.
Adding Individually
Once you are in the desired batch, select the “Add Transaction" button.
Or
Select the “Actions” button in the top right, and then select the “Add transactions" option from the dropdown.
The Add Transaction window will pop up.
Adding Transactions Details
The following information lists and defines the fields used to record a transaction
Date - The date the contribution was given
Payment Method - This is the payment method used for this transaction. The fields may change depending on which value is chosen. For example:
Check - If the method chosen is "Check," the following fields appear:
Routing Number - the bank routing number
Account Number - the account number at the bank
Check # - the number of the check
Assigning the credit for the donation
A transaction can be recorded to a person with a profile, to a person without a profile, or to a business. If the donation is not assigned, it will be logged as an anonymous donation and will not be included on any giving statements generated.
How to link to a person or business profile
The system has several search methods to locate the desired profile to link. Click on the label of the field to change the search mode.
Payee / Donor - This field is the default search mode to assign a donation to a person or business. By typing the name of the person or business the system will return any matching profiles. You can click on a specifc match and the donation will be assigned.
Note that business profiles will have a business icon on the record.
If the profile is not found, you may add one by selecting "Person not found, click to add" to add a new profile. Once saved, they will be assigned to the transaction.
Check Reader - Note that a check reader is required. This option will read only the account/routing number and check number for easier data entry. After the check has been scanned, you can assign a profile, and the system will remember it for when the account/routing number is scanned in the future. This will not remote deposit or read the name or save a check image. If interested in this, please see this article to learn more.
More info
More info
Check readers that support keyboard emulation mode are the only requirement. Since these kinds of check readers are plug-and-play, they typically are connected via a USB cable.
Keyboard emulation means that the reader will “type” out text representing the account number, routing number, and check number on the check as if a person manually typed it out. We recommend MagTek readers for this.
To check if your reader is in the proper mode, scan a check into a text-only application like Notepad. If text appears, such as T213874218T 224666890U 0600 (example output, though different models may be slightly different), then everything is ready.
Otherwise, check your reader's instruction manual for details on changing the mode.
Envelope Number - Allows you to search by envelope number. If more than one person matches the envelope number given, you will be able to choose one of them.
How to assign a donation to a person or business without a profile
To assign a donation without a profile, click on the "does not have a profile" check box under the search bar with the Payee / Donor search mode selected.
Payee Details will be revealed to record the donor's name, address, email, and phone number.
When donation statements are generated, the system will combine all transactions not assigned to a profile into one statement based on the information recorded in the payee details. These statements can be printed but not emailed as a profile is required to send a link to download the statement
Designation(s)
This section of the transaction contains the designations and amounts being contributed.
You can use the plus ("+") and minus ("x") buttons to add and remove designations, respectively. The sum of all designations entered will appear at the bottom.
The "Tax Deductible" (TD) check box is initially set based on the tax deduction option in the designation settings located in Contributions > Settings in the left-hand menu. This can be overridden on the transaction itself if needed.
Other Details
This section is revealed by selecting the More Fields button and contains miscellaneous information.
Confirmation # - An optional reference number for this transaction.
Notes - Notes or memos that need to be recorded.
Files - Images or documents that need to be included. Such as checks or receipts.
Importing Transactions
To import transactions, create or open a batch, select the "Actions" menu in the top right of the screen. Then select "Import transactions" from the drop-down menu.
A pop-up will appear asking you to upload a CSV file containing the transactions to import. The document must include column headers. The system will ask you to map columns in the CSV to fields on the transaction record.
Fields that can be imported are:
Date - The date of the transaction. If none given, the current date is used.
Amount - The amount given. This field is required.
Person ID - The ID of the person in One Church Software. This can be found in the URL when viewing a profile. Since this can change when performing a profile merge, it is recommended to assign envelope numbers instead.
Full Name - The first and last name of the person.
Email - The person's email address
Phone - The person's phone number
Envelope # - Envelope number assigned to the person
Confirmation - The transaction confirmation number
Check Number - The check number if the payment method is "Check"
Method - The payment method. If empty, "Credit Card" will be used instead. Otherwise, the method will be added if not found.
Designation- The designation the transaction is for. This is a required field. If the designation is not found, it will be created.
Business - The business the transaction is credited to (if any)
Notes - Any notes to be imported with the transaction
Street Address - The payer's street address
City - The payer's city
State - The payer's state
Postal Code - The payer's zip code
Other areas that can be imported include Fees, Tax Deductible, Confirmation Number, Batch ID, and Batch Name.
After uploading the file, the system will parse it and guess which columns correspond to the needed information on a contribution record.
Using the drop-downs, select the CSV columns that correspond to the information requested. Any fields marked with an asterisk (*) are required.
Imported transactions have a status of "Paid"
Once you are satisfied with the mapping, click on "Import" to finish importing the transactions. If there are no errors, the batch will refresh and the new transactions will appear.
In Version 6
Transactions are added to batches. You can either create a new one or open an existing one. From within the batch, you can either add transactions individually or import them in bulk. If the batch has a status of "Closed," you will not be able to add new transactions.
Adding Individually
Under the “Contributions > Batches,” click the appropriate batch. From the “Actions” button, select “Add transactions" in the top right. Click on "Add transactions" from the "Actions" menu in the top right.
A pop up will appear with the following fields:
Date - the date the contribution was given
Anonymous? - If yes, this transaction will not be linked to a person. Choose this if you do not know anything about the person. If no, you will be required to specify who this transaction is for.
The next field is actually a drop down allowing you to link this transaction to a person in the system. Click on the label to change the search method. Note that if you choose an archived person, they will be unarchived if you create a transaction for them. A note will be added to their profile with the text "Giving activity recorded."
Search Modes
Person - type in the input box to search for a person profile
Check Reader - you will need a check reader attached to your computer to use this method. Check readers that support keyboard emulation mode is the only requirement. Since these kinds of check readers are plug-and-play, they typically are connected via a USB cable.
We recommend MagTek readers.As background: keyboard emulation means that the reader will “type” out text representing the account number, routing number, and check number on the check as if a person manually typed it out.
Once this option is selected, scan the check. The system will search for any people who have given using the routing and account number on the check. If more than one person is found, you will be given the opportunity to select one of them. The details of the check (except the amount) will also be auto-populated in the form for you. The payment method will also be changed automatically to "Check."
Note: To check if you are in the proper mode, scan a check into Notepad. If text appears, such as T213874218T 224666890U 0600 (example output though different models may be slightly different), then everything is ready.
The string above shows a routing number, account number and check number in clear text (data provided is fake).
Otherwise, check your reader's instruction manual for details on changing the mode.
Envelope Number - allows you to search by envelope number. If more than one person matches the envelope number given, you will be able to choose one of them.
Person Details (Unmatched)
These fields will only appear if you select "No" for "Is Anonymous?" and you do not link a person to the transaction using the methods in the previous section.
Name - the full name of the person
Email - an email address for the person
Phone - a phone number of the person
Designations
This section contains the designations and amounts being contributed. Checking the "lock" option keeps the selected designations after adding the transaction (amounts are still cleared). This is useful if you are adding multiple transactions under the same designations.
You can use the plus ("+") and minus ("-") buttons to add and remove designations respectively. A sum of all designations entered will appear at the bottom.
The "Tax Deductible" (TD) checkmark is initially toggled based on whether the designation selected is tax deductible or not. You can override that setting individually here.
Payment Method
This is the payment method used for this transaction. Checking the "lock" option keeps the selected payment method after adding the transaction. This is useful if you are adding multiple transactions under the same payment method. Some of the fields change depending on which value is chosen.
Method - the method used. You can add, edit, and delete methods using the dropdown menu to the right. You will need the Financial Settings permission to do this.
Confirmation # - an optional reference number for this transaction.
If the method chosen is "Credit Card," the following fields appear:
Charge? - if yes, a form will appear allowing you to enter their credit card details. This will cause their credit card to be immediately charged once you finish adding this transaction.
Last 4 Digits - the last 4 digits of the credit card. Not shown if you opt to charge their credit card immediately.
If the method chosen, is "Check," the following fields appear:
Routing Number - the bank routing number
Account Number - the account number at the bank
Check # - the number of the check
Additional Fields
This section contains miscellaneous information.
Business - select a business from the drop down if you want to link this transaction to a business. If linked, this transaction will not appear on the person's giving statement, but will instead appear on the business giving statement.
Notes - any notes you want to include with this transaction.
Importing Transactions
To import transactions, click on "Import transactions" from the "Actions" menu in the top right.
A pop up will appear asking you to upload a CSV file containing the transactions to import (must include column headers). The system will ask you to map columns in the CSV to fields on the transaction record. In this way, you will be able to import transactions from any 3rd party system.
Fields that can be imported are:
Date - the date of the transaction. If none given, the current date is used.
Amount - the amount given. This field is required.
Person ID - the ID of the person in One Church Software. This can be found in the URL when viewing a profile. Since this can change when performing a profile merge, it is recommended to assign envelope numbers instead.
Full Name - the first and last name of the person.
Email - the person's email address
Phone - the person's phone number
Envelope # - envelope number assigned to the person
Confirmation - the transaction confirmation number
Check Number - the check number if the payment method is "Check"
Method - the payment method. If empty, "Credit Card" will be used instead. Otherwise, the method will be added if not found.
Designation- the designation the transaction is for. This is a required field. If the designation is not found, it will be created.
Business - the business the transaction is credited to (if any)
Notes - any notes to be imported with the transaction
Street Address - the payer's street address
City - the payer's city
State - the payer's state
Postal Code - the payer's zip code
Other areas that can be imported include Fees, Tax Deductible, Confirmation Number, Batch ID, Batch Name, and Envelope.
After uploading the file, the system will parse it and guess which columns correspond to the needed information on a contribution record.
Using the drop-downs, select the CSV columns which correspond to the information requested. Any fields marked with an asterisk (*) are required.
Imported transactions have a status of "Paid"
Once you are satisfied with the mapping, click on "Import" to finish importing the transactions. If there are no errors, the batch will refresh and the new transactions will appear.
Note: Other areas that can be imported include Fees, Tax Deductible, Confirmation Number, Batch ID, Batch Name, and Envelope.