24 x 7 training
From initial login, to finalizing the deposit package, this guide takes you step-by-step through the software to deposit cash & cheques..
Offering Deposit Guide
If you are assigned to count the Sunday offering, this guide is for you.
1. Initial System Setup
To begin, power on the counter's computer and double-click the icon for "deposit cash and cheques."
- Login : Ensure you are logged into Google as "accounts@ststephendownsview.ca".
- Default Fields: The application defaults to today’s date, "Sunday offering" as the description, and "CIBC general" as the bank. You can change these if needed.
- Deposit Bag: Enter the ID number of the secure plastic night deposit bag you are using.
- Enter YOUR name as Counter 1 and your partner's name as Counter 2.
Once you completed these, click the "church" menu on the top menu bar, select "start data entry".
2. Entering Donation Data
The interface works like the Donation application.
- Donor Information: Two fields, "Donor Name" and "Envelope" identify the donor, both are dropdowns. Select a name from the drop-down list OR select an envelope number from the envelope dropdown. The other field will auto-populate.
New Donors: If a donor is not in the system, just type the name in the "Donor Name" column. A donor entry form will open the right hand side of the screen. The form lets you select from closest matches for firstname-lastname, and lastname-firstname or add a new donor. If you select "add a new donor" fields to include an email address and postal address appear. On CRA tax receipts, we must include a postal address. While the system will allow you to override missing email/address warnings, it is highly recommended to collect this information immediately. - Category: You will recognize this drop down from the Donation app
Missions / Project / Other: If a category is selected that does not identify exactly who should receive the money, like "Mission" or "project" or "other", you MUST enter a description. Please enter a description that identifies who should receive the money.
- Paid By: You will recognize this list from Donation
Cheques: When "cheque" is selected, you must enter the cheque number.
US Dollars: (NEW) If the donor paid in US currency, select the "paid by" option, "USD". The system will manage the exchange to ensure the donor's tax receipt recognizes the full value of their gift.
NAVIGATION NOTE: Because you can type a name in "Doner Name" and a cheque number after the word "cheque" in "paid by" the system doesn't know you want the highlighted selection from the dropdown unless you specifically click it with the mouse. For all other dropdowns, your selection only has to be highlighted.
3. Count Cash & Cheques
You do not have to enter all donations at once; you can enter a some donations, verify them, and then continue with more data entry.
To verify a count:
- Initiate the count modal:
Click the "Church" menu.
Click "steps AFTER data entry".
Select "1-Count Cash".
A modal showing the count screen will open. - Error Handling: If the system detects any errors in the data entry, it will display the line number, the error code, and the error description (for example, E1 indicates a cheque assigned to an unknown donor).
Once you have corrected all errors, you can proceed with verifying the count of cash and paper cheques
- Verify the count of cash and cheques matches donations: If there are no errors, the modal will show the count screen.
Sum the dollar value of cheques, and count the physical cash, that you have in front of you, for the donations you just entered.
Confirmation: Once the count is correct, the system displays a "Big OK." Click Confirm.
The rows you have just verified will turn gray, indicating they are verified. You can now enter more data.
Note: The video performed a count after entering white envelopes, pink envelopes, walkathon donations, and a US dollar donation. Those groupings were for the purpose of demonstration. You can use whatever grouping you feel will help you to most easily identify the rows that need correction.
Remember that the sum of donations MUST match the sum of the cash and cheques deposited. If the donor wrote the wrong amount on the envelope, record the correction on the envelope and enter the corrected amount in the row.
4. Prepare the Deposit
Once all donations have been entered AND you have verified the count of cash and paper cheques for all of the donations, you must prepare the final deposit.
- Initiate the Prepare Deposit Modal:
Click the "Church" menu.
Click "steps AFTER data entry".
Select "2-Prepare Deposit".
A modal will appear. - Step-1: Verify the Deposit Slip: The modal shows you the deposit slip on the screen. Compare the actual cheques and cash to the deposit slip.
Click "reject" & "submit" to quit the modal and make corrections.
Click "approve" & "submit" to generate the report. - Step-2: Print the Report: Click Download File to open the PDF document. Click the print icon.
You do not need to save the file digitally as the system stores it automatically.
You are now ready to proceed with packaging the physical deposit. - Step-3: Night Deposit Bag: Place the deposit slip (the last page of the printed report) into the plastic bag along with the physical cash and cheques. Hand the deposit bag to one of the wardens.
HINT: The deposit bag is clear plastic. Fold the deposit slip in half. Place the cash and cheques inside the fold. Put the deposit slip in the deposit bag with bank account number readable through the back of the bag.
- Step-4: Church Records: Package the remaining report pages with the original envelopes and photocopies of the cheques. Place in the envelope secretary's mail slot.
Finish
One final step: Click Finish on the computer to reset the system for the following week.
Click the "Church" menu.
Click "steps AFTER data entry".
Select "3-Finish".
Summary To-Do List
- Log in to the deposit application.
Confirm you are logged in with the google account, "accounts@ststephendownsview.ca"
Enter the bag number and counter names. - Enter donations row-by-row.
- Perform progressive counts periodically to verify entries against physical cash/cheques.
- Resolve any errors displayed when you click "count".
- Run "Prepare Deposit" and verify the deposit slip matches the physical contents.
- Print the report.
- Place the deposit slip (last page) in the night deposit bag with cash and cheques; seal the bag. Hand the bag to a Warden.
- Click "Finish" in the counter app to prepare the system for the next week.