Help -- Training -- Explanations -- Hints
This is the HELP TEXT narrative for "Overview of the Contributions Queue Screen".
The Contributions Queue screen is used to "Add" contributions given by Donors or by Anonymous Givers to a contribution queue, "Update" the queued entries if changes are needed, and then "Post" the queue entries to the contributions transaction database.
The Contributions Queue screen may be a faster method for entering donations, than using the Add/Modify Contribution screen. However, this screen cannot support "split" fund contributions, so while it is faster, it is also limited to "single" fund contributions.
Difference between "Add" and "Update" and "Post":
The Contributions Queue screen has three sections:
- In the "Add" section or process, the screen entries will start out blank or empty. You enter the donation data, one transaction at a time. Each transaction goes to a queue for review and possible correction.
- In the "Update" section or process, the data from the original post will be displayed as queued items. You can change or correct the previously entered data accordingly.
- In the "Post" section or process, you "finalize" applying the queue items to the transaction database by clicking a special button. You only do this after you have reviewed the queue and have determined the items are correct.
Definitions of "Donor" and "Anonymous Giver":
What is a Donor:
A donor is a person giving a donation who also has a contact record in your system. This person may have an envelope number assigned to them, or not. When you post a contribution that you want to assign to a person, you can use the "envelope number" or the "alphabetic look-up by name" to find the correct individual.
What is an Anonymous Giver:
Anonymous Giver is a special, "system-generated" person. There is no contact record for Anonymous Giver. When you post a contribution that you do not want to assign to a specific individual, you can enter "GIFT" in the envelope number. The transaction will be posted to the system-generated person, not to any of your contact records (members, prospects, etc.).
** Note: The "gifts" given by "Anonymous Giver" will be included in your report totals, so that your offering totals are accurate and can be balanced to your bank deposits.
Examples of "Anonymous Giver" Transactions:
Example 1 -- Offering Plate Donations:
Loose cash and change in the offering plate can be posted to Anonymous Giver. You do not know who gave it, and often the loose cash and change will have been given by several people. They understand it cannot be attributed to them, since you have no way to identify the giver.
Example 2 -- Anonymous Donations:
Someone gives a donation but does not want the "credit" or acknowledgement for the gift, either publicly or for IRS tax purposes. This person may be outside your church and not have a contact record in your system, but this could also be someone inside your church and in your system -- who just doesn't want to be identified with this particular donation.
** Hint: You may not want to combine all cash, loose change, anonymous gifts, etc., into one transaction. Lumping all the unidentified funds into a single "anonymous" transaction may complicate the process later if a donor is identified and you need to change the posting and separate the donor's money from the rest that is still anonymous.
** Hint Example #1: If you post cash and loose change separately from anonymous gifts, and later the anonymous giver changes his or her mind, you can "Modify" that transaction and change the envelope number from "GIFT" to the actual envelope number, or change the Anonymous Giver name to the actual name.
** Hint Example #2: If you have a donation that you need to research to clarify who the giver was, perhaps due to illegible handwriting on a note, you can post it temporarily as "GIFT". Later you can change that transaction to the actual person after you conclude the research and have identified how it really should be posted.
Specific instructions for using each of the functions and entries on the Contributions Queue screen are provided in the other [Help ?] buttons that are included on this Comprehensive Help screen for Contributions Queue processing. The topics covered include:
- Using the Envelope Number & Envelope Lookup
- Using the Donor Name & Last Name Selection Menus
- Using the Amount Entry Box
- Using the Fund Selection Menu
- Using the Donation Type Selection Menu
- Using the Check Number Entry Box
- Using the Batch Number Entry Box
- Using the Contribution Date Entry Box
- Using the Optional Description Entry Box
- Using the Add New Contribution to Queue Button
- Using the Reset Defaults Button
- Using the Contribution Queue to Update Contributions
- Using the Update Queued Items Button
- Using the Finish and Add Contributions Button
- Using the Filter by Contributions Button
- Using the Sort by Envelope Number Button
- Using the Back to Donors Button
"CAA Product Help" from CAA Ministries at Support@CAAsoftware.com or 404-551-4230