Contribution Funds

To understand how contributions are recorded, you need to understand contribution batches.

Contribution Batches

A contribution batch is a collection of contributions that are grouped together. A batch would typically represent a series of contributions given at the same time on a given date. For example, contributions collected on a particular Sunday morning. Each batch would have a name to uniquely identify it. The system will suggest a name for you but you are free to change it.Each contribution received would have to be associated with a batch. A batch would have to be manually closed (Posted in ChurchOffice Terms) to prevent any addition. SMS acknowledgements are only sent when a batch is posted.

Add Batch

To add a batch:

  1. Navigate to “Drop container > Finance”
  2. On the “Funds” page, click on the contribution fund you want to add the new batch.
  3. On the list of batches page, Click on “Add Batch” button.
  4. Fill in the details as required.
    • Name: The unique name used to identify this batch
  5. Click on “Ok” to save the batch.

View Batch

To view details for a given batch:

  1. Navigate to “Drop container > Finance”
  2. On the “Funds” page, click on the contribution fund the batch is part of.
  3. Click the batch name corresponding to the batch you would like to view the details.
  4. You will be shown a list of all contributions within that batch as well as summary information.

Post Batch (Close Batch)

To close a batch:

  1. Follow the procedure in View Batch
  2. On the list of all contributions page, click on “Post Batch” button
  3. Select the date the posting is being done.
  4. Click “OK” to post the batch

Change Batch

Once a batch is closed, you cannot make changes to it. There are occasions one would like to make changes to it due to wrong entry of contribution details.

  1. Follow the procedure in View Batch
  2. On the list of contributions page, click on “Unpost Batch” button to make changes to a batch. The batch is now ready for changes to be made.

Add Contributtions to a batch

To add a new contribution:

  1. Navigate to “Drop container > Finance”
  2. On the “Funds” page, click on the fund the batch is part of.
  3. Click the batch name corresponding to the batch you would like to view the details.
  4. On the list of contributions page, click on “Add Contribution” button
  5. Fill the form as required
    • Start typing the person’s name or member’ id (envelope number)
    • Select the Month the tithe is being paid
    • Select the Year the tithe is being paid
    • Enter the Amount being paid
    • Select the Date the tithe was paid
    • Select the payment type. Some payment types would reveal more fields for you to enter associated details
  6. Click “Ok” button to add the contribution