Zeffy Donations
Donors can send their donations to First Congregational Church by browsing to the FCC's Zeffy Donation webpage. The design of this page is done on the Zeffy's "My forms" webpage. Any number of forms may be designed - one exists specifically for Youth Fund Donations. Transactions are downloaded from the church Zeffy account. The steps outlined below will create Sales Receipts in QuickBooks which are deposited directly into the "10753 Zeffy" QuickBooks account.
Recording Zeffy Donations into QuickBooks
1. Download Donations from Zeffy's Website
Navigate to Transactions>Chart of Accounts in QuickBooks and view the register for account "10753 Zeffy". Take note of the date associated with the most recent Zeffy receipt.
Navigate to the Payments webpage of Zeffy.
Filter for payments with status "Succeeded" and a date range one day following the date noted in step 1. This will retrieve transactions that have not previously been posted to QuickBooks.
Click on "Export".
Specify Type of export as "Payments" and to export all columns.
Click on "Export" to initiate the download.
2. Import Donations into QuickBooks
Open the Zeffy to QuickBooks Google sheet.
Click on the "Upload Zeffy Data" button and select the Excel file you downloaded from Zeffy.
3. Match Donors Zeffy Names to QuickBooks Donors
The spreadsheet keeps a record of names matched over time such repeat donors will already have Zeffy names matched to QuickBooks. A status message appears on the top row which will indicate why a certain cell is highlighted.
For highlighted cells under "Matched QB Name" use the dropdown list to choose from established donors. Donors not in the list will be italicized and blue indicating they are new donors.
4. Categorize Each Donation Received
A blank category defaults to "Tithe" which will apply to most Zeffy donations. If a donor provides a note with the transfer of funds, it will appear in the column "Detailed Description".
If the donor note indicates the funds are for something other than tithe, choose the appropriate category from the dropdown list.
If uncertain which category to choose, select "Unknown" and provide a clarifying detailed description.
5. Edit Detailed Descriptions
The detailed description for each donation is appended to the memo/description field as it is recorded. Sometimes a donor's note may be superfluous or even long winded which would clutter up reports such as the donation statements they will be receiving. A detailed description such as "Monthly Pledge" would be superfluous since tithes will already indicate pledged or unpledged based on whether the donor made an giving pledge.
Alter the detailed descriptions to suit making sure relevant donation specifics are not lost. Prefix a detailed description with a "?" if you are uncertain of your interpretation.
6. Export the Donation Details
Pulldown the "Script Menu" and select "Finish Up".
Reply with "Y" to the confirmation message.
Wait for the completion confirmation message before proceeding.
7. Download the CSV File
Hover over the text "Google Drive Folder" and click on the link that pops up.
On the Google Drive tab that appears, download the exported CSV file to your PC.
8. Import the CSV File into QuickBooks
On the Google Sheet tab, hover over the text "QuickBooks Import Receipts" and click on the link that pops up.
If prompted, login to QuickBooks and you will be redirected to the Import a Sales Receipts Batch page.
Click on "Import CSV" (DO NOT OPT TO USE THE "New Layout").
Check the box to "Add all new customers to QuickBooks".
Browse for and select the CSV file from your PC downloads folder.
Click on "Next".
Scroll down the data mapping information and click on "Next".
If the table of sales receipts data reflects errors, resolve them before continuing.
Click on "Save and send". You will receive notification when the data has been imported and email messages have been sent to the donors.
9. Archive the Zeffy Transactions
In the browser Google Drive tab, drag the PDF and CSV files to the Zeffy Donations Archive folder.