FCC Admin Tasks - Weekly Offerings

Weekly Offerings

Donations received at Sunday services and those received in the mail over the previous week are tallied up and recorded in the Offering Counter Input Google sheet. The Start Here tab (see Figure 1) data required on the are:

- Receipt Source (Donor's Name)
- Check number (a blank check number will be treated as cash)
- Donation Amount
- Donation Category (a blank category will be treated as "Tithe")
- Detailed Description (required for some categories)

Step by Step Instructions for Recording Donations

🔍 Who Should Perform This?

This task involves handling cash donations. In order to maintain integrity and conflicts of interest, two volunteers should be involved.

1. Gather Donations and Create Calculator Tapes

Retrieve the mail from the mail box on the kitchen porch using the mail box key (#20) from the key lockbox in the supply closet.
Separate the payments envelopes from the regular mail.
Retrieve all donations and other received funds from the sanctuary and the locked box in the supply closet.
Separate the donations by category - as in tithes, designated donations, rent, loose offering cash, etc.
On a printing calculator, create a "Cash tape" and "Checks tape" record for each category.

2. Scan the Checks and Donation Envelopes

Fit as many documents (checks and cash envelopes) on the glass of the copier and cover them with an 11"x17" piece of blank paper.
On the copier display, select "Email" and pick "Office" from the list.
Press "Start" to scan the first batch.
Load the next batch of documents and press "Start" - repeating until all documents have been scanned.
Press "Read End" to send the scanned documents to the office email address.

3. Reset the Spreadsheet

Open the Start Here tab of the Counter Spreadsheet.
Pull down the "Dropdown Script Menu", select "Reset Spreadsheet Data" and respond to the confirmation.

4. Enter the Donations

Note: As you enter information, the message text on row 3 will indicate errors detected or next steps.

Enter each donation identifying Receipt Source (Donor), Check#, Amount, Donation Category and as needed, Detailed Description. Additional information about how to enter donations is found in useful entry hints.

5. Reconcile Donation Data to the Calculator Tapes

Proceed to the Finish Here tab (see Figure 3).
Fill in Table 2 with the "Cash Tape" and "Checks Tape" sums you recorded in Step 1, above.
Sums that do not match what you entered in Table 1 are highlighted. Compare and correct your entries to match the tape sums.

6. Crosscheck Cash Denominations

Fill in Table 3 with the quantity of each cash denomination as a crosscheck against the sum of the individual cash donations.

7. Enter the Date, Identify the Persons Counting and Affirm Scans Done

Enter Sunday's date.
Enter the names of persons who participated in counting donations.
Check the checkbox to affirm that the checks and envelopes were scanned and emailed.

8. Print the Entire Workbook and Initial the Result

🔍Before printing, verify that the "Good News!" message is displayed.

From the top menu, choose: File > Print.
For the print options:
- print the "Entire Workbook"
- choose "Portrait" orientation
- choose "Fit to Width" as the scale

Verification and QuickBooks Import

To be performed by another designated volunteer

1. Verify Donations Input

Retrieve the printed workbook and donations from the locked dropbox.
Create your own calculator tapes for cash and checks for each category.
Compare your calculated sums to the printed sheets.
Verify the names on the checks against the printed sheets.

2. Correct Anomalies

If anomalies were found in step 1:
- Open the Counter Spreadsheet.
- Correct the donation data.
- Reprint the workbook.

3. Create and Deliver the Deposit Package

From the filing cabinet in the church office retrieve the petty cash bag that contains deposit slips and the church's endorsement stamp.
Fill out the deposit slip according to bank deposit text on the printed workbook.
Stamp the back of each check being deposited.
Take the deposit package to the bank.
Staple the bank receipt to the printed workbook.
Return the cash bag to the office filing cabinet and file the paperwork.

4. Import the Donations as QuickBooks Sales Receipts

Pull down the "Script Menu", select "Finish Up" and respond to the confirmation. This will export the report and a batch of receipts to Google drive.
Use the link on the Google Sheet to go to the Weekly Offerings Application folder and download the comma separated (CSV) sales receipts batch file.
Use the link on the Google Sheet to go to the Import Sales Receipts page in QuickBooks, then click "Import CSV".
Check the checkbox to add any unknown donors as new donors.
Browse/select the CSV file from your downloads folder, then click "Next".
Scroll down through "Import Sales Receipts" mapping and click "Next".
If errors are flagged on the the table of the transactions being imported, discontinue and consult with IT personnel.
In the bottom right corner, click "Save and send".

5. Record the Deposit into QuickBooks

Navigate to Create a Deposit in QuickBooks.
If petty cash was withheld:
- Specify "Petty Cash" as the account and select the receipt associated with the donor "Pettycash Anonymous".
- Confirm the total deposit at the top of the screen, then press "Save and New".
Select the Simmons Operations Account
Click the checkbox to select the remaining sales receipts.
If the total deposit amount does not match the actual deposit made at the bank, review the receipts on the screen and select/unselect receipts as needed until the amount matches, then click "Save and Close".

Administrative Support Requirements

Periodically performed by the Church Administrator

1. Export QuickBooks Products

Navigate to QuickBooks Custom Reports.
Open the report titled “aGS All Products".
Export the report to Google Sheets.
Close the tab after the data loads.

2. Export QuickBooks Donors

Open the report titled “aGS All Donors".
Export the report to Google Sheets.
Close the tab after the data loads.

3. Run the Google Sheet Harvesting Script

Open the QBExports for Counters Google Sheet.
From the top menu, choose: FCC Script > Harvest GSheets from Root Folder.
Wait for the completion confirmation message before proceeding.

4. Review and Update the Donation Categories

QuickBooks Products are often cryptic and confusing. The Tables tab which is normally hidden on the Counter Input Google Sheet provides a means to map more descriptive "Donation Categories" to QuickBooks products (see Figure 2).

Go to the Tables tab of the Counters Google Sheet.
As needed, map new QuickBooks Products to Donation Categories to include in the dropdown list selection.
Hide the Tables tab.

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