Using Givelify for Online Contributions

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Blessed
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Joined: Fri Oct 02, 2009 6:23 pm

Using Givelify for Online Contributions

Post by Blessed »

Hello Neil,
My questions is in reference to this post. Out of necessity, COVID-19, we are getting a crash course in on-line giving. We chose Givelify. I am using PChurch 11.5. You said when posting to funds accounting, debit (show) the Vendor Fees and reduce the deposited amount under the right side/credit column. My question is, if I'm entering the contributions manually, would I be able to just reduce the Tithes and Offering or BF, Scholarship... by that amount? Would it impact my balances anywhere else or does it matter at that point since the actual amount to those funds flowed from the contribution module? Thanks!

NeilZ
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Re: Using Givelify for Online Contributions

Post by NeilZ »

Blessed wrote:Hello Neil,
My questions is in reference to this post. Out of necessity, COVID-19, we are getting a crash course in on-line giving. We chose Givelify. I am using PChurch 11.5. You said when posting to funds accounting, debit (show) the Vendor Fees and reduce the deposited amount under the right side/credit column. My question is, if I'm entering the contributions manually, would I be able to just reduce the Tithes and Offering or BF, Scholarship... by that amount? Would it impact my balances anywhere else or does it matter at that point since the actual amount to those funds flowed from the contribution module? Thanks!
How are you entering the data? Are you reducing the amount shown on the donor's contributions by the amount charged? For example, the donor gives $20, fee is $.88, do you show $19.12 on their Statement, or you showing the entire $20 and then absorbing the cost?

Frankly, editing the transaction coming from contributions without showing why there is a reduction in income will cause audit questions. If Contributions shows that $1200 came in one week, but you're showing an income of only $1150, any auditor worth the title would ask where the other $50 went.
Neil Zampella

Using PC+ since 1999.

Blessed
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Joined: Fri Oct 02, 2009 6:23 pm

Re: Using Givelify for Online Contributions

Post by Blessed »

I'm sure that would cause questions. Well, I haven't entered anything yet. We are looking to roll this App out this weekend and I wanted to find out what the best practice would be and the simplest way to accomplish it (I'm keeping the books, certainly not a book keeper) I saw the above post and I was trying understand the concept and entry process. We want to give the donor the full credit and have the church absorb the fees. Is this another possibility: How would it work if I Entered Givelify as a Vendor and used manual check entry and Draft as the check number to account for the fees?

Zorak
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Re: Using Givelify for Online Contributions

Post by Zorak »

You may want to consider entering the Contributions for the full amounts, but when you Post Contributions, choose the Contributions Module Only option. You can then enter accurate transactions in Fund Accounting > Enter Transactions.

The problems with posting online giving directly over into Fund Accounting are two-fold:

- The dates aren't going to line up. The date the person gives online vs when that money is deposited into your bank account. Also, I'm not sure about Givelify, but other payment processors will make all deposits once a day, so you may have contributions of different types from different dates all being deposited together. Different credit card companies vs. ACH all potentially take a different number of days to process before they hit your bank.

- The amounts aren't going to line up. After the fees are expensed out of the donated amount, as you previously mentioned, the amount you receive is less, but the expense needs to be accounted for as well.

These things are all accounted for when importing from Vanco, but we aren't able to get all of the additional information when importing from a file or manually entering things in the Enter Contributions screen.

Blessed
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Joined: Fri Oct 02, 2009 6:23 pm

Re: Using Givelify for Online Contributions

Post by Blessed »

Thank you. You're right the dates and amounts wouldn't line up. I will enter the online contributions, but not update in fund accounting. Then, enter the transaction from online giving, using the date and amount that they actually deposited into the church account. How do I show the online fees with that entry? What would it look like? For example Total Contributions received $1000; Fees $29; Bank deposit $971

Zorak
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Re: Using Givelify for Online Contributions

Post by Zorak »

The transaction would look something like the following:

01-1110-000 Checking (Debit) $971.00
01-5110-000 Expense (Debit) $29.00
01-4110-000 Income (Credit) $1000.00

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