User Support Forum

We are a new church and havent set up the envelope numbering system. Is there a way to enter contributions without being driven by the envelope number? Cant I disable that feature? Thanks in advance for all advice.

sthomas513 wrote:We are a new church and havent set up the envelope numbering system. Is there a way to enter contributions without being driven by the envelope number? Cant I disable that feature? Thanks in advance for all advice.

There is no way to disable the envelope numbering system. I believe it is a primary index and is used to tie in the contributions to the personal profile. I can see your problem, however the only way around it is to use the 'magnifying glass' button on the Enter Contribution dialog to look up the contributor.

The other alternative is to get a check reader to read the checking account number from the checks. This number is another link to the contributions account, and will pull up the data for the contributor without having to search for it using full manual entry.

However, with cash contributions given in a pew envelope, you're going to have to look up the name if they list it.

Hope this helps.

We don't use an envelope system at our church either but for the last 3 years we have used the powerchurch system. Here is what we do:

1. We assisgned the numbers to our contributors starting with 101. So for example Joe Smith 101, Jeff Thompson 102, Jerry Stanley 103.

2. We created a report by exporting the Envelopes Number Report into excel. We add extra columns to indicate Check number and Check amount, as well as extra columns reflecting the funds. My column headers are Envelope number, Name, Check Number, Check Amt., Address, M, S, B. The M is for Missions; the S is for seminary, and the B is for Building.

3. On Sunday morning the Deacons who count the collection take a copy of this report and enter the contributions to this report. For example: Jeff Thompson gives $200 on check 1812. The row for Jeff Thompson would be marked for the amount and check number. Because no fund designation is made, they do not mark any of the other fund categories. Joe Smith gives $30 on check 207 for the Missions fund. On ethe row with Joe Smith we mark the $30 in the amount column, 207 in the check number column and a check in the missions column.

4. The Financial Assistant takes the completed form and opens the screen "ENTER CONTRIBUTIONS". She then sees on the form that Joe Smith had a contribution. The form lists his envelope number as 101. She enters 101, confirms that it pulls of Jeff Smith, the enters the Check number, the fund number and the amount.

Using the form gives us backup documentation to the contribution fund. After all the contributions have been entered we then confirm that the system total for the contributions match the deposit. We then add up all the envelope numbers listed on the report Unposted Contributions to get a total. We add up all the envelope numbers on the completed Contribution worksheet. The two totals should match telling us that all contributions should be posted correctly.

I would be happy to share this information in more detail if anyone would like to know how we use powerchurch envelope numbers.

In case you decide to start using numbered envelopes in the future, you should assign envelope numbers to people starting at something like 900 so that when you get real numbers you can use the 'reassign number' function and the new numbers won't already be in use.