Record a cash or check donation

Cash and other physical gifts are recorded in Finance, so they sit alongside digital gifts in your history.

TL;DR

For a single gift, use Record Donation. For a service’s gifts, use Quick Entry: add each gift to the batch and, when reconciliation is done, select Close Batch.

Who can do this

By default, Pastor, Associate Pastor, Finance Leader, Accountant, and Campus Administrator (within their campus) can record donations and manage batches. A donation can be deleted only while its batch is Open. Donors cannot be deleted.

Steps — Record Donation

1. Open Finance (/admin-church/finance).
2. Choose Record Donation. Record Manual Donation opens.
3. In Search Donor, type at least two letters of the name or email and pick the donor or member. If you cannot find them, you can type just the Donor Name (optional).
4. Enter the Amount and Fund. To split across funds, turn on Split across funds and add the lines; totals must match.
5. Check the Donation Date and choose the Payment Method: Cash, Check, or Bank Transfer. Add Notes if needed.
6. Select Record.

Steps — Quick Entry (batches)

1. In Finance, choose Quick Entry. The most recent Open batch opens; if there is none, a draft batch with today’s date is created (Draft batch created). You can also create the batch yourself on the Batches tab with New Batch (Batch Name, Service Date, Deposit Date, Expected Total (physical count), and Notes).
2. On the Quick Entry card, type the Env # to look up the donor by envelope number, or choose the Donor.
3. Enter Amount ($), Fund (you can use keys 1 to 9), Method (Cash or Check) and, if needed, Notes. Select Add. To split across funds, turn on Split across funds.
4. Repeat for each gift. Review Recorded Total, Expected Total, and Difference.
5. When reconciliation is done, select Close Batch and confirm.

Important: closing a batch is final. Afterwards its donations cannot be modified or deleted; on a closed batch only the name and dates can be edited. While the batch is Open, you can delete a donation with the trash icon. A batch can be deleted only if it is Open and has no donations.

Batch statuses are Open, Committed, and Deposited.