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Entering Contributions

The Giving Screen allows you to enter contributions for a variety of categories as well as track pledge campaigns and giving.

Giving Dates

To enter or edit contributions, click on an existing date in the white box click "New Date" option. A calendar will open up. Select the new giving date and click on "Create Records for Selected Date." giving dates

TIP: You enter the wrong date, you can change it to the correct date by double-clicking the item in the list.

Entering Contributions

Once the date has been created or selected, you can enter or edit contributions on the right side of the screen. To enter a new Contributor, you can type the person's envelope number (if your church uses envelope numbers), or the first few letters of the name into the "Contributor Name" field. Then highlight and select the name you want to add. In order for names to show up in this field, they must already be entered on the People Screen. To add names not already in the ChurchTrac Online database, type their name into this field and press Enter. It will prompt you to add them to the database.

Note: In ChurchTrac Online, each contribution must be assigned to an individual. Contribution Statements do give you the option to print either by individual or family. When you have a contribution from a nameless donor, it still needs to be assigned to an individual when entering the amount of the donation on the contribution screen. To record anonymous contributions like this, you must first create a fictitious "person" on the People screen. This person can be named "Unknown Person" or "Offering Plate" or whatever you wish. Just be sure to give this person both a first and last name (like "Unknown" and "Person").

entering contributions
Enter the amount, and then choose a category (or fund) for the contribution for tracking purposes. Verify if the contribution is tax deductible or not (the default setting for the tax deductible status is designated when the category is created). Contributions that are marked as deductible will appear on the individual's contribution statement for tax purposes. You also have the option of entering a note in the memo field. The text that you type into the memo field will also appear on the individual's contribution statement. We recommend adding the check number in the memo section as the check number field will not show up on the contribution statement.

If an individual has given a contribution that is intended to be split among two (or more) categories, you will simply click on the white '+' sign to add multiple categories. For example, if John writes a $250.00 check and intends that $200.00 be used as a budget offering and $50.00 for the building fund, you'll have to enter this contribution separately. Enter the first amount and select the appropriate category. Then click the white '+' and enter the second amount and the appropriate category. There is no limit to the number of contribution entries a single individual can have for a certain date. Once you have completed the entries for a given name, click on "Add this Contribution." To edit a contribution, click on the blue pencil icon. To delete a contribution, click on the trashcan next to the entry.

Entering Non-Cash Contributions

In the U.S., the IRS rules state that the donor determines the value of a non-cash contribution. For this reason, we recommend that you enter non-cash donations on the Giving screen with an amount of Zero, then add a short memo to describe the item that was donated. Alternatively, you may wish to give the donor a letter on church letterhead acknowledging the gift.

Giving Summary

A running total of the amount given for a particular date will appear at the bottom of the screen. giving summary