Revision history for BatchProcessing


Revision [56393]

Last edited on 2019-10-16 15:05:36 by MelissaLauer [Updated name of the report to choose for queries]
Additions:
- Go to ‘Reports Center’ and click on the “Listings” folder. Select Report: Giving History with Complete Donor Profile
Deletions:
- Go to ‘Reports Center’ and click on the “Listings” folder. Select Report: Info Sheet

Revision [19469]

Edited on 2017-04-18 09:45:28 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
==**Make sure to do everything in order**==
Deletions:
==Make sure to do everything in order==

Revision [19468]

Edited on 2017-04-18 09:45:05 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
==**Overview**==
==**What is a batch?**==
==**Step 1: Figure out which date you are thanking through.**==
==**Step 2: Run Queries to check preemptively for data entry errors**==
==**Step 3: Sort the checks by check number in order from lowest to highest.**==
==**Step 4: Print the Batch Report**==
==**Step 5: Compare the batch report with the checks you have.**==
==**Step 6: Find the total dollar amount of the checks you are about to deposit.**==
==**Step 7: Create check images**==
==**Step 8: Go to Wells Fargo, or use check scanner to deposit the checks.**==
==**Step 9: Find out how many letters you will generate in the thank you mailing**==
==**Step 10: Close the batch.**==
==**For Reference: Wells Fargo Desktop Deposits**==
Deletions:
==Overview==
==What is a batch?==
==Step 1: Figure out which date you are thanking through.==
==Step 2: Run Queries to check preemptively for data entry errors==
==Step 3: Sort the checks by check number in order from lowest to highest.==
==Step 4: Print the Batch Report==
==Step 5: Compare the batch report with the checks you have.==
==Step 6: Find the total dollar amount of the checks you are about to deposit.==
==Step 7: Create check images==
==Step 8: Go to Wells Fargo, or use check scanner to deposit the checks.==
==Step 9: Find out how many letters you will generate in the thank you mailing==
==Step 10: Close the batch.==
==For Reference: Wells Fargo Desktop Deposits==

Revision [19463]

Edited on 2017-04-17 18:01:32 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
- Make sure to keep this info until you fill out the mailing form - you will need to fill in the # of letters on the form!

Revision [19455]

Edited on 2017-04-17 17:36:01 by cassandra@votesmart.org [Updated name of the report to choose for queries]

No Differences

Revision [19454]

Edited on 2017-04-17 17:35:40 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
===**Depositing Incoming Money**===
**Thank you mailings and Check Deposits:**
Deletions:
===**Thank you Mailings and Check Deposits:**===

Revision [19453]

Edited on 2017-04-17 17:34:50 by cassandra@votesmart.org [Updated name of the report to choose for queries]

No Differences

Revision [19452]

Edited on 2017-04-17 17:34:40 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
*Note: The more checks you deposit at one time, the more room for error. You ideally want to break up large deposits (more than 200 checks) into 2 separate deposits. Ex. Batch 100XX A and B.
Deletions:
*Note: The more checks you deposit at one time, the more room for error. You ideally want to break up depositing large amounts of checks (more than 200) into 2 separate deposits. Batch 100XX A and B.

Revision [19451]

Edited on 2017-04-17 17:33:47 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks (more than 200 checks). However, if you are not planning on doing a thank you mailing, **do not** close the batch, thereby ignoring steps 9 and 10. Leave it open until you are ready to do thank yous. In this case you will have a Batch 100XX A and B.
*Note: The more checks you deposit at one time, the more room for error. You ideally want to break up depositing large amounts of checks (more than 200) into 2 separate deposits. Batch 100XX A and B.
Deletions:
Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks. However, if you are not planning on doing a thank you mailing, **do not** close the batch, thereby ignoring steps 9 and 10. Leave it open until you are ready to do thank yous. In this case you will have a Batch 100XX A and B.

Revision [19449]

Edited on 2017-04-17 17:30:29 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
==For Reference: Wells Fargo Desktop Deposits==
Deletions:
==Electronic Deposits ("Desktop Deposits" or "Wells Fargo Batches")==

Revision [19448]

Edited on 2017-04-17 17:29:28 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
**You have now completed the financial side of the thank you mailing.** You may move onto generating letters in the [[http://wiki.votesmart.org/AppendixBThankYouMailing How to do a Thank you Mailing]] wiki.
Deletions:
**You have now completed the financial side of the thank you mailing.**
==I. Determine If You Are Ready To Batch==
As you are entering gifts received in Donor Perfect, check the number of recorded entries under "Receipts, Review Batch/Preview." The screen will show you how many entries are in the current batch. The ideal quantity of a batch is 100-150: it is large enough that we are depositing a decent amount of money but small enough that it is not difficult to double-check. The larger the batch, the harder and more time-consuming it is to check and prepare. It is best not to go over 200 in a batch. Ultimately, we need to make sure we meet the deadlines for getting "thank yous" out and creating a smaller batch may be necessary to do so.
IF THERE ARE NOT 125-150 WHEN YOU GO INTO THE BATCH PROCESS SCREEN, exit without updating the batch.
Possible Exceptions to the Rule: We may want to update the batch early (someone is going to the bank today, we get a very large check that we want to deposit right away) or later (if we really need to get money in by a specific deadline stated by the National Director and we don't have time to run and check two separate batches).

Revision [19447]

Edited on 2017-04-17 17:27:21 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
Checks over $1000 should deposited immediately upon receipt, as single deposits. All incoming money is deposited into our Wells Fargo operating account. From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
Occasionally we will receive other sources of income not entered in DonorPerfect: for example, reimbursements. This income should be noted to the accountants when you send the accounting packet for that month, and the check image should be sent to them and saved in the single deposit folder.
Deletions:
Checks over $1000 should deposited immediately upon receipt, as single deposits. All incoming money, including gifts received, is deposited into our operating account with Wells Fargo. From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
Occasionally we will receive other sources of income not entered in DonorPerfect: for example, reimbursements. This income should be noted to the accountants in the monthly accounting packet, and the check image should be sent to them and saved in the single deposit folder.

Revision [19446]

Edited on 2017-04-17 17:25:13 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
Occasionally we will receive other sources of income not entered in DonorPerfect: for example, reimbursements. This income should be noted to the accountants in the monthly accounting packet, and the check image should be sent to them and saved in the single deposit folder.
A "batch" is a grouping of individual gifts. By grouping gifts together we are able to run bulk processes (like deposits and thank you letters) in a more efficient manner. B
A DonorPerfect batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo deposit is only check donations and cash (if there are any). Generally, Wells Fargo deposits will include all the checks from the DonorPerfect batch. Two exceptions: Large checks that were deposited immediately, and AZ checks. AZ Checks should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #AZ1234).
This will produce a list of every entry made in this batch. This includes checks, cash, credit cards, and the occasional stock donation. Note: In DonorPerfect, the current batch is considered to be Batch 0, until the batch is closed. See Step 10. Once the batch is closed, the Batch # will become active in DonorPerfect.
Deletions:
A "batch" is a grouping of individual gifts. By grouping gifts together we are able to run bulk processes (like deposits and thank you letters) in a more efficient manner. Batches usually don't have overlapping dates, though they can, and there's not anything too wrong with that. Batches exist in two different forms: DonorPerfect batches and Wells Fargo Desktop Deposit batches.
A DP batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo batch is only check donations and cash (if deposited). Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind. Large checks that are deposited immediately will be in their own WF batch. These batches should have a name that makes it clear which DP batch they are in, like "Batch 1537 Large Checks". Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a Wells Fargo batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
This will produce a list of every entry made in this batch. This includes checks, cash, credit cards, and the occasional stock donation. Note: In DonorPerfect, the current batch is considered to be Batch 0, until the batch is closed. See Step 10.
===Depositing Cash and Checks===
Occasionally we will receive other sources of income not represented in Donor Perfect: for example, reimbursements to Project Vote Smart. This income should be deposited separately and noted on the Deposit spreadsheets.
There are limits for desktop deposits: $20,000 per deposit, $10,000 per item, and $30,000 for the daily aggregate. In other words, you can have up to $20,000 in checks per deposit, you can deposit up to $30,000 in checks per day, and you can deposit checks up to $10,000. These limits are pretty soft -- if you exceed the deposit limit or the daily aggregate limit, Alyssa from Wells Fargo in Bozeman will give us a call to confirm the deposit details. The item limits are firmer; for example, you cannot deposit a $125,000 check.

Revision [19445]

Edited on 2017-04-17 17:17:33 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks. However, if you are not planning on doing a thank you mailing, **do not** close the batch, thereby ignoring steps 9 and 10. Leave it open until you are ready to do thank yous. In this case you will have a Batch 100XX A and B.
Deletions:
Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks. However, if you are not planning on doing a thank you mailing, **do not** close the batch. Leave it open until you are ready to do thank yous. In this case you will have a Batch 100XX A and B.

Revision [19444]

Edited on 2017-04-17 17:16:19 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
**Every time we do a thank you mailing, we complete a check deposit and go through the step 1-10 process detailed below**.
Deletions:
**Every time we do a thank you mailing, we complete a check deposit and go through this full process**.

Revision [19443]

Edited on 2017-04-17 17:15:45 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
Thank you mailings should be completed every 2 weeks. If you get to the 3 week mark, panic. If you get to the 4 week mark, the entire office should shut down and help get thank yous out. You can track the status of your thank yous in the [[http://wiki.votesmart.org/Tasks DevComm Tasks sheet]]. For info on how to generate thank you letters, visit [[http://wiki.votesmart.org/AppendixBThankYouMailing How to do a Thank you Mailing]]
Checks over $1000 should deposited immediately upon receipt, as single deposits. All incoming money, including gifts received, is deposited into our operating account with Wells Fargo. From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
Deletions:
Thank you mailings should be completed every 2 weeks. If you get to the 3 week mark, panic. If you get to the 4 week mark, the entire office should shut down and help get thank yous out. You can track the status of your thank yous in the [[http://wiki.votesmart.org/Tasks DevComm Tasks sheet]].
Checks over $1000 should deposited immediately upon receipt, as single deposits. All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.

Revision [19442]

Edited on 2017-04-17 17:13:26 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks. However, if you are not planning on doing a thank you mailing, **do not** close the batch. Leave it open until you are ready to do thank yous. In this case you will have a Batch 100XX A and B.
Checks over $1000 should deposited immediately upon receipt, as single deposits. All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
Deletions:
Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks. However, if you are not planning on doing a thank you mailing, **do not** close the batch. Leave it open until you are ready to do thank yous. In this case you will have a Batch 100XX A and B. Large amounts of money (over $1000) are to be deposited immediately, as single deposits.
Checks over $1000 should deposited immediately upon receipt. All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.

Revision [19441]

Edited on 2017-04-17 17:11:57 by cassandra@votesmart.org [Updated name of the report to choose for queries]

No Differences

Revision [19440]

Edited on 2017-04-17 17:11:38 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
==Overview==
**Every time we do a thank you mailing, we complete a check deposit and go through this full process**.
Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks. However, if you are not planning on doing a thank you mailing, **do not** close the batch. Leave it open until you are ready to do thank yous. In this case you will have a Batch 100XX A and B. Large amounts of money (over $1000) are to be deposited immediately, as single deposits.
Checks over $1000 should deposited immediately upon receipt. All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
Every time a deposit of any kind is made, there must be a check image of the check(s) and a deposit confirmation.
==What is a batch?==
A DP batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo batch is only check donations and cash (if deposited). Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind. Large checks that are deposited immediately will be in their own WF batch. These batches should have a name that makes it clear which DP batch they are in, like "Batch 1537 Large Checks". Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a Wells Fargo batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
==Make sure to do everything in order==
The following How To describes the entire process of a batch from beginning to end.
Desktop Deposits can be processed using the check scanner and Wells Fargo CEO software.
**Depositing Checks in Wells Fargo CEO**
Deletions:
==Overview:==
Every time we do a thank you mailing, we complete a check deposit. Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks, or large amounts of money (over $1000) to be deposited. Checks over $1000 should deposited immediately upon receipt. All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
==**Make sure to do everything in order**==
The following How To describes the entire process from beginning to end.
A DP batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo batch is only the check donations we choose to process electronically. Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind. Large checks that are deposited immediately will be in their own WF batch. These batches should have a name that makes it clear which DP batch they are in, like "Batch 1537 Large Checks". Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a Wells Fargo batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
When possible, checks should be deposited electronically, as this saves a trip and posts to our account fairly quickly.
==Physical Deposits (Cash, and Checks that Exceed the Desktop Deposit Limit)==

Any cash is put into the brown bank pouch in the safe along with checks that must be physically deposited. The original checks should be marked on the back with "For Deposit Only". The bank teller will instruct you in how to mark the back of the check.
To prepare a deposit, checks must be photocopied. The Development department should prepare a deposit slip and keep a photocopy of the deposit slip.
Desktop Deposits are processed using the check scanner and Wells Fargo CEO software.
These deposits will process in our checking account day-of if made before 8PM local time on a regular business day (non-bank holiday).
See more information [[https://www08.wellsfargomedia.com/downloads/pdf/biz/online_banking/deposit/user_guide.pdf here]].
A Wells Fargo batch is a subset of the Donor Perfect batch, and includes only the check donations we choose to process electronically. Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind: Large checks that are deposited immediately will be in their own WF batch. Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a Wells Fargo batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #AZ1234).
==Depositing Checks in Wells Fargo CEO==

Revision [19437]

Edited on 2017-04-17 16:58:14 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
==Overview:==
Every time we do a thank you mailing, we complete a check deposit. Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks, or large amounts of money (over $1000) to be deposited. Checks over $1000 should deposited immediately upon receipt. All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
==**Make sure to do everything in order**==
This is important. __If you do not do things in order, you will not be happy with yourself. __
This will produce a list of every entry made in this batch. This includes checks, cash, credit cards, and the occasional stock donation. Note: In DonorPerfect, the current batch is considered to be Batch 0, until the batch is closed. See Step 10.
- DO NOT deposit your checks until the discrepancy is resolved.
Deletions:
Every time we do a thank you mailing, we complete a check deposit. Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks, or large amounts of money (over $1000) to be deposited. Checks over $1000 should deposited immediately upon receipt.
**Make sure to do everything in order**. This is important.
__If you do not do things in order, you will not be happy with yourself. __
This will produce a list of every entry made in this batch. This includes checks, cash, credit cards, and the occasional stock donation.
==III. Check Batch Against Physical Checks==
Note: In DonorPerfect, the current batch is considered to be Batch 0. So we just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. To fix that, you need to go to the contribution in question and change its batch number to the appropriate value.
All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.

Revision [19435]

Edited on 2017-04-17 16:53:21 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
===**Thank you Mailings and Check Deposits:**===
Problem Solving:
- Ensure the deposit receipt matches with your control total.
- This is very important- one time we made a deposit of a $100,000 check in the Wells Fargo Anaconda Branch and they deposited it as a $10,000 check, which would have been a $90,000 loss had it not been caught.
Deletions:
===Batches/ Deposits===
**Thank you Mailings and Check Deposits:**
**Problem Solving:**
- The amount of money deposited should match up with your control total.
Once [[BatchProcessing Batch Processing and checks]] are complete, the next step would be to deposit anything that has yet to be deposited. All non-cash/non-check gifts should have already been processed by this point (i.e. credit card donations and ACH Donations, gifts of stock and security, etc.). Sometimes, Richard or Adelaide may deposit a check item in Tucson- in this case you would record the gift in Donor Perfect and record/file the deposit.
Physical deposits should be coordinated for when someone goes into a town with a Wells Fargo bank (Missoula/Anaconda/Butte) and should be done at least once a month. All scheduled trips are represented on [[https://docs.google.com/spreadsheets/d/14KhekyjO1Y4ZJ5WvvZ1EKu4inJY61-S_YdyzbWVkNQY/edit#gid=382213431 Ranch Information - Upcoming Runs]] and coordinated by the Lodge Manager and Office Manager. Special coordination should made to deposit any large amounts immediately. The person making the physical deposit should be instructed to ask the teller to stamp the bank endorsement on the backs of the checks, and to get receipts for any deposits made. The Development Department should immediately follow up with this individual upon their return, retrieve the receipts, and ensure the deposit receipt matches the deposit slip. This is very important- one time we made a deposit of a $100,000 check in the Wells Fargo Anaconda Branch and they deposited it as a $10,000 check, which would have been a $90,000 loss had it not been caught.
The deposit confirmation should be filed along with the photocopied checks and recorded in the Deposit excel sheet for the accountant found in the membership drive in the folder Accounting.

Revision [19432]

Edited on 2017-04-17 16:48:43 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
By comparing the batch report with the checks, you are, in effect, checking the accuracy of Data Entry in Donor Perfect.
This is an __important__ step that needs to be done with attention to detail.
- What you want to do is take the stack of checks, and have one person read off each check number, amount, and name, and have a second person look at the batch report to make sure that those fields are correctly entered in DP (aka on the report).
==Step 8: Go to Wells Fargo, or use check scanner to deposit the checks.==
- Make sure to also print out a copy and place it with the batch report and check images in the filing cabinet.
- Give a copy to the office manager.
**Here is an example table:**
**Thank You codes: **
==Step 10: Close the batch.==
- Click ‘Receipts’ on the top bar of DP.
- Click ‘Update Batch No.’
- You are now allowed to do data entry.
**You have now completed the financial side of the thank you mailing.**
==Depositing Checks in Wells Fargo CEO==
wellsfargo.com/ceo - You should have your own personal login
16) Download and save a copy of the confirmation in \\POPROCKS\membership\Accounting\Batch Deposits\20XX Batch Deposits in a folder titled with the Batch #
Deletions:
What you want to do is take the stack of checks, and have one person read off each check number, amount, and name, and have a second person look at the batch report to make sure that those fields are correctly entered in DP (aka on the report).
===Step 8: Go to Wells Fargo, or use check scanner to deposit the checks.===
- Make sure to also print out a copy and place it with the batch report and check images in the filing cabinet.
Here is an example table:
Thank You codes:
Step 10: Close the batch.
Click ‘Receipts’ on the top bar of DP.
Click ‘Update Batch No.’
You are now allowed to do data entry.
You have now completed the financial side of the thank you mailing.
==II. Prepare a Batch in Donor Perfect==
<<Point of verification: Should all data entry and other Donor Perfect operations cease until the Batch is closed?<<
**To run a Batch and prepare a Bank Desktop Deposit:**
1. Select "Receipts" from the side toolbar.
2. Click on "Review Batch"
3. Under "Transaction Order," select "Other" and then "REF - Ref/Check number" from the subsequent screen.
4. Click OK
5. Click Preview
6. When the report is generated, review it for obvious mistakes.
a. A Gift marked "check" with an amount, but no check number, is likely a credit card. Check on it before printing.
b. A Gift with gift type (blank) but an amount is a mistake
c. Anything that is an obvious mistake fix, then rerun and print the report.

By checking the batch, you are, in effect, checking the accuracy of Data Entry in Donor Perfect.
1. Sort checks somewhere that you have a lot of room (i.e. the front table)
a. Do not sort checks at your desk or any other area that is cluttered. If your desk is immaculate, then you can sort them there. Do
not lose or misplace a check.
b. Place all checks in piles according to their first numeral
i. All checks starting with 0, then all starting with one, etc.
ii. Sort these in numerical order (ex: check 0004565456 is before check 120 and check 1233333 is before check 201, etc.)
2. Once checks are sorted into piles (0's, 1's, 2's, etc.), you should sort the checks within each pile.
3. Once all 0's, 1's, 2's, etc. are sorted, place all checks together.
4. Using the printed batch report, verify the following information for checks and cash: check number, donor's name, and amount; This is easier done with one person reading off the information and the other person confirming the information.
5. Run an addition tape on the calculating machine or create a spreadsheet to check totals of your checks, cash, and other gifts with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop [[Deposits Deposit]]) and easily count the number of checks.
6. Any errors must be corrected. Simply return to the database, locate the entry, and edit the mistake.
==IV. Updating/Closing a Batch ==
1. From the home screen, click "Receipts"
2. On the right hand side of the screen, click "Update Batch"
**Creating a Desktop Deposit**
**What**:
Deposit the checks electronically
**Where**:
wellsfargo.com/ceo
You should have your own personal login
16) Download and save a copy of the confirmation in \\POPROCKS\membership\Accounting\Financial Information\2016 Batch Deposits in a folder titled with the Batch #
**Creating Check Images
What:**
Create check images
**Where:**
The program “Panini Multidemo” on the check scanner computer
**How To:**
1) Open the Panini program
2) While these settings should be saved, double check by:
- Under the 'Image Front - CHEQUE' tab select the format of the 1st image to be JPEG Gray
- Under the 'Image Rear - CHEQUE' tab select 'None' for the 1st image format
- Select "Add to Multipage"
3) Click the play button
4) Scan the checks
5) When you’ve completed, hit the stop button
6) Select the settings icon again
7) Select the extra tab
8) Select the checkbox for “Include pages”
9) Select the button for “Create PDF”
10) Save the file as Batch xxx Check Copies.pdf (it’s important to include the .pdf), save it to the Batch # folder in \\POPROCKS\membership\Accounting\Batch Reports\2016 Batch Deposits
11) Print the file double sided

Revision [19431]

Edited on 2017-04-17 16:41:37 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
|=|Codes|=|Total|=|Us |=|Adelaide ||
||01||59||48||11||
Deletions:
|=|Thank you Codes|=|Total|=|Us |=|Adelaide ||
||01||59||48|11||

Revision [19429]

Edited on 2017-04-17 16:41:03 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
||01||59||48|11||
||08||47||47||0||
||17||23||18||5||
||RN-2||80||68||12||
||Total||209||181||28||
Deletions:
||01|||59||||48||||11||
||08|||47||||47||||0||
||17|||23||||18||||5||
||RN-2|||80||||68||||12||
||Total|||209||||181||||28||

Revision [19428]

Edited on 2017-04-17 16:39:44 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
||01|||59||||48||||11||
||08|||47||||47||||0||
||17|||23||||18||||5||
||RN-2|||80||||68||||12||
||Total|||209||||181||||28||
Deletions:
||01||||59||||48||||11||
||08||||47||||47||||0||
||17||||23||||18||||5||
||RN-2||||80||||68||||12||
||Total||||209||||181||||28||

Revision [19427]

Edited on 2017-04-17 16:38:52 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
||08||||47||||47||||0||
||17||||23||||18||||5||
||RN-2||||80||||68||||12||
||Total||||209||||181||||28||
Deletions:
||08||||47||||47||||0|
||17||||23||||18||||5|
||RN-2||||80||||68||||12|
||Total||||209||||181||||28|

Revision [19426]

Edited on 2017-04-17 16:38:27 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
If all of the information matches up and all of your check/ data entry is accounted for, you are good to move on to the next step. __If there is a discrepancy you need to stop and figure out the problem. __
**At this point you should have a batch report, check images, and deposit confirmation in the filing cabinet. You should have a deposit confirmation and check images saved on the Drive.
There should also be no financial discrepancies.**
Here is an example table:
||01||||59||||48||||11||
||08||||47||||47||||0|
||17||||23||||18||||5|
||RN-2||||80||||68||||12|
||Total||||209||||181||||28|
Deletions:
If all of the information matches up and all of your check/ data entry is accounted for, you are good to move on to the next step. If there is a discrepancy you need to stop and figure out the problem.
**At this point you should have a batch report, check images, and deposit confirmation in the filing cabinet. You should have a deposit confirmation and check images saved on the Drive. There should also be no financial discrepancies.**
||01||
||08||
||17||
||RN-2||
||RN-3||
||API||
||45||

Revision [19425]

Edited on 2017-04-17 16:33:28 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
==Step 7: Create check images==
- Use the program “Panini Multidemo” on the check scanner computer
- While these settings should be saved, double check by:
- Under the 'Image Front - CHEQUE' tab select the format of the 1st image to be JPEG Gray
- Under the 'Image Rear - CHEQUE' tab select 'None' for the 1st image format
- Click the play button
- Scan the checks
- When you’ve completed, hit the stop button
- Select the print to FoxIt Reader
- Save it as a PDF
- Save the file as Batch xxxxx Check Copies, save it to the Batch # folder in \\membership\Accounting\Batch Reports\20XX Batch Deposits
- Make sure to also print out a copy (double sided to save paper!) and place it with the batch report and deposit confirmation in the filing cabinet.
===Step 8: Go to Wells Fargo, or use check scanner to deposit the checks.===
- The amount of money deposited should match up with your control total.
- If it doesn’t, you need to figure out where the discrepancy is.
- See if you forgot to subtract out an already deposited check
- Depending on the amount of the discrepancy, see if a check was scanned through twice
- If you’ve done both of those things, it’s likely that your control amount was off. You need to go back over your batch report and find the problem.
- Save a copy of the deposit confirmation in membership\Accounting\Financial Information\20XX Batch Deposits in a folder with that Batch #
- Make sure to also print out a copy and place it with the batch report and check images in the filing cabinet.
**At this point you should have a batch report, check images, and deposit confirmation in the filing cabinet. You should have a deposit confirmation and check images saved on the Drive. There should also be no financial discrepancies.**
==Step 9: Find out how many letters you will generate in the thank you mailing==
- Do this before you close the batch or you will hate yourself.
- Click on ‘Receipts’ -> ‘Generate Receipts’ -> Draw a table to list out each TY letter. Separate it by total, Us, and Adelaide’s
|=|Thank you Codes|=|Total|=|Us |=|Adelaide ||
||01||
||08||
||17||
||RN-2||
||RN-3||
||API||
||45||
Deletions:
Step 7: Create check images
Use the program “Panini Multidemo” on the check scanner computer
Open the Panini program
While these settings should be saved, double check by:
Click the settings icon of two gears located at lower right hand side of the screen
Select the “Checks” tab
Under the 'Image Front - CHEQUE' tab select the format of the 1st image to be JPEG Gray
Under the 'Image Rear - CHEQUE' tab select 'None' for the 1st image format
Click 'Ok' at the bottom of the settings screen
Click the play button
Scan the checks
When you’ve completed, hit the stop button
Select the print to FoxIt Reader
Save it as a PDF
Save the file as Batch xxx Check Copies, save it to the Batch # folder in \\membership\Accounting\Batch Reports\20XX Batch Deposits
Make sure to also print out a copy (double sided to save paper!) and place it with the batch report and deposit confirmation in the filing cabinet.
Step 8: Go to Wells Fargo, or use check scanner to deposit the checks.
The amount of money deposited should match up with your control total.
If it doesn’t, you need to figure out where the discrepancy is.
See if you forgot to subtract out an already deposited check
Depending on the amount of the discrepancy, see if a check was scanned through twice
If you’ve done both of those things, it’s likely that your control amount was off. You need to go back over your batch report and find the problem.
Save a copy of the deposit confirmation in membership\Accounting\Financial Information\20XX Batch Deposits in a folder with that Batch #
Make sure to also print out a copy and place it with the batch report and check images in the filing cabinet.
At this point you should have a batch report, check images, and deposit confirmation in the filing cabinet. You should have a deposit confirmation and check images saved on the Drive. There should also be no financial discrepancies.
Step 9: Find out how many letters you will generate in the thank you mailing
Do this before you close the batch or you will hate yourself.
Click on ‘Receipts’ -> ‘Generate Receipts’ -> Draw a table to list out each TY letter. Separate it by total, Us, and Adelaide’s
Total
Us
Adelaide
01
08
17
etc.
etc.
|=|Thank you Codes|=|Total|=|Us|=|Adelaide||
||cell1||cell2||

Revision [19424]

Edited on 2017-04-17 16:25:55 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
- **TY Mailing Check #1** - ck # blank:
- **TY Mailing Check #2** - cc, ck # is not blank:
- **TY Mailing Check #3** - Freebie:
- **TY Mailing Check #4** - DT:
- **TY Mailing Check #5** - MJD:
==Step 5: Compare the batch report with the checks you have.==
**Problem Solving:**
- If a check isn’t entered, is double entered or you see an error with the check # or dollar amount, you need to go back to the envelopes and problem-solve.
- If you have a DP entry but no check, it's possible someone forgot to take the check out of the envelope when data entering.
- If you see a check and no entry, it is possible that someone forgot to data enter something
- If there is an incorrect check number or dollar amount you need to fix it in DP immediately.
==Step 6: Find the total dollar amount of the checks you are about to deposit.==
- To find the total dollar amount for the batch, go to ‘Receipts’ -> Click the screen button -> Scroll to the bottom and you will find a box labeled “Details by Gift Type”.
- You will find “Check” and next to it you will see the number of checks in this batch, as well as the check total.
- Write on the batch report the total amount of checks and total $ amount that DP has recorded.
- Subtract any AZ checks (should have AZ in front of the check #), or checks previously deposited, from your running total. Once you’ve subtracted these out, you will have your control total
- A good trick is to look at the “(insert month) single deposit” folder in membership- accounting- batch reports and see if there deposits previously made within the batch.
- It helps to write on the batch report all of the math that you did to get the control total. That way if there is a discrepancy you can clearly see which checks you subtracted out.
Deletions:
- TY Mailing Check #1 - ck # blank:
- TY Mailing Check #2 - cc, ck # is not blank:
- TY Mailing Check #3 - Freebie:
- TY Mailing Check #4 - DT:
- TY Mailing Check #5 - MJD:
Step 5: Compare the batch report with the checks you have.
If a check isn’t entered, is double entered or you see an error with the check # or dollar amount, you need to go back to the envelopes and problem-solve.
If you have a DP entry but no check, it's possible someone forgot to take the check out of the envelope when data entering.
If you see a check and no entry, it is possible that someone forgot to data enter something
If there is an incorrect check number or dollar amount you need to fix it in DP immediately.
Step 6: Find the total dollar amount of the checks you are about to deposit.
To find the total dollar amount for the batch, go to ‘Receipts’ -> Click the screen button -> Scroll to the bottom and you will find a box labeled “Details by Gift Type”.
You will find “Check” and next to it you will see the number of checks in this batch, as well as the check total.
Write on the batch report the total amount of checks and total $ amount that DP has recorded.
Subtract any AZ checks, or checks previously deposited, from your running total. Once you’ve subtracted these out, you will have your control total
A good trick is to look at the “(insert month) single deposit” folder in membership- accounting- batch reports and see if there deposits previously made within the batch.
It helps to write on the batch report all of the math that you did to get the control total. That way if there is a discrepancy you can clearly see which checks you subtracted out.

Revision [19421]

Edited on 2017-04-17 16:16:53 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
===Batches/ Deposits===
**Thank you Mailings and Check Deposits:**
Thank you mailings should be completed every 2 weeks. If you get to the 3 week mark, panic. If you get to the 4 week mark, the entire office should shut down and help get thank yous out. You can track the status of your thank yous in the [[http://wiki.votesmart.org/Tasks DevComm Tasks sheet]].
Every time we do a thank you mailing, we complete a check deposit. Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks, or large amounts of money (over $1000) to be deposited. Checks over $1000 should deposited immediately upon receipt.
The following How To describes the entire process from beginning to end.
**Make sure to do everything in order**. This is important.
__If you do not do things in order, you will not be happy with yourself. __
==Step 1: Figure out which date you are thanking through.==
- You want to complete all of your data entry through a specific date, and then DO NOT do data entry past that, until you close the batch.
- For example, if you complete all of the data entry (including CyberSource!!!) through a Tuesday 4/11, you do not want to complete any data entry for Wednesday 4/12 until the batch is closed.
- The data entry you want to have completed through a certain date includes any mail we have received, CyberSource reports, ACH payments, or checks received in-house from staff, Richard, or members.
==Step 2: Run Queries to check preemptively for data entry errors==
- Login to donorperfect.net
- You will run some filters in DonorPerfect to catch any early errors or issues.
- Go to ‘Reports Center’ and click on the “Listings” folder. Select Report: Info Sheet
- Check “Include No Mail Names”
- Click on “Set Selection Filter” on the left hand side bar
- These filters are found in DonorPerfect filters, in TY Mailing filters folder, as:
- TY Mailing Check #1 - ck # blank:
- Batch = 0, Payment type = CK && Check # is blank
- This will catch any checks what don’t have a check #
- TY Mailing Check #2 - cc, ck # is not blank:
- Batch = 0, Payment type = MC,VS,DI,AX && Check # is NOT blank
- This will catch any donations marked as a CC that have a check #
- TY Mailing Check #3 - Freebie:
- Batch = 0, Amount = 0 && payment type != freebie
- This will catch any non-freebie donations with an amount of $0
- TY Mailing Check #4 - DT:
- Batch = 0, Flags contains DNT && TY != DT
- This will catch anyone with a DNT flag who has been given a TY code of anything but DT.
- TY Mailing Check #5 - MJD:
- DPGIFT.BATCH_NO = 0, DP.CYTD >= 300.00
- This will catch all major donors who donated via your current batch. You will need to go through this list of people and add MJD flags to anyone who is missing one.
- Make sure not to add the MJD flag to API subscribers
==Step 3: Sort the checks by check number in order from lowest to highest.==
- Look at a previous batch report for reference to make sure you ordered them correctly - it goes in order as it would if you hit A-Z in excel.
==Step 4: Print the Batch Report==
- Hover over 'Reports' Click ‘Easy Reports’,” then scroll down and select ‘Batch Report’
- Ensure that the Selection Filter is Current Batch 0 -
- To create the new filter - Build New Selection Filter -> ‘Gifts’, select ‘Batch Number’ then ‘Exactly Equal to’ O.
- Click ‘Continue’ and then ‘Done’.
- Click ‘Include No Mail names’ on the left side
- Download the report to Excel and print it. Make sure to fit the name, check # and amount columns all onto one page.
*Look over a previous batch report if you need to see what it should look like.
Deletions:
===Preparing a Batch in Donor Perfect===
Thank you Mailings and Check Deposits:
Thank you mailings should be completed every 2 weeks. If you get to the 3 week mark, panic. If you get to the 4 week mark, the entire office should shut down and help get thank yous out. You can track the status of your thank yous in the DevComm Tasks sheet.
Every time we do a thank you mailing, we complete a check deposit. Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks, or large amounts of money (over $1000) to be deposited.
The following how to describes the entire process from beginning to end. Make sure to do everything in order. This is important. If you do not do things in order, you will not be happy with yourself.
Step 1: Figure out which date you are thanking through.
You want to complete all of your data entry through a specific date, and then DO NOT do data entry past that, until you close the batch.
For example, if you complete all of the data entry (including CyberSource!!!) through a Tuesday 4/11, you do not want to complete any data entry for Wednesday 4/12 until the batch is closed.
The data entry you want to have completed through a certain date includes any mail we have received, CyberSource reports, ACH payments, or checks received in-house from staff, Richard, or members.
Step 2: Run Queries to check preemptively for data entry errors
Login to donorperfect.net
You will run some filters in DonorPerfect to catch any early errors or issues.
Go to ‘Reports Center’ and click on the “Listings” folder. Select Report: Info Sheet
Check “Include No Mail Names”
Click on “Set Selection Filter” on the left hand side bar
These filters are found in DonorPerfect filters, in TY Mailing filters folder, as:
TY Mailing Check #1 - ck # blank:
Batch = 0, Payment type = CK && Check # is blank
This will catch any checks what don’t have a check #
TY Mailing Check #2 - cc, ck # is not blank:
Batch = 0, Payment type = MC,VS,DI,AX && Check # is NOT blank
This will catch any donations marked as a CC that have a check #
TY Mailing Check #3 - Freebie:
Batch = 0, Amount = 0 && payment type != freebie
This will catch any non-freebie donations with an amount of $0
TY Mailing Check #4 - DT:
Batch = 0, Flags contains DNT && TY != DT
This will catch anyone with a DNT flag who has been given a TY code of anything but DT.
TY Mailing Check #5 - MJD:
DPGIFT.BATCH_NO = 0, DP.CYTD >= 300.00
This will catch all major donors who donated via your current batch. You will need to go through this list of people and add MJD flags to anyone who is missing one.
Step 3: Sort the checks by check number in order from lowest to highest.
Step 4: Print the Batch Report
Hover over 'Reports' Click ‘Easy Reports’,” then scroll down and select ‘Batch Report’
Ensure that the Selection Filter is Current Batch 0 -
To create the new filter - Build New Selection Filter -> ‘Gifts’, select ‘Batch Number’ then ‘Exactly Equal to’ O.
Click ‘Continue’ and then ‘Done’.
Click ‘Include No Mail names’ on the left side
Download the report to Excel and print it. Make sure to fit the name, check # and amount columns all onto one page.
Look over a previous batch report if you need to see what it should look like.

Revision [19420]

Edited on 2017-04-17 16:09:10 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
Thank you Mailings and Check Deposits:
Thank you mailings should be completed every 2 weeks. If you get to the 3 week mark, panic. If you get to the 4 week mark, the entire office should shut down and help get thank yous out. You can track the status of your thank yous in the DevComm Tasks sheet.
Every time we do a thank you mailing, we complete a check deposit. Check deposits may also be completed prior to the 2 week mark, if there is a heavy amount of checks, or large amounts of money (over $1000) to be deposited.
The following how to describes the entire process from beginning to end. Make sure to do everything in order. This is important. If you do not do things in order, you will not be happy with yourself.
Step 1: Figure out which date you are thanking through.
You want to complete all of your data entry through a specific date, and then DO NOT do data entry past that, until you close the batch.
For example, if you complete all of the data entry (including CyberSource!!!) through a Tuesday 4/11, you do not want to complete any data entry for Wednesday 4/12 until the batch is closed.
The data entry you want to have completed through a certain date includes any mail we have received, CyberSource reports, ACH payments, or checks received in-house from staff, Richard, or members.
Step 2: Run Queries to check preemptively for data entry errors
Login to donorperfect.net
You will run some filters in DonorPerfect to catch any early errors or issues.
Go to ‘Reports Center’ and click on the “Listings” folder. Select Report: Info Sheet
Check “Include No Mail Names”
Click on “Set Selection Filter” on the left hand side bar
These filters are found in DonorPerfect filters, in TY Mailing filters folder, as:
TY Mailing Check #1 - ck # blank:
Batch = 0, Payment type = CK && Check # is blank
This will catch any checks what don’t have a check #
TY Mailing Check #2 - cc, ck # is not blank:
Batch = 0, Payment type = MC,VS,DI,AX && Check # is NOT blank
This will catch any donations marked as a CC that have a check #
TY Mailing Check #3 - Freebie:
Batch = 0, Amount = 0 && payment type != freebie
This will catch any non-freebie donations with an amount of $0
TY Mailing Check #4 - DT:
Batch = 0, Flags contains DNT && TY != DT
This will catch anyone with a DNT flag who has been given a TY code of anything but DT.
TY Mailing Check #5 - MJD:
DPGIFT.BATCH_NO = 0, DP.CYTD >= 300.00
This will catch all major donors who donated via your current batch. You will need to go through this list of people and add MJD flags to anyone who is missing one.
Step 3: Sort the checks by check number in order from lowest to highest.
Step 4: Print the Batch Report
Hover over 'Reports' Click ‘Easy Reports’,” then scroll down and select ‘Batch Report’
Ensure that the Selection Filter is Current Batch 0 -
To create the new filter - Build New Selection Filter -> ‘Gifts’, select ‘Batch Number’ then ‘Exactly Equal to’ O.
Click ‘Continue’ and then ‘Done’.
Click ‘Include No Mail names’ on the left side
Download the report to Excel and print it. Make sure to fit the name, check # and amount columns all onto one page.
Look over a previous batch report if you need to see what it should look like.
Step 5: Compare the batch report with the checks you have.
What you want to do is take the stack of checks, and have one person read off each check number, amount, and name, and have a second person look at the batch report to make sure that those fields are correctly entered in DP (aka on the report).
If a check isn’t entered, is double entered or you see an error with the check # or dollar amount, you need to go back to the envelopes and problem-solve.
If you have a DP entry but no check, it's possible someone forgot to take the check out of the envelope when data entering.
If you see a check and no entry, it is possible that someone forgot to data enter something
If there is an incorrect check number or dollar amount you need to fix it in DP immediately.
If all of the information matches up and all of your check/ data entry is accounted for, you are good to move on to the next step. If there is a discrepancy you need to stop and figure out the problem.
Step 6: Find the total dollar amount of the checks you are about to deposit.
To find the total dollar amount for the batch, go to ‘Receipts’ -> Click the screen button -> Scroll to the bottom and you will find a box labeled “Details by Gift Type”.
You will find “Check” and next to it you will see the number of checks in this batch, as well as the check total.
Write on the batch report the total amount of checks and total $ amount that DP has recorded.
Subtract any AZ checks, or checks previously deposited, from your running total. Once you’ve subtracted these out, you will have your control total
A good trick is to look at the “(insert month) single deposit” folder in membership- accounting- batch reports and see if there deposits previously made within the batch.
It helps to write on the batch report all of the math that you did to get the control total. That way if there is a discrepancy you can clearly see which checks you subtracted out.
Step 7: Create check images
Use the program “Panini Multidemo” on the check scanner computer
Open the Panini program
While these settings should be saved, double check by:
Click the settings icon of two gears located at lower right hand side of the screen
Select the “Checks” tab
Under the 'Image Front - CHEQUE' tab select the format of the 1st image to be JPEG Gray
Under the 'Image Rear - CHEQUE' tab select 'None' for the 1st image format
Click 'Ok' at the bottom of the settings screen
Click the play button
Scan the checks
When you’ve completed, hit the stop button
Select the print to FoxIt Reader
Save it as a PDF
Save the file as Batch xxx Check Copies, save it to the Batch # folder in \\membership\Accounting\Batch Reports\20XX Batch Deposits
Make sure to also print out a copy (double sided to save paper!) and place it with the batch report and deposit confirmation in the filing cabinet.
Step 8: Go to Wells Fargo, or use check scanner to deposit the checks.
The amount of money deposited should match up with your control total.
If it doesn’t, you need to figure out where the discrepancy is.
See if you forgot to subtract out an already deposited check
Depending on the amount of the discrepancy, see if a check was scanned through twice
If you’ve done both of those things, it’s likely that your control amount was off. You need to go back over your batch report and find the problem.
Save a copy of the deposit confirmation in membership\Accounting\Financial Information\20XX Batch Deposits in a folder with that Batch #
Make sure to also print out a copy and place it with the batch report and check images in the filing cabinet.
At this point you should have a batch report, check images, and deposit confirmation in the filing cabinet. You should have a deposit confirmation and check images saved on the Drive. There should also be no financial discrepancies.
Step 9: Find out how many letters you will generate in the thank you mailing
Do this before you close the batch or you will hate yourself.
Click on ‘Receipts’ -> ‘Generate Receipts’ -> Draw a table to list out each TY letter. Separate it by total, Us, and Adelaide’s
Total
Us
Adelaide
01
08
17
etc.
etc.
|=|Thank you Codes|=|Total|=|Us|=|Adelaide||
||cell1||cell2||
Thank You codes:
01 - First gift/ renewal of the renewal year
08 - New Member
17 - Second or more gift of current renewal year
19 - Memorial Giver
20 - Memorial gift family notification
API - API subscription thank you
DT- Do Not Thank
45 - Matching gift TY
16 - Gift Membership TY
Step 10: Close the batch.
Click ‘Receipts’ on the top bar of DP.
Click ‘Update Batch No.’
You are now allowed to do data entry.
You have now completed the financial side of the thank you mailing.

Revision [19419]

Edited on 2017-04-17 16:03:32 by cassandra@votesmart.org [Updated name of the report to choose for queries]
Additions:
===Depositing Cash and Checks===
All incoming money, including gifts received, is deposited into our operating account (Business Checking at Wells Fargo). From there, Vote Smart's Administration may choose to transfer money into investments or interest-bearing accounts; often this is done with large gifts immediately upon being deposited. As a result, large gifts should be expedited so that we may maximize our investment earnings.
Once [[BatchProcessing Batch Processing and checks]] are complete, the next step would be to deposit anything that has yet to be deposited. All non-cash/non-check gifts should have already been processed by this point (i.e. credit card donations and ACH Donations, gifts of stock and security, etc.). Sometimes, Richard or Adelaide may deposit a check item in Tucson- in this case you would record the gift in Donor Perfect and record/file the deposit.
Occasionally we will receive other sources of income not represented in Donor Perfect: for example, reimbursements to Project Vote Smart. This income should be deposited separately and noted on the Deposit spreadsheets.
When possible, checks should be deposited electronically, as this saves a trip and posts to our account fairly quickly.
There are limits for desktop deposits: $20,000 per deposit, $10,000 per item, and $30,000 for the daily aggregate. In other words, you can have up to $20,000 in checks per deposit, you can deposit up to $30,000 in checks per day, and you can deposit checks up to $10,000. These limits are pretty soft -- if you exceed the deposit limit or the daily aggregate limit, Alyssa from Wells Fargo in Bozeman will give us a call to confirm the deposit details. The item limits are firmer; for example, you cannot deposit a $125,000 check.
==Physical Deposits (Cash, and Checks that Exceed the Desktop Deposit Limit)==

Any cash is put into the brown bank pouch in the safe along with checks that must be physically deposited. The original checks should be marked on the back with "For Deposit Only". The bank teller will instruct you in how to mark the back of the check.
To prepare a deposit, checks must be photocopied. The Development department should prepare a deposit slip and keep a photocopy of the deposit slip.
Physical deposits should be coordinated for when someone goes into a town with a Wells Fargo bank (Missoula/Anaconda/Butte) and should be done at least once a month. All scheduled trips are represented on [[https://docs.google.com/spreadsheets/d/14KhekyjO1Y4ZJ5WvvZ1EKu4inJY61-S_YdyzbWVkNQY/edit#gid=382213431 Ranch Information - Upcoming Runs]] and coordinated by the Lodge Manager and Office Manager. Special coordination should made to deposit any large amounts immediately. The person making the physical deposit should be instructed to ask the teller to stamp the bank endorsement on the backs of the checks, and to get receipts for any deposits made. The Development Department should immediately follow up with this individual upon their return, retrieve the receipts, and ensure the deposit receipt matches the deposit slip. This is very important- one time we made a deposit of a $100,000 check in the Wells Fargo Anaconda Branch and they deposited it as a $10,000 check, which would have been a $90,000 loss had it not been caught.
The deposit confirmation should be filed along with the photocopied checks and recorded in the Deposit excel sheet for the accountant found in the membership drive in the folder Accounting.
==Electronic Deposits ("Desktop Deposits" or "Wells Fargo Batches")==
Desktop Deposits are processed using the check scanner and Wells Fargo CEO software.
These deposits will process in our checking account day-of if made before 8PM local time on a regular business day (non-bank holiday).
See more information [[https://www08.wellsfargomedia.com/downloads/pdf/biz/online_banking/deposit/user_guide.pdf here]].
A Wells Fargo batch is a subset of the Donor Perfect batch, and includes only the check donations we choose to process electronically. Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind: Large checks that are deposited immediately will be in their own WF batch. Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a Wells Fargo batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #AZ1234).
**Creating a Desktop Deposit**
**What**:
Deposit the checks electronically
**Where**:
wellsfargo.com/ceo
You should have your own personal login
Use the computer with the check scanner on it
**How To**:
1) Select "Desktop Deposit"
2) Select "Create a deposit"
3) In Control Total field put in the Total deposit amount.
4) Put in current batch number in the deposit name field.
5) Click on Scan checks
6) Place the checks in scanner a few at a time with face of check facing right. Keep the checks in order.
7) After all checks have gone through click on "Review Now."
8) Check each entry for correct total and correct if necessary
9) Corrections to be made may include re-scanning a check that was not captured, editing the micr code at the bottom of the check or filling in the amount if it was not captured.
10) After checks have been reviewed and are correct, check to be sure Control and Running total are the same
11) Click Submit deposit
12) Click on Complete deposit
13) Click on view pdf of deposit confirmation
14) Open pdf
15) Print 3 copies of the deposit confirmation:
- One for our records to be filed with the check images and batch report
- One to keep rubber banded around the checks in the safe for 10 business days
- One to give to the Office Manager
16) Download and save a copy of the confirmation in \\POPROCKS\membership\Accounting\Financial Information\2016 Batch Deposits in a folder titled with the Batch #
**Creating Check Images
What:**
Create check images
**Where:**
The program “Panini Multidemo” on the check scanner computer
**How To:**
1) Open the Panini program
2) While these settings should be saved, double check by:
- Click the settings icon of two gears located at lower right hand side of the screen
- Select the “Checks” tab
- Under the 'Image Front - CHEQUE' tab select the format of the 1st image to be JPEG Gray
- Under the 'Image Rear - CHEQUE' tab select 'None' for the 1st image format
- Select "Add to Multipage"
- Click 'Ok' at the bottom of the settings screen
3) Click the play button
4) Scan the checks
5) When you’ve completed, hit the stop button
6) Select the settings icon again
7) Select the extra tab
8) Select the checkbox for “Include pages”
9) Select the button for “Create PDF”
10) Save the file as Batch xxx Check Copies.pdf (it’s important to include the .pdf), save it to the Batch # folder in \\POPROCKS\membership\Accounting\Batch Reports\2016 Batch Deposits
11) Print the file double sided

Revision [16429]

Edited on 2015-08-10 17:01:05 by Melanie Magnotto [Updated name of the report to choose for queries]
Additions:
==IV. Updating/Closing a Batch ==
Deletions:
==IV. Select Batch Update and Close the Batch==

Revision [16427]

Edited on 2015-08-10 11:27:38 by Melanie Magnotto [Updated name of the report to choose for queries]
Additions:
1. From the home screen, click "Receipts"
2. On the right hand side of the screen, click "Update Batch"
Deletions:
Once you have completed the checks of the batch, go to Donor Perfect and select "Cancel" to return to the previous screen.
1. Click "Batch Update"
a. This will make the number of entries roll back to zero and start a new batch number.
b. This must be done before anyone can start entering data again.

Revision [14519]

Edited on 2015-03-23 13:12:45 by KristenVicedomini [Updated name of the report to choose for queries]
Additions:
5. Run an addition tape on the calculating machine or create a spreadsheet to check totals of your checks, cash, and other gifts with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop [[Deposits Deposit]]) and easily count the number of checks.
6. Any errors must be corrected. Simply return to the database, locate the entry, and edit the mistake.
Note: In DonorPerfect, the current batch is considered to be Batch 0. So we just finished batch 1537, and are on batch 1538. All the gifts that we enter are automatically given batch number 0, and when we close the batch, anything that the system gave a 0 will be given batch number of 1538, but not anything that a user gave a batch number of 0.
So what can happen is this: you've got a donation that, for whatever reason, isn't in the current batch but you want it to be. If you give it the current batch number (1538) it's not going to be in "current batch" (batch 0) when you check the batch. So you give it batch number 0 -- but when you update the batch number, that contribution stays as batch #0. Now there's a phantom donation floating around, throwing off your tallies and counts and generally making a nuisance of itself until you figure out six months later which batch that $45 contribution from Jan Strausser actually belongs to. To fix that, you need to go to the contribution in question and change its batch number to the appropriate value.
Once you have completed the checks of the batch, go to Donor Perfect and select "Cancel" to return to the previous screen.
Deletions:
5. Run an addition tape on the calculating machine or create a spreadsheet to check total with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop [[Deposits Deposit]]) and easily count the number of checks.
a. Any errors must be corrected. Simply return to the database, locate the entry, and edit the mistake.
Once you have printed the batch,and all check no.s, names and amounts have been checked for accuracy and an addition tape has been run to match the batch total for checks and cash, then hit "Cancel" to return to the previous screen.

Revision [14518]

Edited on 2015-03-23 13:00:56 by KristenVicedomini [Updated name of the report to choose for queries]
Additions:
A DP batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo batch is only the check donations we choose to process electronically. Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind. Large checks that are deposited immediately will be in their own WF batch. These batches should have a name that makes it clear which DP batch they are in, like "Batch 1537 Large Checks". Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a Wells Fargo batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
==I. Determine If You Are Ready To Batch==
==II. Prepare a Batch in Donor Perfect==
<<Point of verification: Should all data entry and other Donor Perfect operations cease until the Batch is closed?<<
==III. Check Batch Against Physical Checks==
By checking the batch, you are, in effect, checking the accuracy of Data Entry in Donor Perfect.
==IV. Select Batch Update and Close the Batch==
Deletions:
A DP batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo batch is only the check donations we choose to process electronically. Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind. Large checks that are deposited immediately will be in their own WF batch. These batches should have a name that makes it clear which DP batch they are in, like "Batch 1537 Large Checks". Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a WF batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
==I. Batch Processing==
==II. Sorting Checks==
==III. Select Batch Update and Close the Batch==

Revision [14516]

Edited on 2015-03-23 12:48:30 by KristenVicedomini [Updated name of the report to choose for queries]
Additions:
5. Run an addition tape on the calculating machine or create a spreadsheet to check total with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop [[Deposits Deposit]]) and easily count the number of checks.
Deletions:
5. Run an addition tape on the calculating machine or create a spreadsheet to check total with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop [[Deposits Deposit]])

Revision [14515]

Edited on 2015-03-23 12:36:39 by KristenVicedomini [Updated name of the report to choose for queries]
Additions:
===Preparing a Batch in Donor Perfect===
A "batch" is a grouping of individual gifts. By grouping gifts together we are able to run bulk processes (like deposits and thank you letters) in a more efficient manner. Batches usually don't have overlapping dates, though they can, and there's not anything too wrong with that. Batches exist in two different forms: DonorPerfect batches and Wells Fargo Desktop Deposit batches.
A DP batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo batch is only the check donations we choose to process electronically. Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind. Large checks that are deposited immediately will be in their own WF batch. These batches should have a name that makes it clear which DP batch they are in, like "Batch 1537 Large Checks". Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a WF batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
The Donor Perfect "batch report" is a report generated by Donor Perfect of a group of donations entered. We use this report to check this against the gifts received, ensuring that we have entered information correctly, and ultimately the deposits made to into our account, ensuring that the deposits went through properly.
As you are entering gifts received in Donor Perfect, check the number of recorded entries under "Receipts, Review Batch/Preview." The screen will show you how many entries are in the current batch. The ideal quantity of a batch is 100-150: it is large enough that we are depositing a decent amount of money but small enough that it is not difficult to double-check. The larger the batch, the harder and more time-consuming it is to check and prepare. It is best not to go over 200 in a batch. Ultimately, we need to make sure we meet the deadlines for getting "thank yous" out and creating a smaller batch may be necessary to do so.
IF THERE ARE NOT 125-150 WHEN YOU GO INTO THE BATCH PROCESS SCREEN, exit without updating the batch.
Possible Exceptions to the Rule: We may want to update the batch early (someone is going to the bank today, we get a very large check that we want to deposit right away) or later (if we really need to get money in by a specific deadline stated by the National Director and we don't have time to run and check two separate batches).
4. Using the printed batch report, verify the following information for checks and cash: check number, donor's name, and amount; This is easier done with one person reading off the information and the other person confirming the information.
5. Run an addition tape on the calculating machine or create a spreadsheet to check total with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop [[Deposits Deposit]])
==III. Select Batch Update and Close the Batch==
Deletions:
===Preparing a Batch===
A "batch" is a grouping of individual gifts. By grouping gifts together we are able to run bulk processes (like deposits and thank you letters) in a more efficient manner.
A "batch report" is a report generated by Donor Perfect of a group of donations entered. We use this report to check this against the gifts received, ensuring that we have entered information correctly, and ultimately the deposits made to into our account, ensuring that the deposits went through properly.
As you are entering membership data, check the number of recorded entries under "Receipts, Review Batch/Preview ." The screen will show you how many entries are in the current batch. When this is 100-150, it is time to batch these and make a deposit. IF THERE ARE NOT 125-150 WHEN YOU GO INTO THE BATCH PROCESS SCREEN, exit without up-dating the batch. (There are exceptions to this. The Development & Communications Director will let you know if you need to update the batch early (someone is going to the bank today, we get a very large check) or later (the batch will end at 110 or something similar). NEVER let the batch go above 200 entries - in extreme cases, you might come close to this if we really need to get money in by a specific deadline stated by the National Director and we don't have time to run and check two separate batches; however, the larger the batch, the harder and more time-consuming it is to check and prepare. This is why we run batches around 100 entries it is large enough that we are depositing a decent amount of money but small enough that it is not difficult to double check.
4. Using the printed batch report, verify the following information for checks and cash: check number, donor's name, and amount;
5. Run an addition tape on the calculating machine to check total with the batch report.
==III. Select Batch Update==

Revision [14509]

Edited on 2015-03-23 09:51:20 by KristenVicedomini [Updated name of the report to choose for queries]

No Differences

Revision [14508]

The oldest known version of this page was created on 2015-03-23 09:51:03 by KristenVicedomini [Updated name of the report to choose for queries]
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