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hi my name is Doug laser I wanted to give you a quick overview of the solution that I created for helping us as we are doing our weekly giving for our church recording information so let me go ahead and get started and show you what that would look like so I'm presuming at this point the software is installed and configured we've set all the parameters to match our our particular church information it's now we just want to launch it for the first time and begin recording our giving for our first first week in January so we go to the folder on our computer that contains our the place where we will record all the giving 420 for the year 2016 and we open the master weekly file always start with a master so we'll go ahead and launch that and I actually have running already so you'll see that when you launch it the first thing it does is to ask for the date of your donation now typically if you if you're recording on the day that you receive the donations that date will be entered in but we can also if the date is incorrect we can always override that and put in the new date so let's go ahead and presume that we're doing it for for January 3rd the first weekend in 2016 so we just simply enter the date say ok and that it says go ahead and enter your giving information for this week and use control and when you're done to bring up the menu so let's go ahead and walk through a sample a sample entry for for our donations for the week ok so we have the this excel solution running for for recording our donations and let's go ahead and look at our at our donations and we have some envelopes here as well as some loose cash so let's open up the first envelope and we see that it is an envelope with the number the envelope number 2 on it we recognize that as as donations from Natalie so we start in the donor column and we put in her envelope number two as soon as we do that we can see that her name it does a little lookup and and and shows Natalie's name here so it's just a confirmation that we have the correct donor number to match that the person is giving the donations we look inside of that and we see that we have two $5 bills so under the cash column we would enter ten dollars because that seemed out of cash it was given now as soon as we do that we notice that Natalie's name is now displaying in red red is a color that we simply use to identify that things are not in balance she's given ten dollars in cash we haven't identified what categories she wants that to go in so as we read the envelope we can see that she said that she wanted five dollars to go to general and five dollars ten missions and as soon as we enter the five dollars in each of those categories we can see now that things are balanced because it's no longer in red so red is a color to show when things are out of balance yellow is where we do our entry so you only enter in the yellow cells okay we're done with that first one let's go on to the next envelope again we look at the envelope and we see that it's it has an envelope number of six we recognize that as donations from Shawn so we had our six confirmed that the the name that shows up there is is Shawn's name we look inside we see there's a check for $100 so we move over here to the check column identify that his check is for $100 and now we look at the way he filled out the envelope and he says that he wants $50 to go to the general 25 two missions and 25 to building so as we fill this in it's it's in red meanings out of balance until we fill in the amounts and their way then we can confirm that we have correctly recorded the categories the amounts in each category okay let's go on to the next envelope and this is marked as as ME ME shot and we know that her her number is is number four so we we entered donor number four confirmed that that's the right name and now we can we can do the entry no interestingly as we look at this particular envelope we notice that there's actually two checks inside one for $50 and one for $10 so we go ahead and put fifty here and ten here and for the checks and then we look at the way it's been categorized so we can see that that Emmy wanted us to do $50.00 to general and then there's also $10 for the in the other check and and there she indicated that she wanted $10 to go to a special offering for Vacation Bible School so I go ahead and mark in the comment that this special is for Vacation Bible School all right well the next thing we do is we take the next the next envelope we happen to notice that this is another envelope for Natalie a second second envelope for Natalie and so um we know that her number is is - oh that's right because Natalie was out sick last week so so she was kind enough to go ahead and bring in two envelopes this time one for last week and one for this week not a problem so we look inside of the second one we see that there's two tens and one five so we would mark in the cash column that there's $25 inside of side of the envelope and now we look at how she categorized it so she wants $10 to go to general 5 2 missions 5 to building and 5 to benevolent and now we see that everything is in balance again all right what else do we have okay we have some loose offering just just thrown in the offering play and we want to look at that we can see that we have 120 110 and three ones so we've assigned number 100 as our donor number for all of the loose offerings and so we enter 100 for the donor number under cash we enter the $33 that we find loose in the cash and we put that under general alright I see there's one more one more envelope in there and this has the name on it of Dylan snow well it turns out that Dylan though he's been coming for a while has not been using the envelope system until recently actually this is sorry this is his first time in giving Odin a donation so what we want to do is we want to actually set up a a new donor for her for Dylan cuz we always going to be gonna be doing them we expect him to be doing donations you know for for the next number of of weeks and months and years while he's here so so let's assign a new a new donor number so we come here to the donor tab and we put in Dylan's name a name and we also have Dylan's address so we'll enter that now right we can read that as we're reading his check we we have his name and an address all good and enter that here and then we want to assign it a number now if Dylan this was like one time offering and we didn't expect him to ever give again you might use some number way up in the in the 300s or for hundreds or even 200 depending on how many how many donors you typically have but but we you know that we're expecting Dylan to be given giving on a regular basis so I'll go ahead and just assign him the next the next number right after loose assign him number one zero one alright now that we've assigned a new donor number and we'll consistently use 101 for Dylan from this day forward go back and we'll go ahead and and enter one zero one for the donor number and again he gave us he checked a fifty dollar check sorry not cash it's a check fifty dollars and he said he wanted that to go to the general fund okay so let's let's presumably let's presume that you would this is all the entries we have pretty pretty simplistic understand but but let's presume with these are the entries so the next thing I'd want to do is a scroll down here we can see that we are we are totaling our cash and our checks and and also by category general missions building benevolent specials etc but the next part of V the weekly giving that we need to handle is to balance the cash and the check information to make sure not only by person but in in totality that everything is still balancing so the first thing we want to do is go ahead and look at the cash so we can see here the question is the is the church cash in balance and because it's marked in red we know that it is out of balance and that's simply because we haven't told we haven't entered here how many of each denomination we've received so thinking about the cash we look at it and we start entering just simply the quantities that we have how many pennies nickels dimes ones 5 stands etc so let's take a look at that again so as we look at the cash in total we see that we have three ones three fives three tens and 120 so that's what we would enter here three ones three fives three tens and 120 okay and you're welcome to count the money to make sure it balances but but this is actually pretty simplistic in that all you have to do is be able to count the number of fives tens 20s etc and it'll do the math for us so as we enter that it calculates the total of the cash that is given and we validate that it balances to what what we entered above so it's no longer an redmond of it the cash balances go down let's do a similar thing for the the checks that we're given are the imbalance currently they're not imbalance so we come here we just start entering that checks that we're given and you could do it basically in any order you want down the columns or across the rows doesn't and just as long as we do the entry in the yellow part here okay so looking at the checks we had we had the first thing we had was a $50 check from Dylan and we had a $100 check from Shawn also a $50 check from Emily another $10 check from Emily and it says we do that entry it totals all of our check amounts and validates that that balances against the things that we entered above by person okay now at this point everything is in balance and we've completed everything we are ready to ought to go on to the final step here which is control M we saw that when we first started the software control M brings up the menu okay and what we want to tell the software is that the entry that we've done is complete so I'd like to save this information and then print print the information that we need for our treasurer and our assistant treasurer so one is the menu item we want to use here and we say okay and it saves the information say is a record of what was get what there's a place where it saves all the information week after week after week after week and we use that to build our our receipts at the end of the year as well as as well as our monthly reports and then ask the question you want to give we do you want to print the giving information normally we'd say yes proud information that we'd hand to the to the treasurer as well as the assistant treasurer so I'm going to say no for today for this little demonstration and it tells us ed it has saved the information in this as folder with this this name and then we can exit and we're ready for the next week now before I do that let's let's go ahead and take a quick look at at what what information has been recorded here real quick first of all you can see that it there is now a second entry here this is a record of what was given for that for that week and and yes it's possible to have multiple multiple donations on the same day if you take if you take multiple multiple offerings and record them separately it'll just append a 1 2 3 4 5 etc at the end here important for each for each donation that you take on that day what's inside of there is just a record of who gave and what they gave to as well as the the quantities in checks that were given we also can see then the totals by category and for any specials all of the specials are listed and the totals given to each special so that is just a simple way to record the details of what was given at during each donation okay in addition to that we have some things that help us not only with a weekly the weekly giving but also then throughout the year one of the things we have going on for us is is a a monthly report that is actually taking that weekly information and then summarizing it into into the the monthly amounts given for each of our categories so as you move through the year each of these will be we be filled in the monthly amounts will be filled in and one of our many choices here is to print item 3 to print that monthly report and that just simply prints prints this this page of of information here for your monthly giving information the other thing is we have a record of all of the all of the giving by person fur throughout the entire year so it's just you know this is gonna build on on on this this record here each each time we do do the month the weekly recording it'll just add to this particular this particular tab here we just keep extending this on down as we record each each weekly giving we use that for the reports but we also use that for doing our receipts by person right so if we were doing a receipt for Natalie we would enter the donor number here and it would record then a receipt that we would be ready to print for Natalie now at the end of the year we could do it one at a time but that would be kind of crazy so again our our menu gives us a way to print all of the receipts at the end of the year so menu choice item six here would print the receipts and basically it's just going to go through all of our donors one at a time and fill in the the donor information and print it come on to the next donor fill it in printed fill it and printed for all of our donors so all right hopefully that gives you a a pretty good overview of the of this this little tool that I've created and look take a quick look at the at the the user manual that I created for it if you want to see more details about but how it works and how you would use the tool all right again my name is Doug leisure and hopefully this has been helpful for you