Print Donor Initial with airSlate SignNow

Comment church donation receipt

hello my name is Doug leisure and today I wanted to introduce you to some software that that was designed to help with that process of receiving the weekly donations and recording the information and printing receipts at the end of the year this is something we've been using our church for quite a few years and I wanted to introduce you to that as a quick backdrop on on why I created this software I have been involved in doing the accounting and receipts at a variety of churches for quite a few years and from the earliest days I would use spreadsheets to facilitate the process and to eliminate errors for me I was very comfortable with spreads spreadsheets and so the entry the copy the paste printing and making sure above all things that I don't mess up those critical self rent was no big deal but I found that I could not share that that system with anybody else so what I ended up doing was then creating a bunch of macros what we would call VBA programming many hours of writing the code and testing it so that I could get it to the point where it sits pretty pretty well automated and now something that can be shared with others so that's what I want to introduce you to so what I want to go do is just go ahead and through go through a little sample of doing a weekly entry so you can kind of see how this works and so mmm the first thing is when you open up the first thing I want you to understand is this does use and require then Microsoft Excel as well first thing next thing is when you open the open this this file this excel file to do your record your and your donations for the week it prompts you with the date and so that we enter the enter the the date of our donation and it pops up another little another little thing saying hey then when you're all done you can use control-m to bring up a custom menu all right so let's let's go ahead and go through the process and if you're like most churches you have three seats that you've collected yeah most of them are in envelopes and so we would just look at that and say okay the first envelope has the envelope number two on it so two is our donor number we enter it and it does a lookup to validate that donor number two is Natalie great we look inside we see that there's cash in there and there's two five dollar bills so in the cash column we enter ten dollars you'll see that Natalie's name is now in red red because she her giving entry here is out of balance mm-hmm okay so a couple couple couple of things on the colors here red when things are out of balance yellow is where we do the entry and all the other cells are are protected so you can't you can't mess those up okay so we see that she entered that we have ten dollars in cash and now we look at the the envelope and she says that she wanted to not to designate five dollars of that to go to the general expense in five dollars two missions so we enter those amounts and once everything is in balance then Natalie is no longer in red let's go on to the next one we open up another another envelope and we can see that the envelope number is number six it doesn't look up and say as a lot of Shawn yep that's correct Shawn has a check in there for $100 so we enter that $100 check in the check column and then the amounts that he he designated so he wants $50 to go in in general and 25 in missions and 20 in building oops something's wrong because we're and still red okay that's right because I misread the building it really should have been 25 okay so that's a critical part of the process is to make sure that we are balancing all of the information person-by-person if you will before we before you can worry about about balancing everything in total to make sure one-by-one that things are are in balance a critical part of getting this to work correctly for us okay it's gonna do just just one more and that would be number four is a donor number way it's kind of that all that that's right that's Emmy and an Emmy actually has two checks one for fifty dollars and I love one for ten she wanted $50 to go to general but she also for that ten dollars she said that she wanted that to go to a special for a Vacation Bible School so we entered that ten dollars in the special category and then enter a comment to let us know where that that special designation is so right so I think you get the idea of the entry here so I'm just um real quickly will throw in I just run a few more pieces of information just so we I just so we can have them have some more information as we look at the next step so we'll go ahead just paste those values in there and pretend that we did some more entry okay so you just would work down through all of the all of the the envelopes that you received all the entries and do that so now we come to the next part so the next critical piece is to is to align up all of the cash and checks that we received to make sure that things balance in total okay so let's look at that the cash first first we see over over here that the that the cash is out of balance because it's red and that's because we haven't told it how much we've received in cash now one of the things we found over the years is that some people are really good at doing the math in their head 20 40 60 80 etc right and others not quite so good 20 40 60 80 90 100 groups something's off so what we said was let's not let's not force people to do the math in their head but instead we know that spreadsheets love to do the math for us right how many quarters do you have well we have 33 let it do the math right let it let it do the math because it does it really well so so that was another critical piece as to to eliminate some of those errors by letting the spreadsheet do the math for us all right so for us what do we have well let's look back at it we actually have three ones three fives three tens and one twenty so we just count those enter the numbers and see that everything the red is gone because now everything's in balance checks kind of the same idea and anywhere in this yellow we just go down through and just list all of the checks so what did we have well we had a check for 100 now they're 450 another 410 and one more $50.00 checked we just Center all those and make sure that everything is in bounce and it is because the read has gone away all right so that was another critical piece making sure that we be balanced in total all right kind of a final thing here for our for our weekly giving is to print some information that would be helpful for our our treasurer and so basically we're going to print the information is here and if you look at this technically the sense of being the information that he needs for his bank deposit so this will be very helpful and then the other thing we have is that will that we will print for him is this thing that shows in total how much was received for the various categories a general admission building etc so okay so now we're done with the entry and everything is balanced control-m was what it said to bring up that special menu and we have an option number one that says our entry is complete we're ready to save everything and print what one our treasurer needs so just do that number one and it starts to do that do you really want to complete it and and save them pretty yes we do would you like to print it you know what since this is just a demo I'm not going to go ahead and and bother printing the information so let it go ahead and finish everything and it gives us a little little pop-up here that tells us where this this week's information was saved and the name of the file it saved it under okay and it's the end of the month and you probably want to print the monthly reports so let's take a look at some of the things that the software does to help us customize it for you specifically so there's a a parameter tab here and in there we can enter your church's name address some information that you might use in your receipt or annual receipt footer and or header and some other things here so there's some things that we can do for for customizing it in a similar way you may not call your your category general missions building benevolent you might have other categories or other names here so these these items here then are things that you can also modify customize it for your for your particular organization alright and equally we have this this list of donors and this is the pretty much this whole this whole screen is your is your fill in here so you can you can fill in your list of donors whatever numbers numbering system you use so you're not dumb donor numbers name address that kind of information and you can easily extend it as you move through the year okay alright another important part as we are doing the entry and saving it part of what took place in that menu item that we used item number one was also then to copy all of the giving detail information over here in this this annual tab so this is where we just were just building up the annual once a month or week by week by week by week to create a running list of everything that was was given all of the details why is it important well for two things one is for creating automatically a monthly report so each of the categories each of the months how much was given now which was given in total as well as a breakdown of our specials so this is something that you that is helpful for a lot of people to use this to print this at the end of each month now this doesn't necessarily replace the treasurer's monthly report but it is something he can use to validate that that the the donation detail and his records match some the other thing and this is another huge time-saver for us is the idea that we can use this annual information then to build receipts okay so this is one of the things we found to be extremely tedious making the receipts for everybody at the end of the year now with with this with this we can go through and we can just put in any donor number and it will use that that large list from me of the annual no details and build a receipt for each person now what's nice about it too is you can if you if you want to if you want to do a single receipt anytime throughout the year just put in the person's number and print this page and that's their their receipt but more importantly is that menu item that we use to print all of the receipts at the end of the year so something that used to take hours to create and print the receipts is now done in just a matter of minutes all right so I think that gives you a pretty good overview of of this software and hopefully enough information that you can determine whether or not this is something that you could use at your church thank you