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Receipt maker with barcode for non-profit organizations

hello my name is Doug leer I wanted to record this video to give you a demonstration of the donation portion of my software and this is the 2025 uh release and um so I just wanted to go through and and give you a demonstration of that part of it specifically now the software is designed uh so that we can record our donations at the end of the year make our receipts for our donors and to help us do that very efficiently it also has in it the optional capability to track your expenses and create a uh income versus expense type of a report but this video is focused specifically on the donation part I'll make a separate video uh related specifically to the expense tracking and Reporting part of it okay so um let's take a look at uh the software related to donations now uh when you um when you see the video and if you decide this is something you went for your church uh your not profit your not nonprofit organization or your other other religious organizations those are all the ones that are are using the software um and you decide that you want a copy of it just send me an email and I will send back to you in an email message a copy of the this Excel file that is the donation software as well as a uh user guide it's like 140 pages so it's a a very very robust um user guide to assist you in uh setting up the the software and using it uh let me take you through the steps um when you get the email from me let me just cancel this um when you get the email from me you'll want to extract the Excel file from the email message and then uh stick it on a folder that's what most most organizations do a folder on uh on your PC or your Mac on the local drive there and uh once you've done that then you open it up and you'll want to first of all set up your list of donors uh if you're a church and you use the envelope system you might already have envelope numbers assigned to your donors uh maybe of a church membership and you've assigned numbers there if not uh go ahead and just just uh just set up uh your donors and just assign uh the numbers sequentially so we just need the the list of donors donor names optionally address and uh email me email address uh but but assign donor numbers unique donor numbers to everyone okay so once we add our donors the next thing we can do is we come over here to the parameters now I'm I'm not this is not intended to be a how to it how to set it up video I'll do a separate one on that but I just wanted to at least give you an overview of the things that you want to set up um for the software uh to get to get started and get ready to using the uh the donation Port portion of it so the parameters uh these are the options that you have within the software so there are a variety of options that you can set to allow you to adjust and and configure how the software Works to to allow it to work uh the way needed to for your organization it could be as simple as adding your uh church address or your organization name and address in here um it could be things like uh when I'm doing my uh my report uh my monthly report uh do I want the print that in landscape or portrait orientation and how many copies do I want to print each month um it uh one of the things you definitely want to set up would be the uh for the donations would be how many different categories or funds are you tracking uh so how many and what are the names of those so in this case this particular church is using the general fund missions and charity those are the three categories that they're tracking uh the parameters could be as radical as um what language do you want to use the software in so it does ship with a a Spanish translation and so if we select that now everything displays in the Spanish language I do have translations for um for other languages so if you want to for instance uh use it in Korean I can send you a copy of the Korean translation and you just simply paste the Korean over top of what the Spanish is here and then uh the Korean language will be available fore to use run the software in the Korean language okay uh back to the parameters for for a second uh so we just um go down through it and and adjust it for how we want the software to work and if we're using it for the uh for the donations only that is we're not tracking the expenses then we can set that parameter say hey we're only doing donations and uh when you're done with making your adjustments on the parameters um you come up here and I have given you a custom menu to use to interact with my software so just like Excel has their their standard menu items here with the different things Excel does normally I've added my own menu uh to excel to interact with the software and so when we're done with uh adjusting our parameters we come up here and we click on this option to adjust the tabs from the parameters and so basically when you do that it just goes through reads the different parameters you set and it'll go through each each of the tabs and make adjustments to them based on uh the settings that you did in your parameters okay that should be enough about that kind of uh startup information so you have kind of an idea of how easy it is to get things prepare to go now I wanted to go through and give you a demonstration specifically of what it's like to use a software to do a donation um so when you uh when you first uh open well let's let's go ahe and just do it only take a second when you open the software uh and you open it up in Microsoft Excel and yes it does require Excel on a PC or a Mac the full version of Excel and when you open it it'll ask the question what is the date of your donations so I'm going to change this and and uh let's say we're going to be doing this for May 25th one of the Sundays uh in the year 2025 okay so May 25th 2025 that'll be my donation date so uh in this example our demonstration here we are pretending that we are a uh a church and so we're doing our weekly donations so uh we enter the date and now we're ready to get started so from the list of donors we're going to enter the donor number and whether they gave us cash or checks and uh what the amount was and how they wanted that to be distributed into the different categories so let's just walk our way through that so uh let's say uh it's a donor number two and uh I guess what's important for you to understand here is we only type or enter in these yellow cells on the entry tab the other the other tabs or sorry the other cells here have cell formulas in them to make the software work can function how it needs to but these cells are protected you are not you're not allowed to modify them that's that's on purpose so only the yellow cells are where you can type okay so donor number two yep that's Natalie Stevenson and she gave us $100 in cash all right um the next question comes how does she want that distributed or you know what Cate ories does she want that put into and how much in each category so one of the things you'll notice here is that um Natalie is showing up as red and that's because we have entered a cash amount of $100 but we're out of balance meaning we haven't distributed distributed the the correct amount um into the different categories so let's go ahead and do that so so she said uh on her envelop that she wanted to put $50 of that in General and $50 in missions and as soon as we do that uh now what we've distributed matches the money that she gave us okay so this uh the entry for Natalie is Back in Balance so so the idea is we want to we want to make sure to prevent errors we want to make sure things are in balance before you move on to the next person all right let's go ahead and um uh do uh do an another one um so so if you know once your your list of donors grows kind of large uh you'll probably have some struggles remembering uh what donor numbers you've assigned so under the donation software menu uh we did give you uh an option to look up your donors by name so if we click on the lookup donor uh it'll bring up the little dialogue box and um our our next donor is uh Elana McKenzie so if we just start typing her name it will as as we're typing it will give us a list of uh a list that grows shorter and shorter the more we type of every name that matches what we've typed so far once we've once we found elen we click on her and then click the we select her and click the okay and that will uh go find her her donor number based on the name and insert that okay so in the case of elen she gave us a check of $75 okay now you don't have to do this but you can optionally uh optionally you can uh put in uh a check number so if you want to if you want to have a record of of what check numbers were given for the checks then you could put in uh the check number so in this case it's check number 564 that's one she gave us and now how did she want her funds her $75 distributed and she wanted that distributed evenly across all three of our categories and again the red went away once once that row was in Balance uh so let's go on and do uh do a couple more just so you can kind of get the idea so um typically when we're doing our list of donors uh you will uh you will want to pick a a number and uh if you have a small number of of uh donors you might want to pick a number 100 um if you have hundreds and hundreds of donors then maybe you want to pick a a number like a thousand um and use that for your loose offering the or your your um non-categorized meaning uh meaning uh cash was given but there's no name associated with with it um you might want to make a um a donor number for for things like your your non-charitable items so that uh so that you're going to when when when somebody gives you uh $20 for uh maybe your Christmas flowers um you don't want to assign that to the person who gave you the $20 because it's not really a charitable donation they get they receive something for their $20 so therefore it's really a non-charitable donation so maybe you want to create a number for tracking those those non-charitable things that kind of an idea right so um so anyhow you can uh you can make up your D your your your numbers your your donor numbers um and keep those things in mind maybe a loose offering maybe a non-charitable kind of a of a of a donor number um but anyhow as as we are coming back here we were saying that we also received uh offerings uh cash offerings with no names associated with it so we actually received $35 25 cents oops 0.25 and um our definition is there any time we get uh loose offerings um there's no way to know what what category goes in in so we have you know kind of like this rule that says we'll always put that in in general so we'll go ahead and uh put that in the general fund okay let's do a couple more so you can just kind of see how this works and um let's say uh we have Emy Shaw let's see she's donor number four and she did not give us cash or check she actually uh sent the donation in uh through cash app so we do have this um in addition to the cash amount the check amount we have this EFT or uh common name for electronic fund transfer meaning uh that the the amount that was donated already got transferred from the person into our bank account it's already sitting there so it's an EFT amount and um Emmy Emmy gave us $50 and she sent it through the cash app so um over here we could put put in uh the name of the uh of the EFT transfer type so cash app and then the distribution here uh she woulded all $50 to go to General uh one more thing I wanted to show you uh so we'll go go to our donor Diana and uh Diana gave us a check for $50 and it was for uh check number uh check number 114 that was her check number number uh but she also um put $10 cash in here and that's because uh this week we're doing a special offering in addition to her normal donations she gave us $10 additional and that is going to be for um a music group that came in and and ministered to us and we took up a special donation uh for that group so uh you could type in music group um you also have the option to use these little drop- down arrows uh drop down here we go and then um anything that we have used in Prior weeks they will be available to us to choose in off of the drop-down so make if you're doing something new you just enter it if it's something from uh previous uh special offering then you can you can look it up using the little drop- down arrow so um so yeah so it's it's really just that simple uh than to do to do donations um and again we're trying to keep things in balance as you move your way through uh row by row making sure every row balances okay so in addition to uh doing your donations um one of the things that might happen is is um as you're working down through through your donations you might start to run out of room so let's say we did all of this and we see that we're running out of room well within the donation software menu uh we have an option here to to insert um additional entry rows so uh that just puts in some blank rows for you to then continue doing your uh your donation entry so when you're running out we have an option to handle that okay next I going to look at is um when we get to the end of our donations uh we have sitting in front of us this uh this pile of cash uh and as well as well a pile of checks and so we wanted to also make sure that uh we have a a validation a comparison um between what we entered above and what we have in total in front of us in cash and checks and so the way we do that is we just ask you to come down through here and just simply count the quantity of each one of our coins or bills so if we look at the the the sack in front of us um we'll see that uh that we have um one quarter so we just enter one you're not entering 25 cents you're entering the quantity how many $1 bills we count those up and we have uh actually we have none of those how about $5 bills yep we have one of those how about tens we have two of those those $20 bills yep we have one of those how about 50s well we have two $50 bills and I want you to notice over here that the uh the difference here it's just comparing what what we entered above versus what we've done here in this uh in in this quantity here um as we as we do the entry once things are imbalance the red goes away so but again this is a this is kind of uh comparing the quantity of each of the different bills and coins and we add it all up how does that compare to the cash that we that we uh that we entered in the in the details up above making sure those are in Balance uh the last thing we want to do then is we come over here uh to where we can enter um the check amounts so just one check after another we just enter the amounts um and um it's again it's going to do a comparison so we look at it y we have a check for 75 and we have a check for 50 since we enter those two amounts we see that the red goes away everything is in Balance so that's another thing to help us out uh so that before we consider ourselves complete and done we know that things are balancing all right um the other thing that is important about this uh we will at the end then when we're done we will print this information so that you do have a paper record of these details now these details are kind of sensitive so uh you you don't want to you don't want to pass those out to your to your church leadership you don't want to share that uh so guard guard those things on a separate piece of paper we do print this stuff the information here at the bottom and so the one of the important things about the information here at the bottom is this information if you think about it this is exact ly what you need for your bank deposit so regarding the cash and checks that you have that you need to then deposit in your bank hey this is it this is all the list of all the cash and the check amounts so this this becomes your bank deposit um remember the EFT that we got well the um the EFT uh amount that's already sitting in the bank that was transferred into the bank directly so it's recorded here for you but it's it's it's not affecting the totals that we do up here because it's it's neither cash nor check it's it's money that's already in the bank so you'll see how much is sitting in the bank that was recorded here through the EFT and how much through the bank deposit the total bank deposit the other thing we do is we uh we will print then uh the totals by category now this is is something you you might want to um uh you might want to share uh with with uh your church leadership so they know what the the totals are that came in for the week all right uh let's see before we kind of finish this whole thing off um no let's let's go ahead and do that um but I I did there there's one more small thing down here at the bottom I wanted to show you uh related to those special offerings uh because it because it is possible you'll have more than one special offering in the same week it happens so uh so the other thing we'll do um right before you print it uh it will it will run through a little process to to update the information at the bottom so that you can see a list of all of the uh the the the special offerings you did for that week and I'm I'm going just going to force it to happen manually this you don't you don't need to do do this um each time uh because the software will do this before it prints everything but I just wanted to run it manually so you can kind of see that at the bottom then uh we have our totals here uh for our diff our three different categories and um it says that we got $10 in specials and this is the detail of those specials so we had music group $10 um if you did uh if you did more more than one special then we'd have two or three or four different entries here and the total amounts given for that um let's see how about before we finish this off we're going to do one more thing I'm G to jump over here to the parameters so one of the questions we have uh related to uh doing our donations uh we do have some Churches uh lots of the the nonprofits uh who are are receiving not only cash and check amounts but they're receiving um items uh what is typically referred to as in kind donations or non-cash type donations so if I if our church is running um a soup kitchen kind of a thing um and we have uh we have our our people that are donating cans of soup um uh or we uh we have a Ministry to uh uh to uh to the the the the mothers in our in our in our community who need diapers and blankets and that kind of stuff uh we might be receiving uh blankets um as as nonh items and so uh again that that term is in kind donations and so um we have an option to say whether or not um we are using in-kind donations okay right here in kind donations yes or no so I'm going to I'm going to go ahead and turn this on on and say yes and then we're going to um adjust the tab so that that parameter gets moved all all all throughout the the software and so now we have another item another column here for those in-kind donations so let's take a look what that would look like so let's say um uh elen uh she also um she also gave us a uh a donation of um different cans uh a a bunch of cans of soup that we would use then for our soup kitchen and um she brought that to us and said uh those have a a value of $20 so we enter the amount in the ink kind donation and then over here we type in uh cans of soup or if we've used it in the past we can also select it um from the uh from the drop down cans of soup Okay so I just wanted to show you that um that we have the option of not only doing uh cash and check type things but also the ink kind or the non-cash donations and uh if we go ahead and refresh the the list of specials at the bottom and take a look at that so here you'll see um we had $20 in in kind donations we had $10 in specials and then down here it says um in kind donations we had $20 for cans of soup and $10 for the the music group so see how that's kind of spelled out down below and again this this is information that we'll print uh when we're done okay so um this represents a a very good representation of uh of what it would be like to to do your donation entry and once we are done doing all of this we're we're done with a with recording the now we want to save it and print you know print the information we need um and then get ready for for the next week okay so uh from the donation software menu again this is my custom menu we will choose the option that says entry is complete so we're done doing all of the all of the entry here on this entry tab so everything is complete so we click on that and uh let it go through its steps and it tells us that it has saved a copy of actually our master that that's what the what this one is where everything everything is housed in the master file it's been saved but we've also saved a copy of the details in this separate file right here so it's a separate Excel file where where we keep a copy of the of the details in electronic form okay and in this case it says oh that's the last week of the month you might want to print your monthly reports well let's go ahead and uh let's take a look at um let's take a look at at those different uh reports that we have available to us as well as looking at the donor receipts so you get an idea of what that looks like so okay um let's see receipts let's start there first okay so um we will create a receipt for each one of your your donors at the end of the year and you just uh you just will print all of the the receipt the receipt for every one of your donors uh using this menu option here print the annual receipts so at the end of the year after we've recorded all of our donations we print a receipt for each of the donors now real quick regarding the donors as you are setting up your donors you do want to um decide for each donor should we print a receip yes or no or um you have the option to also print it to a PDF file you also have the option uh to print actually not print anything but actually uh create an email message with a PDF file attached to it that is the uh that is the receipt for that person so that that's another option uh let me just say if you're if you're wanting to do that uh you do need to understand on in the PC World uh your your PC needs to have Microsoft Outlook installed and Outlook has to be then connected to your backend um backend email system Gmail Yahoo whatever uh whatever you're using but but the the this software will do the emailing through Microsoft Outlook so that has to be on the PC and set up correctly um if you're on a Mac then then we're using um uh the the Macintosh um mailing system so again that has to be set up and and working correctly there okay um and we do that because there are certain certain people that don't want to receipt uh things like the the loose offering well there's no person to give this to so so that would definitely uh definitely be a no we don't want to print bother printing a receipt don't we P the paper on that um let's see so we' want to copy this CU we added a new donor down here paste that in so that gives us a drop down we set it to no for the non-charitable donations okay and so when it comes to receipt um like I say we just uh run through this use this little menu item and it's going to ask you want to print uh receipts now for all of your donors and you can say yes to do that if you want to print a single donor uh sometimes people come up to us in the middle of the year and want to print want us to print a receipt for them well then you just click no here and then you can uh choose the person that you're you're doing the receipt for okay but this is this is what's printed so you have your um Church information or your organization information and address at the top tells you um what year your your your the receipt is for uh your donor number and name and their address and all that stuff is put in and then uh the donations by months so these are totals by month um and that's that's what we'll print when you print it now we do give you different options so let's take a look at that over under the parameters so we're talking about the receipts now the the end receipts for your donors um okay here's an interesting one what language do you want to print the receipt in so if if I'm the uh the Korean Church in in uh in California and I have to run the software in Korean because my volunteers that are helping us only speak Korean but I want my receipts to print in English because I'm going to be taking it to a uh a tax a tax consultant who speaks only English well that we've given the option to choose uh the language for the receipt and it could be different than the language you run the software in so that that's an interesting thing um down here then we have the options for the receipts uh do I want to print them as monthly totals which is what you just saw or weekly totals so let me uh let me show you what that looks like real quick we'll just select that and then adjust tabs from parameters and if we come back and look at our receipts now we're seeing weekly totals okay so that's uh that's one of the options I want to show you something else here back to the parameters one last time and um there's an option to to do details and even more details What's called the all details and so if we look at that uh let's see I'm going to make sure yes I want the printer dialogue box to pop up when I print um the printer dialogue box will give me the option to preview this I don't want to I don't want to print paper I just want to just want to show you what it looks like so uh let's jump back here and um no we don't need to go anywhere actually we just want to print the receipt uh for all people no it's just do a single person and um yeah D Dian Diana Tran will work we'll just print a receipt for her okay open the printer dialogue box yes please open the printer dialogue box and so here we can see if I do a preview um oh I am so sorry we changed the parameter down here to all details but I didn't do the adjust tabs sorry about that there we go okay and so yeah so what what the software is going to do is it's going to start putting in rows of information based on what Diana gave if she gave twice there's only going to be two rows of of details here if she gave uh 30 times it'll be 30 rows of of the details here but the the way to really see it though is uh when we print the receipt uh it'll it'll build this as it's printing the receipt for Diana let's do that Diana TR open the dialog box yes and now we will see uh when we do the preview that this is what uh this is what the the receipt would look like so again the uh the organization information and the the year that we're doing it for her information and then just one row uh for every one of the uh times that she donated but uh in addition to uh we see the specific dates that she gave we see um how much she gave we see the uh the in kind in special donations uh but we also see did she give in cash or checks or EFT and if we enter or check number or actually any other we also use that that that column for comments they would be uh printed out on the uh on the receipt as well so it's this idea of uh printing lots of detail uh for each one of the donors so so it's it's uh it's your choice whether you do the most I think most churches just do the the simple um monthly totals but uh some some print out all all the details when they do their receipts all right let me jump back here and on the receipts we'll go ahead and and switch that uh back to monthly and adjust the tabs okay uh I want to show you one other thing uh some of the some of the organizations uh like the nonprofits um they don't get this idea of they don't have this concept of of each week getting donations on a single day they're they're getting donations throughout uh throughout the month um we also see that with the electronic fund transfers a lot of times uh the donors are giving us stuff uh throughout the throughout the different days throughout the month so uh the software does allow you then to also um do your uh your entry maybe once a month on the on the last day of the month or maybe maybe just at the middle of the month and the last day of the month and only do it twice twice a month H and we do that um through the option here um on the uh on the entry um do you want to uh make the column visible here uh where you can override the date that you put in when you when you launch the software do you want to override that date so let me show you what that looks like uh it's actually exposed here right now um uh in in the way it's set up currently so when you when you open up uh let's say we're doing it at the at the end of the month the last day so we we the date we put in um is May 31 and then we put in our uh our list of electronic fund donations so let's say uh we got something for uh for Alana and uh it was an EFT amount of $100 um now um she actually donated on the 8th of May so it's kind of up to you and that's why I say give you lots of options you could just have it recorded as it the last day of the of the month you know just yeah F 531 is close enough or if you want to be really picky you could then override that date and say no no that that actually arrived on the uh on the 8th of May so recording a specific date related to that that row of donation and then you to finish it off we still need to put in the uh the amounts that she wanted in each of the different uh donation categories so that that that row balances but it's said the idea that I can go through and do at the end of the month all of my EFT donations or if I'm a if a if I'm a nonprofit I wait till the end of the month and I just record everything at one time uh just to just to kind of simplify things for you okay so uh this is Natalie and she gave us $50 and she actually sent it in on the 16th oh I'm sorry the other thing we probably want to do here is say that um how did it show up so uh Elana actually sent it through uh through the cash app and Natalie sent it through uh the online giving thing called tely okay um and then she wanted her $50 to go to General so uh so things that you can adjust here um the date and how the EFT uh came into to you and so let's do another one how about uh Emmy Shaw Emmy uh sent us $75 um on the uh on the 31st and so you can e because we have the 31st here already you could leave that blank or you could put it in doesn't that's really not going to going to matter that it effectively would end up with the same date but she actually used a credit card that's how she sent it in she said just just distribute it evenly across our our category so 25 in each each category so I just want to show you the idea that um by using this override the donation date using that column um one of the one of the parameters um we can actually record specific dates on the different rows and that allows us to do our uh like I say wait till the end of the month to do all of our donations at one time or um makes makes a lot of sense I think if you're if you're doing like the EFT stuff just wait till the end of the month and do them all um so that that just to give you some some idea of some of the options we have uh within that um same idea though when when we're done entering the EFT stuff then we have no checks or cash to to deal with because everything came in through EFT but we we do still have to do the entry is complete okay let's take a look at um one other thing uh so you saw how it popped up and said hey it's the end of the month you might want to run your report so I just want to let you know there are some uh reports that we have in here so um under the reports this is what it would look like so this is uh this is something that that we print out at the end of every month after we've gotten our last donation for the month and basically this is something we share with our leadership team and it uh gives us then the information uh the monthly totals that came in by category and it basically showing us in uh how we are doing year to date so we have uh we've completed the month of May and this uh shows us by month by category what's come in and down at the bottom is what we have what has come in year-to date we also then have a uh the details of our special donations and our our in-kind donations so we can get uh get that information as well and so this is something we can print here using the thing that says print monthly reports the other thing we have is we also have um the ability to compare the last five years so uh if we're doing our donations in 2025 it'll look back uh over the previous uh 5 years so um over time uh as you're using the software you're going to end up with lots of years of data and so that uh that allows us then to to do a comparison back across uh five years of of of giving and to see how things are progressing all right uh what didn't I show you I guess you only thing I didn't show you is uh when we do that entry is complete what it does is it actually uh copies the information for that particular donation that particular week um it copies it over here to this annual Tab and the annual tab is going to like I say over time is going to contain many uh many years worth of data it'll just always appends to the bottom keeps growing and so um when we're doing our year-end receipts doing any of our reports uh it pulls uh the the information that it uses from this annual tab this is our history um I said there's going to be over time there's going up having multiple years of data in here and so it's this option this first option at the top where you ex you tell the software okay I have lots of years of data but when I print a receipt when I print a report this is the year that you should select the data from so so ignore all older data and just give me just give me uh a receipt Based on data in year 2025 or make my report based on year 2025 and uh just to kind of show you what that looks like let's just uh move it back to year 2024 take a look at the report here it's now where you are reporting totals on you year 2024 so so that that's the idea of this parameter where you select the year for which you want to do your uh your reports and your receipts okay um I think that's a pretty good uh pretty good demonstration of uh the uh the donation portion of the software um so I'll like say I'll make another another um another video that we'll talk about specifically the expense tracking side of it all right thank you