Deposit gifts so they're in the books

Recording a gift puts it on the donor's receipt. Depositing it puts it in the books. When the gifts go to the bank, make a deposit: it adds one entry to the books, with the bank on one side and gift income on the other, fund by fund. The bank shows one deposit too, so they match.

Steps

1. Record the gifts first, on Gifts. See Record gifts from the offering or the mail.
2. On Gifts, press Make a deposit. Or open Books, then the books, then Deposits, and press Make a deposit.
3. Tick the gifts that went to the bank. All the gifts not deposited yet are ticked to start with.
4. If there was loose cash in the plate (without an envelope), type it in Loose cash and other money not receipted.
5. Check the Deposit total, and the totals for cash and cheques, against the deposit slip. If they don't agree, look for a gift recorded twice, recorded for the wrong amount, or not recorded yet.
6. Choose the Date deposited and the Bank account.
7. Press Make the deposit.

The deposit opens, with a link to its entry in the books.

Where the money goes

Open Where the money goes in the books to see or change it:

• Income account for gifts: usually 4000 Donations: receipted.
• Fund for gifts to each category: gifts recorded to Building go to the Building fund, and so on. A category without a fund of the same name goes to General unless you choose otherwise. Your choices are remembered for next time.
• Income account for loose cash: usually 4050 Donations: not receipted, because loose cash has no donor to receipt.

The first time

The books need to know which charity's gifts they hold. If Deposits says Link these books to the charity, an owner, treasurer or accountant chooses the Charity and presses Link the books. A school with its own charity number has its own books, linked to the school's charity.

Undo a deposit made by mistake

1. Open the deposit from Deposits.
2. Open Undo this deposit and choose the date.
3. Press Undo this deposit.

Its entry is reversed, and its gifts are free to deposit again, correctly. See Correct a mistake in an entry.

Good to know

• A gift in a deposit can't be changed or removed until the deposit is undone, so the books and the receipts always agree.
• Gifts already on a receipt can still be deposited.
• Gifts brought in from QuickBooks are in the books already, so they don't show here. See Bring in donors from QuickBooks.
• Bank files match deposits: the deposit's total is the amount the bank shows. See Bring in your bank's file and sort it.
• Other money, like rent from a hall booking, isn't a gift: make an entry for it. See Make an entry in the books.