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Online Giving User Guide
for Church Administrators
Pub 110, January 2014
Version 4.00
 2008-2014 ParishSOFT LLC, all rights reserved.
ParishSOFT grants licensed users the right
to unlimited duplication of this publication
for internal use.
PUB 110_2014_January
Table of Contents
Title
Page
Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Introduction to Online Giving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Advantages for Members. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Advantages for Church Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Advantages for Your Church . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contacting Us . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Video Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1-1
1-1
1-2
1-2
1-2
1-3
1-3
1-5
Chapter 2: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Connecting to Your Online Giving Web Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Creating an Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Adding the Online Giving Email Address to Your Contacts List . . . . . . . . . . . . . . . . . 2-5
Understanding the Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Putting Your Church’s Information on Your Home Page . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Creating a Welcome Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9
Providing Contact Information on Your Website. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11
Putting a Link to Online Giving on Your Church’s Website. . . . . . . . . . . . . . . . . . . . . . . 2-12
Customizing the Content of the Email Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12
Logging Out of Your Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
Recovering Forgotten Login Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
Chapter 3: Managing Funds and Payment Options. . . . . . . . . . . . . . . . . . . . . . . . 3-1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Understanding the Life Cycle of a Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Creation Phase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Active Giving Phase (Public) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Giving Phase (Private). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Exit Phase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Displaying Your Church’s Online Giving Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Adding a New Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Fund Information Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Changing the Display Order of Funds on the Giver Site . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Editing the Information for a Fund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Changing the Status of a Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Changing the View of a Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Sorting the List of Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13
i
Online Giving
User Guide for Church Administrators
Deleting a Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Payment Methods and Contribution Frequencies . . . . . . . . . . . . . . . . . . . . .
Specifying Accepted Payment Methods and Contribution Frequencies . . . . . . . . . .
Discontinuing a Payment Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Promoting Your Online Giving Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Online Giving Welcome Video. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Online Giving Marketing Kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Informing Members About Your Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3-13
3-14
3-14
3-19
3-20
3-20
3-20
3-20
Chapter 4: Assisting and Managing Givers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1
Assisting Your Givers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1
Preventing Online Giving Emails from Going to the Junk or Spam Folder. . . . . . . . . 4-1
Helping a Giver Set Up an Online Giving Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Helping a Giver Recover Forgotten Login Credentials . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Forgotten User ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Forgotten Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Helping a Giver Add a New Gift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
Helping a Giver Make a “Quick Give” Contribution . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8
Helping a Giver Change (Edit) a Gift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Changing a Payment Amount, Frequency, Credit Card Type, or Payment Date . 4-12
Temporarily Stopping (Suspending) Payments for a Gift. . . . . . . . . . . . . . . . . . . . 4-13
Resuming Payments for a Suspended Gift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
Canceling an Active Gift. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
Helping a Giver Change or Delete a Payment Method . . . . . . . . . . . . . . . . . . . . . . . 4-15
Changing a Payment Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15
Deleting a Payment Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-16
Helping a Giver Reinstate a Payment Method for a Failed Transaction . . . . . . . . . . 4-17
Helping a Giver Update an Expiring Credit Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-20
Viewing Your Church’s Online Giver Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-22
About the Givers Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-23
Finding a Giver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24
Creating a Managed Giver Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24
Step 1: Ask Giver to Fill Out a Payment Authorization Form . . . . . . . . . . . . . . . . . . 4-25
Step 2: Set Up an Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25
Step 3: Set Up a Payment Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-26
Step 4: Set Up One or More Gifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-28
Converting a Managed Giver to an Independent Giver . . . . . . . . . . . . . . . . . . . . . . . . . 4-29
Chapter 5: Viewing Online Giving Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1
Viewing Unprocessed Transactions (Open Batches). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1
Viewing Processed Transactions (Settled Batches) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
ii
Contents
Chapter 6: Exporting Contributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Accessing the Export Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Before You Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Verifying Envelope Numbers or Member Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning a Fund Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exporting Contributions Data into CSV Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
6-1
6-1
6-2
6-2
6-3
6-4
Chapter 7: Creating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1
Creating Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1
The Report Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Report Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
ACH Rejection/Correction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Credit Card Expiration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Detail User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Failed Transaction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7
Forecasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7
Giver’s Name and Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7
Giving by Gift Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8
Giving Detail by Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9
Giving Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-10
Individual Giver Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-10
New or Updated Pledge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-11
Open Batch Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-12
Open Pledge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-12
Payment Method Types by Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-13
Pledge Goal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-13
Quick Give User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-14
Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-14
Generating a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-14
Using the Filters to View Select Transaction Data . . . . . . . . . . . . . . . . . . . . . . . . . 7-15
Exporting a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-16
Special Instruction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-17
Suspended/Canceled Giving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-17
Viewing Definitions of Payment Acronyms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-17
iii
Contents
Appendix A: Payment Authorization Form . . . . . . . . . . . . . . . . . . . . . . . . . A-1
Appendix B: Online Giving Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-1
Appendix C: System Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . C-1
Process Gifts to Suspend. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Process Expiring Bank Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managed Email User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Update Fund Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Update Church Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Process Gifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
C-1
C-2
C-2
C-3
C-3
C-4
Appendix D: Enabling JavaScript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D-1
Internet Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Google Chrome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mozilla Firefox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Safari . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
D-1
D-2
D-3
D-4
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
iv
List of Tables
Table
2-1
2-2
2-3
3-1
Page
New User Account Registration Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Church Details Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8
Email Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13
Fund Information Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
v
Online Giving
User Guide for Church Administrators
vi
List of Figures
Figure
2-1
2-2
2-3
2-4
2-5
2-6
2-7
2-8
2-9
2-10
3-1
3-2
3-3
3-4
3-5
3-6
4-1
4-2
4-3
4-4
4-5
4-6
4-7
4-8
4-9
4-10
4-11
4-12
5-1
5-2
6-1
6-2
6-3
6-4
7-1
7-2
7-3
7-4
7-5
7-6
Page
Sample Welcome Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
User Login Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Creating a New User Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
The Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Church Details Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Welcome Message Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10
Previewing Your Site’s Welcome to Online Giving Message . . . . . . . . . . . . 2-10
Manage Contact Us Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11
Church Emails Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13
Add New Email Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
Manage Church Funds Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Adding a New Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Manage Fund Display Order Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Payment Settings Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Acceptable Days for Giving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Quick Give Link on the Church Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18
Forgot your User ID? Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Forgot Your Password? Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Funds Available for Gift Giving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
My Active Online Giving Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Editing a Gift . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Manage My Payment Methods Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15
Manage My Payment Methods Page: Payment Method Error . . . . . . . . . . . 4-17
Reactivate Gifts Window Lists Suspended Gifts . . . . . . . . . . . . . . . . . . . . . . . 4-18
Manage My Payment Methods: Expiring Credit Card . . . . . . . . . . . . . . . . . . 4-20
Givers List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-22
Registration Form for a Managed Giver Account . . . . . . . . . . . . . . . . . . . . . . 4-25
Convert Managed User to Independent Window . . . . . . . . . . . . . . . . . . . . . 4-30
View Current Open Batch Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1
View Settled Batch History Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Export Church Contributions Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1
Fund Details Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Export Contributions Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4
Exporting Contributions to Other Applications . . . . . . . . . . . . . . . . . . . . . . . . 6-5
Online Giving Reports Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1
Report Viewer Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Detail User Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Giving By Gift Type Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8
Giving Detail By Fund Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9
New or Updated Pledge Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-11
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7-7
7-8
Payment Methods By Fund Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-13
List of Reconciliation Report Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-15
viii
Chapter 1
Introduction
Introduction to Online Giving
Online Giving offers you a simple yet powerful way to enable church members to give to their church
and to completely manage their contributions online. Any member with a bank account or a credit
card can use the application to donate electronically to the funds of their choice via their church’s
website. For members who are unable or who prefer not to use the Online Giving application,
church staff can set up and manage online accounts for them. Among the top reasons for using
Online Giving is its ease-of-use and convenience. The application is simple and intuitive, providing a
point-and-click user interface that novice users and experienced computer users alike can learn
quickly and easily. Giving can be done automatically on a user-defined schedule via electronic transfers from a checking account or (if the church permits) automatic payments from a credit card.
The Online Giving system is safe and secure. Givers can be assured that their financial information
will remain protected and private. Key benefits for church members and staff are summarized below.
Advantages for Members
Online Giving is the ideal solution for members who want to use the Internet to manage their personal finances and business. This method of giving costs nothing for members as they are charged no
administrative or operation fees to use the system. In addition, Online Giving is safe and secure. Electronic gifts cannot be lost or stolen, and members can keep their personal information private
because confidential data is directly entered into a secure Online Giving site. The system uses the
most current encryption methods to help safeguard a giver’s privacy.
After creating an account, members can log in to the website and accomplish their charitable objectives in a variety of ways: by making a pledge, a one-time gift, or a recurring contribution. At any
time, members can easily adjust the amount and/or timing of their contributions and cancel a gift at
any time before the date of their next contribution. Contributions are easily made by using a checking account or, if the church permits, a credit card. In addition, there’s no waiting for the mail to
obtain contribution statements and summaries of past donations because these documents are available online at any time.
Online Giving is convenient and donations can be made at any time and from any location. Individuals who have moved away or who are unable to attend church services—even traveling church members and snowbirds—will find the option to give online especially accommodating because electronic
giving can be done 24/7 and from anywhere in the world. The system enables donors to designate
gifts to specific ministries and funds of their choice and to do so anonymously, if desired.
Short videos can be accessed within the application to guide members who need help with a particular task. A user guide, written specifically for members, is also available. The guide explains how to
use the Online Giving application and provides simple instructions on how to set up an account and
begin making contributions.
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User Guide for Church Administrators
Advantages for Church Staff
Online Giving is a self-service, automated giving system that puts members in charge of managing
their own contributions. Compared with traditional methods of giving, it is more cost effective for
the church to use an online giving system. One of the main advantages for church staff is that they
spend less time on administrative tasks—such as counting money, processing paper pledge forms,
hunting down missing checks, and running to the bank to make deposits—and more time engaged
in church ministries and stewardship activities. The system also simplifies record keeping. That is, contribution records are automatically kept in the giver’s online account and, after church staff exports
them, they are stored permanently in the church’s secure database.
Note
Church staff does not need to manually record each contribution in the church’s database.
With a few simple steps, church staff can export online giving records out of Online Giving and
import them into the church’s secure database.
Finally, because members can log in to their own accounts and get contribution statements for their
online giving, the number of end-of-year tax statements that staff must produce and then mail out
to members is significantly reduced.
Advantages for Your Church
Electronic contributions are deposited directly into the church bank account, providing the church
with predictable income that does not need to be counted, recorded, and then taken to the bank.
The system is extremely flexible. It is easy to add a fund or gift request to the Online Giving system,
making it easy to accommodate special appeals, fund drives, and mission collections. And, it is just as
easy to deactivate a fund when its fundraising efforts end or update the information for a fund if
plans for it change.
A singular advantage for the church is that the ease of online giving can result in an increase in
donations. Statistics show that online giving is surpassing older, traditional methods of giving. When
churches move to web-based online donations, they tend to attract more donors and experience an
increase in giving.
System Requirements
Online Giving is available 24/7 and requires no special hardware or software. For church administrators and individual member who use the system, all that is needed is an Internet connection and a
Web browser, such as Microsoft® Internet Explorer 7.0 (or later), Mozilla Firefox 3.0 (or later), Safari
3.0 (or later), or Google Chrome 2.0 (or later).
CAUTION
Cookies and JavaScript must be enabled on your PC, and popup blockers must be disabled. You should also turn off any system security programs or other programs that
can block access (for example, Norton, McAfee, and the Google toolbar). Failure to do
so can cause the application to not function correctly and can prevent you from using
certain features. For instructions on enabling JavaScript, see Appendix D: "Enabling
JavaScript". For instructions on disabling popup blockers, see your brower’s Help.
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Introduction
Contacting Us
1
The Online Giving website provides a 128-bit secure browser connection to process your transactions
and protect your information. Online Giving uses Secure Sockets Layer (SSL) to ensure that all of your
information you enter is encrypted. To verify that SSL is functioning, look for the padlock or key icon
on your browser.
To ensure that no one gains unauthorized access to your account, the Online Giving website uses a
time-out feature to log you off if you are inactive for a specific amount of time. This helps protect
your account if you happen to leave your computer unattended.
Your information is stored on secure servers that are contained behind firewalls and other defense
systems to prevent unauthorized access.
You can also help keep your information secure by observing the following security practices:
•
Never share your password with anyone.
•
Change your password on a regular basis (every 60 days).
•
Log out and close the browser window when you are done.
•
Use anti-virus software that is updated on a regular basis.
Contacting Us
If you have questions about Online Giving or need support while using the application, use any of
the following methods to contact us:
:
ParishSOFT
Church Management Solutions (CMS)
www.parishsoft.com
www.churchmanagementsolutions.com
support@parishsoft.com
(734) 205-1000 (main)
(866) 930-4774 (support)
(734) 205-1011 (fax)
You can also find our contact information by selecting the Contact Us link on the Welcome page (see
Figure 2-1).
About This Guide
This guide documents the administrative tasks involved with setting up and managing an Online Giving system for your church. As the administrator, one of the first tasks is to set up an account for
yourself. You will then complete the basic system setup, which entails putting information about
your church on the website, setting up the funds that members can give to, and specifying the payment methods your church accepts. After completing the basic setup, you will be ready to invite
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Online Giving
User Guide for Church Administrators
church members to use the Online Giving system. To complete the setup process, the recommended
approach is to read and follow the tasks outlined in Chapters 1-4 in the order given.
Undertake the tasks covered in the remaining chapters when the need arises. After you get the system up and running and givers are making contributions, you may need to consult Chapter 5, which
shows you how to view payment information for both pending and processed Online Giving transactions. Chapter 6 describes the Online Giving export feature and steps you through the process of
exporting contributions from Online Giving to other church management applications.
Online Giving provides a number of reports that you can use to manage your church’s online giving
program. The reports include filters that let you create custom reports based on criteria you specify.
Reports are described in Chapter 7.
1-4
Introduction
Video Help
1
The appendixes contain important supplemental information. In particular, Appendix B: "Online Giving Checklist" contains a checklist you can use as a guide to make sure that you do not inadvertently
skip any steps in the process of setting up an Online Giving system for your church.
This guide is designed to help you get your Online Giving system up and running quickly. The guide
uses step-by-step instructions, realistic examples, and illustrations to support your learning of
the application.
Video Help
Your church’s Online Giving website is designed to be easy to use. If you have a question, a short
instructional video may be available. If video help is available for a particular topic, this video link is
displayed on the page:
Simply click the link to view the video.
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Online Giving
User Guide for Church Administrators
1-6
Chapter 2
Getting Started
Introduction
This chapter shows you how to access your Online Giving website and how to set up an administrator’s account. You will then complete the basic setup that entails providing information on your
website about your church, setting up payment methods that your church accepts, and finally establishing the funds that will be available for your members to contribute to.
The information in this chapter assumes that you have signed and returned all agreements and completed the required paperwork. You should have received an email from ParishSOFTThat email
includes an attached letter that contains the URL for your website and your account registration
number and key. We suggest that you have that letter handy because you will need the information
to complete the tasks documented in this chapter.
For your convenience, we have also provided you with an Online Giving Checklist (see Appendix B:
"Online Giving Checklist") to guide you through the process.
Connecting to Your Online Giving Web Site
Your Online Giving application is available from any web browser to users with valid login credentials. The website is secure so you can be certain that your information remains private.
To access the Online Giving application, complete the following:
1. Open a Web browser application.
Note
Online Giving supports the following Web browsers: Microsoft Internet Explorer 8.0 (or later),
Mozilla Firefox 3.0 (or later), or Safari 3.0 (or later) and Google Chrome 2.0 (or later).
2. Enter your church’s Online Giving URL (Internet address) in your browser’s address field.
For example:
Note
Your Online Giving provider will supply you with the URL (Internet address).
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Online Giving
User Guide for Church Administrators
Your website opens to a Welcome page, which is similar to the one shown in Figure 2-1 for St.
Patrick’s Parish (a demonstration website):
Figure 2-1. Sample Welcome Window
3. Add the website to your list of frequently visited sites. For example:
• Firefox users: select Bookmarks > Bookmark this Page
• Internet Explorer users: select Favorites > Add to Favorites.
TIP: Ask your church’s webmaster to place a link to Online Giving on your church’s Home
page so that members can easily connect to the site.
Logging In
In the Welcome window, log in under the Existing User Login section:
Figure 2-2. User Login Section
2-2
Getting Started
Connecting to Your Online Giving Web Site
2
Do one of the following:
•
If you already have a login, enter your User ID and Password. Then, click
.
The Home page is displayed (see Figure 2-4).
For information about the Home page, see “Understanding the Home Page” on page 2-6.
•
If you do not have a login, see “Creating an Account”, which follows for details.
Creating an Account
Note
The Welcome window has a link to a short video that walks you through the process of creating a
new account. If you want to view the video help, click this link:
.
To create a new account for yourself or another administrator within your church, follow these steps:
1. On the Welcome page (Figure 2-1), click the Create New Account or Sign up for
a New Account link.
The New User Account Registration window is displayed:
Figure 2-3. Creating a New User Account
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Online Giving
User Guide for Church Administrators
2. Complete the fields at the top of the form. See “Required Information for a New Account”,
which follows, for descriptions of the fields.
3. At the bottom of the form, in the Enter the code as shown box, type the verification code that
you see in the box to the left.
Note
The verification code helps to deter automated spam and enhance security against unauthorized account
access. You are prompted to enter a verification code on any page in the application that requires you to
supply personal information or change credit card or bank account information. After you enter the code
correctly, the application allows you to continue.
If you have difficulty reading the code shown, click the Show another code link. The application displays
a new code for you.
4. When done, click
.
After we validate the request, we will send the account holder an email. To complete the process, the account holder needs to follow the instructions in the email to log in to the church’s
Online Giving website.
Note
To go to the Online Giving website, the account holder can click the link in the email or copy
the entire URL and paste it into the Web browser’s address field.
Required Information for a New Account
Table 2-1 provides descriptions of the fields on the New User Account Registration window (shown
in Figure 2-3). The asterisk (*) indicates required information.
Table 2-1: New User Account Registration Fields
Login Information
User ID*
Required. Case Sensitive. Your User ID must contain no fewer than 6
and no more than 35 characters.You can use any combination of
upper- and lowercase letters, any numbers, and any of the following
special keyboard characters: the ampersand (&), exclamation point
(!), asterisk (*), the “at” (@) symbol, and the period (.). If you want,
you can use your email address as your User ID, For example,
dmiller@parishsoft.com.
Password*
Required. Case Sensitive. Your password must contain no fewer than
8 and no more than 16 characters. You can use any combination of
upper- and lowercase letters, any numbers, and any of the following
special keyboard characters: the ampersand (&), exclamation point
(!), asterisk (*), the “at” (@) symbol, and the period (.).
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Getting Started
Connecting to Your Online Giving Web Site
2
Table 2-1: New User Account Registration Fields
Login Information
Confirm Password*
Required. Case Sensitive. Enter your Password exactly as you did in
the Password field.
Registration Code
The Registration Code provides administrator-level access to church
staff members. Your Online Giving provider will give you this number.
Personal Information
First Name*/Last Name*
Required.
Email Address*
Enter your complete email address. The Online Giving system restricts
users to one account per email address. Multiple accounts with the
same email address are not permitted.
Phone
Recommended but not required.
Address Information
Address 1*
City/State* and Zip*
Required
Address 2
Optional.
Adding the Online Giving Email Address to Your Contacts List
We recommend that you add the Online Giving email address to your contacts list to prevent the
junk email filter from deleting or automatically directing email from Online Giving to your junk or
spam folder. The Online Giving email address is OG@parishsoft.com.
It is a good idea to check whether any Online Giving emails are already sitting in your junk or spam
folder. If you find any, the process for getting them out of the folder is easy but depends on your
email application. Follow the application’s Help instructions. In most applications, right-clicking the
email message and then selecting an option to add the sender to the “safe list” removes the email
from the junk folder and places it in your Inbox. Any future emails from the email address of the
sender are then sent directly to your Inbox.
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Online Giving
User Guide for Church Administrators
Understanding the Home Page
After you log in to your account, the Online Giving Home page for your church is displayed. The features on your Home page are identified in the following figure and described in more detail in the
later sections of this guide.
Your administrative
Home page provides
links to pages that let
you manage your site.
Link to this
Users Guide
Church name and logo or
banner with the name of
your church.
Displays the name of
the logged in person.
Exits the
Home page.
Provides an at-aglance view of
the total number
of accounts and a
breakout of the
number of
accounts in each
category of giver.
Lets you view
and edit your personal information.
Displays your
site’s Home page
as church members
see it.
Displays giving statistics for your church
and user statistics for your site.
Keeps you apprised of the
latest updates.
Figure 2-4. The Home Page
2-6
Getting Started
Putting Your Church’s Information on Your Home Page
2
Putting Your Church’s Information on Your Home Page
This section shows you how to enter information about your church exactly as you want it to appear
on your website. This information includes the name of your church, the mailing address, and telephone number. The information that you supply is displayed on your church’s Home page.
You can also put your church logo or a banner on your church’s Home page. The logo or banner is
located at the top of each page of a website. It should include the name of your church and fit the
overall design of the website. The logo or banner should make a good first impression because it is
one of the first things visitors see when they arrive at your church’s website. Requirements for the
file that contains your church logo or banner file are given in Table 2-2.
You can return to this procedure at any time in the future to update your church’s information,
should any of the details you initially provide change.
1. On the Home page, click the Church Details link:
The Church Details window (Figure 2-5) is displayed:
If you have a church
logo or web banner,
select the file to put a
church logo or banner on
your church website.
Use the vertical
scroll bar to view
additional content.
Figure 2-5. Church Details Window
2. Enter information about your church in the fields in this window. See Table 2-2 for descriptions
of the fields.
3. When done, click
to publish the information to your website.
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Fields in the Church Details Window
Table 2-2 describes the fields in the Church Details window. An asterisk (*) identifies required information. Use the vertical scroll bar to view all of the information in this window.
Table 2-2: Church Details Fields
Field
Description
Church Name*
Required. The text you enter in this field is displayed in the banner at
the top of every page on your website. This field is populated for you
during the initial setup of your website.
Church Logo/Banner
Choose Logo or Banner. The logo is a graphic emblem that represents
your church. If you choose the Logo option, the graphic you upload is
displayed at the top of the web page to the right of the name that
you specify for Church Name (see the previous entry in this table).
The banner, on the other hand, is a header that extends across the
width of the web page. If you choose the Banner option, the graphic
you upload should include your church’s name because the name you
specify for Church Name (see previous entry in this table) is not used.
The banner replaces the Church Name and logo.
The logo or banner file must be a .gif,.bmp, or .png file and be
smaller than 0.5 MB. For best fit, the dimensions of the banner should
be approximately 90 x 715 pixels.
To place the logo or banner on your Home page, click
.
Navigate to the location of the file on your computer and then select
the file. Click
. Click the Preview link to view the logo or banner before you save it.
To remove the logo or banner from the website, click the Delete link.
Click
to confirm the deletion.
Church Email*
Required. Enter the full email address to be used by givers who want
to make inquiries from your website.
Church Phone*
Provide the phone number for your church office.
Managed Email Address*
Required. Enter the full email address for the individual who manages the accounts of givers who do not have Web access. The email
address you supply is the email address that is used for all managed
giver accounts.
To supply the email address, click the Edit link. Supply a new email
address. After you save the new email address, the Managed Email
Address field is updated.
2-8
Getting Started
Creating a Welcome Message
2
Table 2-2: Church Details Fields (Continued)
Field
Church Address
Address 1*
City *
State/ Zip*
Address 2
Church Merchant
Virtual Terminal ID # *
Description
Required.
These fields are populated for you during the initial setup
of your website.
Optional.
Required.
Enter the Virtual Terminal ID# that you received in the New Merchant
Information email from your Sage provider.
M_Key Number *
Required.
Enter the M_Key Number that you received in the New Merchant
Information email from your Sage provider.
Footer Text
You can use this field to enter the copyright information for your
church. The text in this field displays at the bottom of every web
page on your site for both administrators and givers.
Creating a Welcome Message
All visitors to your Online Giving website see your Welcome page. We provide a default Welcome
page for your website, but you should customize this page with a personal welcome message written
especially for your church members.
1. On the Home page, click the Welcome Message link:
The Welcome Message window (Figure 2-6) is displayed.
2. Type your church’s welcome message in the space provided.
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The message is limited to 550 characters. You can use plain text or HTML coding.
TIP: Consider using this space to thank members for participating in your church’s Online
Giving program.
Figure 2-6. Welcome Message Window
3. Click
to publish the message to your site.
4. To preview your message, go to your Home page (Figure 2-4). Click the Preview Site link at the
top of the page.
As shown in Figure 2-7, you can view the message that your church members will see:
Your message to
givers is displayed on
the Welcome page.
Figure 2-7. Previewing Your Site’s Welcome to Online Giving Message
2-10
Getting Started
Providing Contact Information on Your Website
2
Providing Contact Information on Your Website
You can provide contact information for givers that appears on your church’s Contact Us page. Your
members will see the text that you type when they visit your Online Giving website and click the
Contact Us link.
Contact information is not required, but it is highly recommended that you provide such information
as a convenience to your church members.
1. Select the Contact Us Page link:
2. On the Contact Us Page (Figure 2-8), type the information that you want to appear on your
church’s Contact Us page.
Type your contact
statement in the
space provided.
Figure 2-8. Manage Contact Us Window
3. Click
to publish the information to your site.
4. To preview your message, go to your Home page (Figure 2-4). Click the Preview Site link at the
top of the page. Then, click the Contact Us link.
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The contact information that your church members will see is displayed:
Your Contact Us statement
appears here.
Putting a Link to Online Giving on Your Church’s Website
To enable church members and staff to connect to Online Giving, you need to put a link to Online
Giving on your church’s website. Use the URL (Internet address) that is included in the Online Giving
Instruction email you received from ParishSOFT. This link enables church members and staff to connect to Online Giving directly from your church’s website.
Contact the person who is responsible for your church’s website, give the person the URL, and ask
that the link to Online Giving be placed on your church’s website. If you are currently using ParishSOFT Web Solutions as your website, call ParishSOFT support for assistance. See “Contacting Us” on
page 1-3 for the number to call.
Customizing the Content of the Email Templates
Online Giving automatically generates notification emails in response to key circumstances, such as
when a giver’s credit card is due to expire or when a gift payment is received. The application
includes an email template for each specific circumstance. You can easily edit the templates with
your own text to create the right content for your givers. It is a good idea to create your text in
advance so that, when the situation arises, email is ready to be sent.
2-12
Getting Started
Customizing the Content of the Email Templates
2
Table 2-3 lists the templates whose content you can modify to fit your organization’s needs. To view
the contents of these emails, see Appendix C.
Table 2-3: Email Templates
Name of Template
Circumstance
ProcessGiftsTo Suspend
Online gifts to a fund have been suspended
ProcessExpiringBankCards
A giver’s bank card is nearing its expiration date
ManagedEmailUser
A giver’s Online Giving account has changed so that the
giver can now manage it independently
UpdateFundStatus
A deactivated church fund is no longer accepting donations
UpdateChurchStatus
The church has discontinued the Online Giving program
ProcessGifts
A giver’s payment has been received and is being processed
To customize the content of the email template:
1. On the Home page, select the Church Emails link:
The Church Emails window (Figure 2-9) is displayed. The templates are listed in the left column:
Figure 2-9. Church Emails Window
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User Guide for Church Administrators
2. Click the link for template that you want to edit.
For example, to edit the template for the email that informs users that a received payment is
being processed, click the ProcessGifts link.
The Add New Email window for ProcessGifts (Figure 2-10) is displayed:
Name of email
Email subject
Add the text of your
message here
Figure 2-10. Add New Email Window
3. Type the text of your email message in the Added Message box.
4. Click
to save the message.
The system stores the message and then automatically sends the email to users when the situation arises.
Logging Out of Your Account
As a security measure, you should always log out and close your browser after you finish accessing
your Online Giving account.
To log out of your account:
1. Click the Sign Out link. This link appears in the upper right corner of any page.
Your church’s Welcome page (Figure 2-1) is displayed.
2. Close your browser. To do this, click
.
Recovering Forgotten Login Credentials
If you or a church member cannot remember your User ID or password, follow the instructions under
“Helping a Giver Recover Forgotten Login Credentials” on page 4-4.
2-14
Chapter 3
Managing Funds and
Payment Options
Introduction
This chapter shows you how to create and manage your organization’s funds for Online Giving. You
will also learn how to set up payment methods to process donor gifts to your funds. This chapter also
shows you how to delete a fund or make changes to it, including how to change its name or description and how to change its access from public to private.
Understanding the Life Cycle of a Fund
As an administrator, it is important to understand the life cycle of an Online Giving fund because
where a particular fund is in that cycle determines how you manage the fund. The life cycle of an In
general, an Online Giving fund goes through four main phases:
•
Creation
•
Active Giving (public)
•
Active Giving (private)
•
Exit
Creation Phase
The Creation phase is the shortest phase in the fund’s life cycle. With planning and forethought, it
can take less than a half hour to create a fund. In the Creation phase, you add the fund to your
Online Giving system, give it a descriptive name, and set it up to receive and process gifts
from donors.
We recommend that when you create a fund, you leave its status set to Active (the default) but
change the view to Private. This approach enables you to get the new fund set up correctly while
keeping your work hidden (private) from givers. If the fund has managed givers, after setting it up
you can still make donations and manage their giving even though the fund is private. Keep the
fund view set to Private until you are ready go live and publicly launch the fund.
For instructions on adding a fund, see “Adding a New Fund” on page 3-4.
Active Giving Phase (Public)
The Active Giving or public phase begins on the specified start date. The fund goes live and is publicly available. Givers have immediate visibility and accessibility to the fund. During this phase, the
fund accepts gifts in accordance with the payment settings and methods specified in the setup. If you
have managed givers, administrators can continue to put in and manage their gifts to the fund. This
phase is characterized by public interest in the fund. Donors remain actively involved in supporting it
with recurring gifts, contributions, and various types of pledges.
For instructions on making a fund public, see “Changing the View of a Fund” on page 3-12.
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Online Giving
User Guide for Church Administrators
Giving Phase (Private)
At some point in a public fund’s life cycle, you may determine that you no longer want it visible for
donors to create new gifts. The fund may be aging and experiencing a decline in donor contributions. It may be part of a closing campaign or simply no longer needed.
While the application enables you to delete a fund, we strongly recommend against deleting a fund
that has experienced any type of activity. In fact, the system does not allow you to delete a fund that
has any active or inactive gifts allocated to it. If the fund is becoming obsolete, we recommend that
you remove it from public access as a first step toward total retirement.
The View option in the software enables you to remove a fund from public view by simply changing
the setting from public to private. After the fund is made private, givers can no longer see it on the
donor site, which prevents the fund from receiving future contributions. The fund continues to process active gifts and payments against pledges, and if it has managed givers, the fund administrator
can still privately put in managed gifts.
For instructions on making a fund private, see “Changing the View of a Fund” on page 3-12.
Exit Phase
The exit phase is the final phase in a fund’s life cycle. Either the fund’s financial goals have been
achieved, or donor commitment to the fund has declined so that it is no longer financially viable.
This phase is typically entered into some time during year after the fund is made private to allow
existing gifts to run out.
At this point. you are ready to take action to retire the fund and allow existing gifts to the fund to
run out. Once again, we do not recommend deleting a fund. The software provides a feature that
enables you to inactivate the fund. After a fund is made inactive, all activity ceases immediately, and
the fund can no longer accept gifts and payments even from managed givers. The fund quietly runs
out of gifts and expires.
The decision to inactivate a fund should not be made lightly. Active contributions to the fund are no
longer processed. If you decide later to activate the fund, it takes significant time and effort to
restore any active gifts associated with it.
For instructions on making a fund inactive, see “Changing the Status of a Fund” on page 3-11.
3-2
Managing Funds and Payment Options
Displaying Your Church’s Online Giving Funds
3
Displaying Your Church’s Online Giving Funds
The Manage Church Funds page lists all of the funds in your Online Giving system. To display this
page, click the Funds link on the Home page:
The Manage Church Funds page (Figure 3-1) is displayed, for example:
Note
If this is the first time you are using the Online Giving application, you will see no funds on
the page.
Figure 3-1. Manage Church Funds Page
You can perform a variety of tasks (see the referenced pages for details):
•
Add a fund (see page 3-4).
•
Change display order of funds on the giver site (see page 3-9).
•
Edit the information for a fund (see page 3-9).
•
Change a fund’s status (see page 3-11).
•
Change the view from public to private (see page 3-12)
•
Sort the list of funds (see page 3-13).
•
Delete a fund (see page 3-13).
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Online Giving
User Guide for Church Administrators
Adding a New Fund
Note
Before adding a fund, we recommend that you read the information under “Understanding
the Life Cycle of a Fund” on page 3-1.
1. At the top of the Manage Church Funds page, click Add New Fund link.
The Add New Fund window is displayed:
Figure 3-2. Adding a New Fund
See Table 3-1 for field descriptions. An asterisk (*) indicates required information.
2. Leave the fund’s status set to Active.
3. Set the View option for the fund. This option controls who can see the fund.
•
If you want the fund to be immediately viewable by all givers, leave the View option set
to Public.
Note
We recommend that you change the View option to Private even for a fund that you intend to make
public. When you are ready to publicly launch the fund, you can edit the fund and change the option
to Public.If you want the fund to remain private, which means that only administrators can see and
access the fund, change the setting to Private.Note
The Private setting is available only if your organization requested that the
Managed Givers functionality be turned on, thereby enabling you to register
managed givers.
3-4
Managing Funds and Payment Options
Adding a New Fund
3
4. Enter the Fund Name, Fund # (optional), and a Description.
Note
The text you provide for the Description is seen by givers when they view the list of
available funds. Givers see this icon next to the name of the fund:
. If the giver
places the mouse pointer over the icon, the text of your description is displayed.
5. Set the Date Range (optional).
6. Select the Gift Types associated with the fund.
7. Do one of the following:
•
If the fund does not accept OBO (on behalf of) contributions, uncheck the
On Behalf Of box.
•
If the fund accepts OBO contributions, complete these steps:
a. Leave the On Behalf Of box checked.
b. Select Allow to permit givers to make OBO contributions or Require to require OBO
contributions only.
Note
If you select the Require option, givers do not see an OBO option when they
give a new gift. They do see the default OBO text or custom text you supply
(see Step c).
c.
If you want to supply your own OBO text description, check the Custom OBO Text box
and then type your description. If you want to use the default OBO text, leave the
Custom OBO Text box unchecked. Your givers will see this text for this fund when they
give a new gift.If contributions to the fund are tax deductible, leave the Tax Deductible
box checked.
8. Do one of the following:
•
Click
to add the fund.
The fund you added is now displayed in the Manage Church Funds window.
•
Click
to exit the window without saving changes.
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Online Giving
User Guide for Church Administrators
Fund Information Fields
Table 3-1describes the fields in the Add a New Fund window. Required fields are identified by
an asterisk (*).
Table 3-1: Fund Information Fields
Field
Status*
Description
Active: defaults to Active for new funds. Active funds are available to
church members who use your Online Giving website.
Inactive: an inactive fund remains in your system but is not available
for member contributions from your website. Change this setting to
Inactive, if needed, during new fund setup. After a fund is added, its
status can be changed to Active.
View
Public: defaults to Public for new funds. Public funds can be seen by
all church members who use your Online Giving website.
Private: a private fund does not appear in the list of “Give a Gift”
funds; therefore, it cannot be seen by givers. Only administrators can
view a private fund and select it to enter contributions from managed givers.
Private funds can be used for a variety purposes, including payments”
for special events, such as auctions, and early gifts to special campaigns that are not announced to the public.
Fund Name*
Required. Enter the fund name as used in your chart of accounts.
Fund #
Optional. If you export contributions, the Fund # may be required by
the application you are exporting to. See Chapter 6 for details.
Description*
Required. Enter a description of the fund. The description will be displayed next to the name of the fund on your Online Giving website.
Date Range
Use this field to schedule a time period during which contributions
are accepted. The starting date is the date when the fund is available
to church members using your site. If you set an end date, the status
of the fund changes to “Inactive” on that date, and the fund can no
longer receive contributions.
Clear Range
Clears the time period specified for Date Range.
3-6
Managing Funds and Payment Options
Adding a New Fund
3
Table 3-1: Fund Information Fields (Continued)
Field
Gift Types*
Description
Required. The gift types you select determine whether members have
the option to set up a recurring contribution (regular offering), a
pledge, or a one-time gift. You can require a pledge and specify a
pledge goal. For any fund, you can select more than one
Gift Type option:
Following are descriptions of the Gift Type options:
•
Recurring (regular offering)
Members can set up recurring electronic contributions to
the selected fund. Members specify the amount, payment
frequency (administered by your church), starting date, and
payment account.
•
Pledge
Members can set up their own pledge amount and payment
schedule to the selected fund. Members specify the amount, payment frequency (administered by your church), starting date,
down payment, and payment account for both the scheduled
pledge payments and the down payment—multiple payment
accounts are permitted.
If the fund has a Gift Type of Pledge Required, Pledge is the only
Gift Type option available to members for the selected fund.
•
One Time
Members can schedule a one-time electronic contribution from
the payment account of their choice to the selected fund. They
can also specify the payment date for a gift. The One Time gift
option also provides a Special Instructions field where members
can write a note to accompany a gift. For example, a member
might include a special note if the gift is in memory of someone,
for a second collection, or for payment of a special fee.
3-7
Online Giving
User Guide for Church Administrators
Table 3-1: Fund Information Fields (Continued)
Field
Gift Types*
(continued)
Description
•
Quick Give
Givers can make a quick, one-time contribution to the fund without having to create a user account to make a donation. They
simply click the Quick Give link on your church’s Home page and
follow the steps to contribute to the fund of their choice. Note
that this option is only available if you have the Quick Give feature enabled for your church’s website (see “Setting Up Payment
Methods and Contribution Frequencies” on page 3-14
for details).
•
Pledge Required
This field cannot be selected unless the Pledge box is checked. If
the Pledge Required box is checked, the Regular Offering and
One Time gift options are not available for members setting up
Online Giving contributions to the selected fund. Members are
required to set up a pledge for their Online Giving to this fund.
•
Pledge Goal
Set the dollar amount of your pledge goal in this field. Members
do not see the pledge goal during setup of their Online Giving.
•
Tax Deductible
This option is checked by default. If the fund is not tax deductible, select the box to uncheck the option. You are prompted to
confirm that the fund is not tax deductible.
3-8
Managing Funds and Payment Options
Changing the Display Order of Funds on the Giver Site
3
Changing the Display Order of Funds on the Giver Site
On the giver site, givers select the funds they want to contribute to on the Give a New Gift page.
You can modify the order in which funds appear to givers on this page by completing the following:
1. Click the Funds link:
The Manage Church Funds page Figure 3-1 is displayed.
2. Click the Manage Fund Display Order link to open the Manage Fund Display Order window (Figure 3-3 to view a list of your organization’s funds. For example:
Figure 3-3. Manage Fund Display Order Window
The list order matches the order in which the funds are currently shown on the donor site. Reordering the list changes the order in which funds appear to your donors.
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Online Giving
User Guide for Church Administrators
3. To change the order, position your mouse on the name of the fund that you want to move.
A double-arrow cursor appears to let you know that the fund is selected:
4. Drag the selected fund up or down the list. When the fund is in the desired position in the list,
release the mouse button.
5. Repeat Step 4 until the funds are in the desired order.
6. Click
to save your changes.
The order in which givers see the funds on the Give a New Gift page now matches your list.
3-10
Managing Funds and Payment Options
Editing the Information for a Fund
3
Editing the Information for a Fund
To edit the information for a fund, complete the following steps.
1. Click the Funds link.
2. Click the name of the fund.
The fund’s details are displayed. For a description of the fields, see Table 3-1 on page 3-6.
3. Edit the fund details as necessary.
4. Click
to save and publish the changes to your Online Giving website.
Each fund details window displays its history, including the date and time the fund was added
and the date and time when the fund details were last updated.
Changing the Status of a Fund
This procedure shows you how to change a fund’s status from active to inactive, or vice versa. We recommend that you first read “Exit Phase” on page 3-2 to understand the effect of inactivating a fund.
CAUTION
Setting a fund’s status to inactive cancels all active giving to the fund. Active contributions to the fund are no longer processed and cannot be restored if the fund is
later activated.
1. On the Manage Church Funds page (Figure 3-1), select Active or Inactive from the Fund
Status list:
You are prompted to confirm the change.
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Online Giving
User Guide for Church Administrators
2. Do one of the following:
•
Click
to change the fund’s status. If you are changing the status to inactive, leave
the Yes box checked if you want to send an email automatic notification to members to
inform them that the fund is no longer accepting gifts.
Note
You can still export data from a fund that is set to “inactive”. See Chapter 6 for information
on exporting contribution data.
•
Click
to exit without changing the status of the fund.
Changing the View of a Fund
This procedure shows you how to change the view of a fund from public to private, or vice versa.
•
If a fund’s view is set to Public, all givers can see it and create gifts for the fund.
•
If a fund’s view is set to Private, givers cannot see the fund listed on the donor site, which prevents the fund from receiving future contributions. The fund can process active gifts and payments against pledges, and if it has managed givers, the fund administrator can privately put in
managed gifts
1. On the Manage Church Funds page (Figure 3-1), select Public or Private for the
Fund View setting:
You are prompted to confirm the change.
2. Click
3-12
to save the change or
to exit without saving the change.
Managing Funds and Payment Options
Sorting the List of Funds
3
Sorting the List of Funds
On the Manage Church Funds page, you can sort the list of funds by any column heading in the list
view, such as the creation date or fund name. Simply click the desired column heading to sort the list
by it. A directional arrow appears on the heading to identify the column selected and the direction
of the sort (ascending or descending):
Click a column
header to sort the
funds list on the
column’s data. The
arrow indicates the
direction of the sort
as ascending or
descending.
To switch between ascending and descending sort order, click the column heading.
Deleting a Fund
If you mistakenly create a fund or set one up incorrectly, you can quickly and easily remedy the mistake by deleting it from the system. The procedure below shows you how.
However, if the fund you want to delete has current or historical transaction activity, be aware of the
following
•
You cannot delete a fund if there are current gifts or pledges associated with it.
•
You cannot delete a fund if the fund has any inactive or suspended gifts allocated to it.
We recommend against deleting a fund that has experienced any type of activity. If the fund is no
longer being used or if you want to retire it from use, consider these options, which are
better alternatives:
Note
These options are referenced under “Understanding the Life Cycle of a Fund” on page 3-1.
To help you determine which option is best, we recommend that you re-read that section.
•
Change the fund’s status to inactive. See “Changing the Status of a Fund” on page 3-11.
•
Make the fund private. See “Changing the View of a Fund” on page 3-12.
•
Move the fund to the bottom of the Funds list. See “Changing the Display Order of Funds on the
Giver Site” on page 3-9.
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Online Giving
User Guide for Church Administrators
If, after careful consideration, you still need to delete a fund, follow these steps:
1. On the Manage Church Funds page (Figure 3-1), click the Delete link for the fund.
You are prompted to confirm that you want to delete the fund.
2. Click
to confirm.
The system checks to verify that the fund can be deleted.
•
If the fund can be deleted, the system removes it. The fund no longer appears in any lists.
•
If the fund cannot be deleted, the system displays a message to inform you that the fund
is being used.
3. Click
.
Setting Up Payment Methods and Contribution Frequencies
This section shows you how to set up payment methods and contribution frequencies for your members and how to discontinue a payment method that you are currently using. Your church can choose
to accept payments from a member’s bank account, a credit card, or both.
If your church chooses to accept the American Express or Discover card, you assume responsibility for
verifying that your Merchant account is set up correctly with American Express and/or Discover. If
your church is not cleared to process transactions for American Express and/or Discover cards, member transactions will fail, and your church may be charged fees. A warning is displayed to inform you
that you should verify that your account is set up to accept such transactions:
Specifying Accepted Payment Methods and Contribution Frequencies
1. On the Home page, click the Payment Settings link:
The Payment Settings window (Figure 3-4) is displayed. Any dimmed or shaded options cannot
be selected. These options are already in use in member accounts and cannot be changed to prevent disruption of Online Giving transactions for your church and members.
3-14
Managing Funds and Payment Options
Setting Up Payment Methods and Contribution Frequencies
3
2. Check the payment methods that your church accepts. Bank Accounts and Visa/MasterCard are
selected by default. Clear the checkboxes for the payment methods your church does not accept.
If your church also accepts one or
more of these credit cards, check
the appropriate boxes.
These payment types are selected
by default. Clear the checkbox for a
payment type that your church does
not accept.
Figure 3-4. Payment Settings Window
When your givers log in and choose a method of payment for their gifts, they see only those
options you select in this window.
If your church accepts credit cards, givers see only the icons for the credit cards the church allows
them to use. Therefore, if you check the Credit Cards (Visa/MasterCard) box, members see these
icons and know that these are accepted cards:
If you check Accept Discover Card and/or Accept American Express, givers know those cards are
also accepted. For example:
3. Check to select the Contribution Frequencies that you want to offer your members. Options
include: Weekly, Monthly, Bi-Annually (twice a year), Yearly, and Quarterly.
Note
Give considerable thought to your Contribution Frequencies selection.You cannot deselect a contribution frequency after it is selected by a giver.
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Online Giving
User Guide for Church Administrators
Members see only the Contribution Frequency options that you select when they give a gift or
view their active Online Giving.
The following illustration shows you the relationship between what you specify as a contribution
frequency and what givers see when they give a new gift or view their active online giving. In
this example, two Frequency options, Monthly and Yearly, are available for selection because
they are selected as contribution frequencies for the gift.
As shown in the Frequency
list, the only Frequency
options your givers can select
when they give a gift are the
ones you specify for Contribution Details.
4. Under Accepted Days for Giving, select the days on which giving can occur. Leave all boxes
unchecked to enable giving on all days of the week.
5. Click and drag the vertical scroll bar down to view the remaining payment settings at the bottom
the window.
6. You can limit the days of the month when your church accepts gifts to all of its funds. To do this,
check the box for each day giving is allowed.
3-16
Managing Funds and Payment Options
Setting Up Payment Methods and Contribution Frequencies
3
For example, if your church accepts gifts only on the 2nd and 20th of each month, check the 2 and
20 boxes, as shown in the following illustration:
Check the box for each day
of the month that your
church accepts gifts.
If gifts are accepted on all
days of the month, do not
check any of the boxes.
Figure 3-5. Acceptable Days for Giving
Two remaining options complete the Payment Settings setup:
•
Enable Quick Give
Quick Give is a feature that enables visitors to your site to contribute without having to set
up an account. The process is simple and straightforward. A visitor simply clicks the Quick
Give link on your church’s Home page and follows a few simple steps to contribute to the
fund of his or her choice. The gift is processed immediately, and like other online contributions, a confirmation email is sent to the giver to acknowledge its receipt.
Enable Quick Give is a globally specified option, which means that it applies to all of your
church funds.
o If you leave this option checked (the default), visitors to your church’s Online Giving
site can make a quick, one-time donation to any of the funds set up to accept the special “quick give” method of contributing.
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Online Giving
User Guide for Church Administrators
If the option is enabled, a link appears on your church’s Home page, as shown in Figure 3-6.
If the Quick Give option
is set to On, visitors to
your site can click the
here link to make a
“Quick Give” contribution to any fund that you
set up to allow this type
of contribution.
Figure 3-6. Quick Give Link on the Church Home Page
o If you uncheck this option, the “quick give” feature is disabled for all funds. The Quick
Give section shown in Figure 3-6 is hidden from visitors to your church’s website.
•
Enable Three Dollar Offset
If you leave this option checked (the default), givers who pay by credit card can give an extra
gift of $3.00 to all funds to offset credit card fees.
7. If you uncheck the option, an extra $3.00 gift to offset credit card fees is not accepted.Do the
following:
•
If your church does not allow Quick Give contributions, uncheck Enable Quick Give.
•
If your church does not allow givers to give an extra gift of $3.00 to offset credit card fees,
uncheck the Enable Three Dollar Offset box.
8. If you enabled the Quick Give option, to complete the setup, you need to specify exactly which
church funds accept Quick Give contributions:
•
If you are adding a new fund, you can specify Quick Give as a gift type when you set up
the fund. See “Adding a New Fund” on page 3-4.
•
If you want to add Quick Give as a gift type option for already existing funds, you need to
edit the fund (see “Editing the Information for a Fund” on page 3-11). Select the Quick
Give option as a gift type for each fund that can accept this type of donation.
9. Click
3-18
to publish the changes to your Online Giving website.
Managing Funds and Payment Options
Setting Up Payment Methods and Contribution Frequencies
3
Discontinuing a Payment Method
You can discontinue a payment method (for example, a credit card) that is currently being used. Follow these steps:
1. Click the Payments Settings link:
2. Uncheck the box to the left of the payment method you no longer want to use. For example, to
discontinue credit cards as a payment, click (to clear) the Credit Cards option:
Click inside the box
to clear the option
A message is displayed to let you know the number of givers currently using the payment
method you selected and the names of the funds affected.
You are prompted to confirm your decision.
3. Do one of the following:
•
Click
. Then click
to confirm the change.
All information pertaining to the discontinued payment method (for example, the giver’s
credit card account number) is removed from the database. In addition, an email is automatically sent to notify givers who are currently using the payment method that all giving made
using this method is suspended. In that email, they are instructed to change their
payment method.
•
Click
to exit without saving changes.
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Online Giving
User Guide for Church Administrators
Promoting Your Online Giving Website
After you add your church’s information and establish your funds and payment methods, your website is ready for members to use. You need to inform your members of your website’s availability and
encourage them to use it. Your Online Giving provider offers these free materials to help you launch
a successful Online Giving program:
•
Online Giving Welcome Video
•
Online Giving Marketing Kit.
Online Giving Welcome Video
The Online Giving Welcome Video, entitled Online Giving: A Brief Overview for Members, explains
the many advantages of using Online Giving and provides high-level instructions for creating a personal account, setting up a payment method and payment frequency, and paying for
a contribution.
You might consider playing the video during your Online Giving information sessions or as part of
your announcement of the program. You can also add a link to the video from your church’s website—ideally from the same page as your Online Giving link.
You can find the Online Giving: A Brief Overview for Church Members video on our YouTube channel
at: http://www.youtube.com/parishsoft#p/a/u/0/E0qMjL6LFH4. Click the Videos link.
Note
To view the video in a separate browser window, copy the link. Then, open a new browser
window and paste the link into the address field.
Online Giving Marketing Kit
As part of services, we also offer the Online Giving Marketing Kit. This kit contains ready-to-use
materials, including announcements, reusable offertory cards, and promotional ideas, to help your
staff promote Online Giving to your church. You can download the kit from http://www.parishsoft.com/support/Documentation/marketing-kit.doc and use and edit the materials as you like. Alternatively, you can purchase posters and other printed materials directly from Our Sunday Visitor by
calling 800-348-2130.
Informing Members About Your Website
To get your members started, we suggest you email them a short announcement about the Online
Giving service. In your email, include a link or the address to the site that members can copy and
paste into their browser’s address line.
Instruct members to begin the online giving process by clicking the Create New Account link on the
Welcome page (Figure 2-1 on page 2-2).
The site is intuitive and user friendly, so members can navigate around it easily to set up their own
personal giving. Let your members know about the Welcome Video and about the User Guide, which
is available for download (printable PDF) from the website. The guide explains how to use the
Online Giving application and provides simple instructions on how to set up an account and begin
making contributions.
3-20
Chapter 4
Assisting and Managing Givers
Introduction
As the administrator, you may be called upon to assist members with various tasks, such as helping
them set up an Online Giving account or recover a forgotten password or user ID. Some of your
church members may even want you to set up and manage their online giving. This chapter covers
some of the common tasks you may be expected to perform for givers.
Assisting Your Givers
This section contains step-by-step instructions for common tasks online givers often seek administrative help to perform. The instructions and illustrations walk you through the process from the giver’s
point of view so you can provide faster support because you are viewing exactly what the giver sees.
You can also refer your givers to the Online Giving User Guide for Donors. The following tasks and
procedures are also documented in that guide, which is written especially for members.
Preventing Online Giving Emails from Going to the Junk or Spam Folder
If a giver is not receiving email notices from Online Giving, it may be because these emails messages
are being directed to a junk or spam folder.
A giver should add the Online Giving email address to his or her contacts list to prevent the junk
email filter from deleting or automatically directing Online Giving emails to the junk or spam folder.
The Online Giving email address is OG@parishsoft.com.
Ask your giver to check the junk or spam folder to see if any Online Giving emails are already sitting
there. If any are found, the procedure for removal is simple but varies depending on which email
application the giver is using. In most applications, right-clicking the email message and then selecting an option to add the sender to the “safe list” removes the email from the junk folder and places
it in the Inbox. Any future emails from the email address of the sender are then sent directly to
the giver’s Inbox.
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Helping a Giver Set Up an Online Giving Account
Givers use the same interface as you do to set up an Online Giving account. You can refer to the following procedure if you need to assist them with this task.
Note
This procedure is also documented in the Online Giving User Guide for Donors. Each member
should have a copy of this guide, which is available from the member’s Home page under the
About Online Giving link.
1. On the Welcome page , select the Create New Account link or the Sign up for a New Account
link:
The New User Account Registration page is displayed:
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2. Complete the information required on the New User Account Registration page.
You can find descriptions and specific security requirements for the User ID and Password fields
under “Required Information for a New Account” on page 2-4.
Note
If a giver contributes online to more than one church that uses Online Giving,
he or she can use the same email address for each church.
Note that church members using your site cannot enter information in the Registration Code
field. This field is for use by church administrators only.
3. At the bottom of the form, in the Enter the code as shown box, type the verification code that
you see in the box to the left.
Note
The verification code helps to deter automated spam and enhances security
against unauthorized account access. You are prompted to enter a verification
code on any page in the application that requires you to supply personal information or change credit card or bank account information. After you enter the
code correctly, the application allows you to continue.
If you have difficulty reading the code shown, click the Show another code
link. The application displays a new code for you.
4. When done, click
.
After we validate the request, we will send the account holder an email typically within 15–20
minutes.
To complete the process, the account holder needs to follow the instructions in the email to log
in to the church’s Online Giving website.
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Helping a Giver Recover Forgotten Login Credentials
The information in this section shows you how to recover a forgotten user ID and password for
a giver’s account. You can also use this procedure if you forget your own login credentials.
Forgotten User ID
If you or a church member cannot remember the User ID, do the following:
1. In the Login section on the Welcome page (Figure 2-1 on page 2-2), select the
Forgot User ID? link.
The Forgot your User ID? window is displayed:
Figure 4-1. Forgot your User ID? Window
2. Type the complete email address in both fields, and then click
.
After we validate the request, we will send a reminder email containing the User ID to the email
address in the account holder’s profile. Note that for security reasons, we do not include the
password in this email.
Forgotten Password
If you or a church member cannot remember the password, do the following:
1. In the Login section on the Welcome page (Figure 2-1), click the Forgot Password? link.
The Forgot your Password? window (Figure 4-2) is displayed:
Figure 4-2. Forgot Your Password? Window
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2. Type the complete email address in both fields, and then click
4
.
After we validate the request, we will send a reminder containing a reset password link to the
email address on file for the account. Note that for security reasons, we do not include the User
ID in the password reminder email.
3. Click the link in the email to obtain instructions for resetting the password.
Helping a Giver Add a New Gift
Use the following directions to help a giver add a new gift.
1. On the Welcome page, enter your User ID and password in the Existing User Login section.
Your Home page is displayed.
2. Click Give a New Gift:
The church funds available for giving are displayed, as shown in Figure 4-3. Your church determines which funds are listed and available for online giving and the types of contributions (for
example, pledge) that you can make to a fund.
List of available funds
Displays the
fund’s description
Displays the types of
gifts that can be made
to the fund.
Clears all of the entry fields
for one or more gifts
Figure 4-3. Funds Available for Gift Giving
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3. For each fund that you want to contribute to, select the type of gift:
Note
Not all gift types are available for all funds.
•
Recurring: a gift amount that is given at regular intervals (for example, monthly
or yearly).
•
Pledge: a gift amount that is promised as a contribution. A pledge can consist of a onetime contribution or a down payment followed by recurring contributions until the promised amount is paid.
•
One Time: a gift amount that is given once.
After you make your selection, detailed text entry fields pertaining to the gift type are displayed.
4. Depending on your selection in Step 3, do the following:
•
If you selected Recurring:
a. Specify the payment amount, payment frequency (for example, Monthly). In the starting
on field, click
, and then from the calendar select the date when you want to start
making payments.
b. Select the account to charge (the accounts you set up in Step 1 as payment methods are
listed for selection in the box).
c. If desired, check the Remain Anonymous box.
The church is not given your name as the benefactor for any gifts you designate as anonymous. Anonymous donations, however, are listed in your personal giving reports, which
are available to you (via your secure login) from the Online Giving website.
d. (Higher entity organizations only) If your giving is for a higher entity (such as a diocese),
select the organization that you want to give the gift on behalf of.
•
If you selected Pledge:
a. Specify the pledge amount. In the starting on field, click the
, and then from the calendar select the date when you want to start making payments.
b. Select the account to charge (the accounts you set up in Step 1 as payment methods are
listed in the box) and select the payment frequency (for example, Monthly).
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c. If you want to make a down payment, specify the amount of the payment and select the
account to charge. This is a one-time payment that is processed on the current day.
d. If desired, check the Remain Anonymous box.
The church is not given your name as the benefactor for any gifts you designate as anonymous. Anonymous donations, however, are listed in your personal giving reports, which
are available to you (via your secure login) from the Online Giving website.
e. (Higher entity organizations only) If your giving is for a higher entity (such as a diocese),
select the organization that you want to give the gift on behalf of.
•
If you selected One Time:
a. Specify the payment amount. In the starting on field, click the
endar select the date when you want to make the payment.
, and then from the cal-
b. Select the account to charge (the accounts you set up in Step 1 as payment methods are
listed in the box).
c. (Credit Card only) If desired, select the check box Add an Additional Gift to pay an additional $3.00 to offset the cost of the processing fees to the church.
d. If desired, check the Remain Anonymous box.
The church is not given your name as the benefactor for any gifts you designate as anonymous. Anonymous donations, however, are listed in your personal giving reports, which
are available to you (via your secure login) from the Online Giving website.
e. (Higher entity organizations only) If your giving is for a higher entity (such as a diocese),
select the organization that you want to give the gift on behalf of:
f. If you want to provide special instructions to accompany your gift, enter that information
in the Special Instructions for my One Time payment box (500-character limit). For example, you might include a special note if your gift is in memory of someone, for a second
collection, or for payment of a special fee.
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5. When you are finished setting up all of your gifts, click
.
The Confirm My Gifts window is displayed. Do one of the following:
•
If the details of your gift are correct, click
.
Note
After you click
•
, the button is deactivated until your gift is processed.
If certain information is not correct, click
then click
, make the necessary corrections, and
to return to the Confirm My Gifts window. Click
.
A receipt is displayed to inform you that your gift was processed. A copy of the receipt is sent to
the email address on file for your account.
The transaction is processed automatically on the start date you selected. On that date, the
money is transferred from the account you specified and deposited directly into the church’s
bank account.
The Online Giving System will send you a reminder email 3-5 days prior to processing the payment from your account.
6. If desired, click
Home page.
to print a copy or your receipt or click
to return to your
Helping a Giver Make a “Quick Give” Contribution
The “quick give” method does not require you to register for a user account. The process of making
a contribution takes just minutes to complete. To use this process, you first need to complete a short
personal information form. Then, you can specify a contribution amount, indicate your payment
method, and submit your contribution.
Note
The Quick Give method is available only if the church’s Online Giving site enables (turns on)
the “quick give” feature. The following procedure assumes that the feature is enabled.
Complete the following:
1. In the Quick Give section, located bottom-right corner of the Welcome page, click the here link.
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The Welcome to Quick Give! page is displayed:
2. Read the Welcome to Quick Give! introduction.
3. Do one of the following:
•
If you want to create an Online Giving account, click the Create Account link in the lowerleft. Then, exit this procedure and complete the process for creating an account. Instructions for helping a giver create an account are under “Helping a Giver Set Up an Online
Giving Account” on page 4-2.
OR
•
If you want to make a one-time “quick give” donation, click the Continue Quick
Give link in the lower-right.
The personal and gift information form is displayed, as shown in the following illustration:
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4. Enter your personal and address information in the first two sections of the form.
Notes
• All fields marked with an asterisk (*) indicate required information.
• The personal information and financial details that you enter on this
form are protected and remain secure. The system does not retain any of
this information.
5. In the Gift Information section, do the following:
Note
An asterisk (*) indicates required information.
a. Select the fund.
b. Enter the dollar amount of your contribution.
c.
Select a payment method (Credit Card or Bank Account). Then, click the Add link and supply
account details. When done, click
and gift information form.
to save the information and return to the personal
Note
Note that when you return to the form, the Add link is gone. In its place is the Unlock
link. If you need to change your payment method or payment method details, click the
Unlock link. The Unlock link then changes to the Edit link. Select a new payment method
or click the Edit link to make changes to your payment method details. When done, click
to save the information and return to the form.
d. (optional) If you are using a credit card and want to help offset the fee incurred by the
church, check the box to add a $3.00 gift to your contribution.
e. If the fund allows giving on behalf of (OBO), check the box and select the organization that
you want to give the gift on behalf of.
f.
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(optional) If you want to include a note or special instructions regarding the use of your
donation, type your text in the Special Instructions box.
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4
6. At the bottom of the form, in the Enter the code as shown box, type the verification code that
you see in the box to the left.
Note
The verification code helps to deter automated spam and enhances security
against unauthorized account access. You are prompted to enter a verification
code on any page in the application that requires you to supply personal information or change credit card or bank account information. After you enter the
code correctly, the application allows you to continue.
If you have difficulty reading the code shown, click the Show another code
link. The application displays a new code for you.
7. Click
.
The Confirmation window is displayed.
8. Review your personal and payment information to make sure that it is accurate. Then, do one of
the following:
•
If the details of your gift are correct, click
.
Note
After you click
•
, the button is deactivated until your gift is processed.
If certain information is not correct, click
, make the necessary changes, and then
click
to return to the Confirmation window. Click
your contribution.
to submit
The transaction is processed immediately. A receipt is displayed to inform you that your gift was
processed. A copy of the receipt is also sent to the email address you provided in your
personal information.
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Helping a Giver Change (Edit) a Gift
You can change a gift at any time to adjust the payment amount, modify the payment frequency,
select a different account to charge, or change the next payment date.
Changing a Payment Amount, Frequency, Credit Card Type, or Payment Date
1. On the Home page, click the My Active Online Giving link:
The My Active Online Giving page (Figure 4-4) is displayed:
Active status means
that payments are
being processed.
SUSPENDED status
means that recurring
payments are temporarily stopped.
Figure 4-4. My Active Online Giving Page
2. Click
(Edit) for the gift you want to change.
Detailed information for the gift is displayed, as shown the following illustration:
Certain fields are
fixed and cannot
be changed.
If information can
be changed, click
inside the text box
and type a value or
select a new value.
Figure 4-5. Editing a Gift
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The details you see vary depending on the type of gift you are editing. In general, you can
see the current contribution amount, payment frequency and payment dates, and your
account information.
Certain information cannot be changed. If a field is editable, you can click in the box and change
the information. For example, for the gift shown in Figure 4-5, you cannot change the First Payment Date, but you can change the next payment date and the account used to pay for your gift.
3. To make a change, edit the desired field.
4. Click
to save the change.
Temporarily Stopping (Suspending) Payments for a Gift
You can temporarily stop or suspend future payments for a gift. Suspended gifts are not processed
again until you indicate that you want payments to resume.
When you suspend payments, only the selected gift is affected. Therefore, if you have other Online
Giving gifts for which you want to suspend payment, you must do so individually for each gift.
To suspend payments for a gift:
1. On the Home page, select My Active Online Giving:
The My Active Online Giving page (Figure 4-4) is displayed.
2. Click
(Edit) for the gift you want to suspend.
3. Select (check) the Suspend box.
4. Click
.
The My Active Online Giving page (Figure 4-4) is re-displayed. If the payments for the gift are
stopped temporarily, in the Status column for the gift you see the following: SUSPENDED.
To resume payments for a suspended gift, follow the instructions under "Resuming Payments for
a Suspended Gift", which follows.
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Resuming Payments for a Suspended Gift
To resume payments for a suspended gift, complete the following:
1. On the Home page, select My Active Online Giving:
The My Active Online Giving page (Figure 4-4) is displayed.
2. Click
(Edit) for the gift you want to resume payment for.
3. Uncheck the Suspend box.
4. Select your Next Payment Date. To do this, click
want to resume making payments for the gift.
. From the calendar, select the date when you
Note
You cannot make up past donations for suspended gifts.
5. Click
.
The My Active Online Giving page (Figure 4-4) is re-displayed. In the Status column for the gift,
this icon is displayed to let you know that the gift is active:
. Payment processing for the gift
will resume on the date shown in the Next Gift Date column.
Canceling an Active Gift
An active gift is a gift that you are currently contributing to. You can cancel an active gift at any
time. The cancellation stops future processing of payments for the gift. A historical record of all prior
gifts is retained in the system for reporting purposes.
1. On the Home page, select My Active Online Giving:
The My Active Online Giving page (Figure 4-4) is displayed.
2. Click
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(Edit) for the gift you want to suspend.
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3. Click
4
.
A message is displayed requesting that you to confirm the cancellation.
4. Do one of the following:
•
Click
to cancel the gift.
The gift is permanently removed from the Online Giving system.
•
Click
to exit without cancelling the gift.
Helping a Giver Change or Delete a Payment Method
Use this method to help a giver update a credit card, add a new card, or delete a card that he or she
no longer wants to use.
Changing a Payment Method
At any time, you can change how you want to pay for a gift. Changing a payment method will not
stop the payment for a transaction that is in progress. Only future scheduled payments
are discontinued after you make the change.
1. On your Home page, select My Payment Methods:
The Manage My Payment Methods page is displayed:
Figure 4-6. Manage My Payment Methods Page
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2. Under Edit Card, select the Edit link and then update the account information as needed.
Note
If a giver has a question about what information to enter in a field, refer them to the
descriptions in the “Credit Card Account Fields” table in Online Giving User Guide for
Donors.
3. Click
to save your changes.
Your payment method is now changed.
Deleting a Payment Method
When you delete a payment method, your account is completely removed from the system. If you
have active gifts scheduled for payment, the system prompts you to designate another account for
payment of those gifts. If you need to suspend or cancel a gift, see “Temporarily Stopping (Suspending) Payments for a Gift” on page 4-13 or “Canceling an Active Gift” on page 4-14 for details.
1. On your Home page, click My Payment Methods:
The Manage My Payment Methods page (Figure 4-6) is displayed.
2. In the Edit Card column, select the Delete link.
A message is displayed asking you to confirm the deletion.
3. Do one of the following:
•
If you have no gifts using the account, click
to confirm the deletion or click
to exit without deleting.
•
If you have active gifts scheduled for payment using the account, those gifts are listed.
You are asked to designate another account for payment of those gifts. You have a couple of options:
– If you want to choose a different payment method, check the Yes box and then select one
of your other payment methods. Then, click
to save the change.
– If you do not want to choose a new payment method for the listed gifts, leave the Yes box
unchecked. Then, click
to delete the payment method. Contributions to your gifts
are immediately suspended. No further gift payments are made until you choose a new
payment method.
The application returns you to the Manage My Payments page (Figure 4-6).
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Helping a Giver Reinstate a Payment Method for a Failed Transaction
If a transaction fails due to the rejection of a payment method, the giver receives an email notifying
him or her of the specific payment method that caused the failure along with the reason for the failure. The email also lists any active gifts that were suspended as a result of the failure. The email
includes a link that directs the giver to the Web site where he or she can update the payment
method and reactivate giving to those suspended gifts.
To reinstate a payment method and resume giving to suspended gifts, instruct the giver to do
the following:
1. As directed in the email, click the link to update the payment method.
The Welcome page on your church’s Online Giving Web site is displayed.
2. Log in to your account.
The Manage My Payment Methods page is displayed. For example:
Red text indicates a
problem with the
payment method.
Figure 4-7. Manage My Payment Methods Page: Payment Method Error
3. Do one of the following:
•
Update the details for the payment method that caused the transaction failure. To
do this:
a. Click the Edit link and then change the details for the payment method.
Note
An incorrect credit card or bank account number can cause a transaction
failure. So, be sure to check the account number for the payment method
and change it if it is incorrect. You must enter the full account number
because the Online Giving system does not store this information.
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b. In the Enter the code as shown box, type the verification code that you see in the box to
the left.
Note
If you have difficulty reading the code shown, click the Show another code
link. The application displays a new code for you.
c. Click
.
The Reactivate Gifts window (Figure 4-8)opens. You are prompted to reactivate the gifts
that were suspended due to the failed payment method.
Figure 4-8. Reactivate Gifts Window Lists Suspended Gifts
d. For each suspended gift that you want to reactivate, complete these steps:
1) In the Reactivate column, check the box to the left of the gift.
2) From the Payment Method list, select the payment method that you want to use.
3) From the Next Payment Date list, select the date on which you want to resume
making payments.
4) Click
.
You return to the Manage My Payment Methods page. Your payment method is now
updated with the new information you provided.
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•
4
Delete the payment method. To do this:
a. Click the Delete link.
You are prompted to confirm the deletion.
b. If you are currently using the payment method to pay for a gift, you can choose a different payment method by checking the Yes box and selecting a different payment method
from the list. Alternatively, you can leave the Yes box unchecked to cancel the gift.
c. Click
•
to delete the payment method.
Add a new payment method and then transfer the gift to the new payment method. To
do this:
a. Click the Add New Credit Card link or the Add New Bank Account link.
b. Enter the details for the payment method.
c. In the Enter the code as shown box, type the verification code that you see in the box to
the left.
Note
If you have difficulty reading the code shown, click the Show another code
link. The application displays a new code for you.
d. Click
.
The new payment method is added to your list of payment methods.
e. Transfer the suspended gifts to the new payment method. To do this:
1) From the Manage My Account menu, select My Active Online Giving to display
your gifts.
2) Click
to display the Gift Details window.
3) From the Account list, select the new payment method.
4) Click
to save.
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Helping a Giver Update an Expiring Credit Card
When a giver’s credit card approaches the expiration date, the application automatically sends an
email to notify the giver so that the card can be updated or the payment method changed before
the card expires. If the card expires, gift payments are suspended, resulting in an interruption
in giving.
Note
An automatic email reminder is sent three months, two months, and one
month prior to the credit card’s expiration date.
The email also includes a link that directs the giver to a page on the Online Giving Web site where
the payment method can be updated or changed.
The following instructions show you how to help a giver update an expiring credit card. If the giver
wants to change the payment method
1. As directed in the email, click the link to update the payment method.
You are directed to the Welcome page on your church’s Online Giving Web site.
2. Log in to your account.
The Manage My Payment Methods page (Figure 4-9)is displayed:
Yellowhighlighting
indicates that the
payment method is
expiring soon.
Figure 4-9. Manage My Payment Methods: Expiring Credit Card
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4
3. To update the details for the card that is expiring:
a. Click the Edit link.
The Edit window is displayed. For example:
b. Change the details for the payment method.
Note
You must enter the full account number in the Card Number field because the
Online Giving system does not store this information.
c. In the Enter the code as shown box, type the verification code that you see in the box to
the left.
Note
If you have difficulty reading the code shown, click the Show another code
link. The application displays a new code for you.
d. Click
to save the information.
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Viewing Your Church’s Online Giver Records
From time to time, you may need to find out if a particular church member is participating in your
Online Giving program. Or, you may need to find an individual’s email address or telephone number
so that you can contact a giver. This section shows you how to display the records of all of the givers
in your Online Giving system so that you can quickly find the information you need.
To view the records of your Online Giving members, select the Givers link:
A list of your givers (Figure 4-10) is displayed:
Locate a giver
Log in to a
giver’s account
Convert a managed giver
to an independent giver
Display Giver Detail Report
Envelope number
Page buttons
Type of Online Giving Account
Figure 4-10. Givers List
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4
About the Givers Page
The Givers page displays all of your donor records. By default, 50 records are displayed per page. To
change the number of records displayed, select an option (10, 25, 50, 100, 250, or 500) from the Display box.
To page through the list, select the page number links in the bottom left.
The Givers page has clickable sort columns to enable you to sort the list based on information in a
specific columnm. For example, you can click the Last Name header to sort the list alphabetically by
last name or click the Env# header to sort by envelope number.The arrow in the heading indicates
the column you are sorting on and the direction (ascending
or descending
) of the sort.
On the Givers page, you can perform these tasks:
•
Quickly locate the name of a specific giver. For details, see “Finding a Giver” on page 4-24.
•
View and edit a giver’s member number or envelope number. To edit eithernumber, type the correct number in the Member# or Env# box, and then check the Ver (verified) box.
Note
If you export contributions to another application, the envelope or member number (Env#)
may be required. See Chapter 6 for details.
•
•
In the Type column. view the type of account owned by the giver:
•
A = church administrator.
•
I = independent giver (a giver who creates, sets up, and manages his or her own Online
Giving account).
•
M = managed giver (a giver whose Online Giving account is created, set up, and managed
by a church administrator).
•
Q = quick giver (a giver who uses the “quick give” process to make a one-time gift or
donation to specific funds set up by the church. This type of giver does not have an Online
Giving account,. In addition, the Quick Give feature must be enabled by the church to
allow funds to accept this method of giving).
Log into a managed giver’s account. To do this, click
(managed giver icon).
Note
Clicking
opens a login window for the selected managed giver’s account. Your current
session remains open. If you want to end your current session, log out.
•
Convert a managed giver to an independent giver. To do this, click
.
•
View a giver’s email address and other contact information. In the Details column, click
•
View the giver’s individual detail report. To do this, click
.
.
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Finding a Giver
To quickly find a giver:
1. Click the Find a Giver link on the Givers page (Figure 4-10) to display the giver search filters:
You can search by envelope number, first and last name, address, and telephone number.
2. Type your search criteria in one or more of the search fields.
3. Click Find to begin your search.
The application does one of the following:
•
If it finds a giver who matches your search criteria, the giver’s information is displayed.
•
If it cannot find a giver who matches your search criteria, it displays this message: You do
not have any Online Givers.
4. Click the Cancel link to return to the main Givers page.
Creating a Managed Giver Account
If you have members without Web access or members who prefer to have the church manage their
electronic giving, you can set up their Online Giving account and manage their contributions and
pledges for them. These types of members are called “managed givers”.
The process of creating a managed giver account consists of three steps, which should be followed in
the order given:
1. (Giver) Fill out a Payment Authorization Form.
2. (Administrator) Create a managed giver account.
3. (Administrator) Select gifts and specify how they will be paid for.
The remainder of this section provides detailed procedures for each step.
4-24
Assisting and Managing Givers
Creating a Managed Giver Account
4
Step 1: Ask Giver to Fill Out a Payment Authorization Form
Ask the giver to complete a form that authorizes you to act on their behalf to set up and manage
their contributions. The form should also list the funds the giver wants to contribute to, contribution
amounts, and payment methods. Appendix A provides a sample Payment Authorization Form that
you can use as-is or as a guide if you want to create your own form. Be sure to keep a copy of the
signed form on file and provide a copy to the giver.
Step 2: Set Up an Account
After you have a completed payment authorization form, you can set up an account for the giver.
This procedure shows you how.
1. On the Home page, select the Register New Giver link:
The Managed User Account Registration page (Figure 4-11) is displayed:
Figure 4-11. Registration Form for a Managed Giver Account
2. Complete all of the required fields on the registration form.
Note
Descriptions of the fields on this form and security requirements are provided on page 2-4.
The email address shown in the Email Address field is the address that is stored in your church
profile (see “Fields in the Church Details Window” on page 2-8). This email address is the same
for all of your managed givers.
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Online Giving
User Guide for Church Administrators
3. If necessary, click the Edit link to specify a different email address.
The Online Giving system will send any email communications regarding this account to the
email address you supply in this field.
TIP: Because these accounts will be managed within your church, consider using the same
email address for all of your church’s managed giver accounts.
You can set up a unique email address (for example, managedgivers@demochurch.com) that you
will use only for the Online Giving accounts that your church manages. By using a separate email
address, you can keep these types of communications separate from those directed to your
church’s main email address.
4. Click
to create an account.
A message is displayed to let you know that the account is created.
You can now log in to the account.Under What would you like to do Next?, select the Givers
link.
5. Click
and then
to log into the giver’s account.
You have full access to the giver’s account. You can give gifts and manage other aspects of the
account on the giver’s behalf. Go to Step 3.
Step 3: Set Up a Payment Method
If the giver completed a form similar to the Payment Authorization Form (see the sample form in
Appendix A), do the following:
1. Log in to your account.
2. Click the Givers link.
3. On the Givers page, click
and then
to log into the member’s account.
Note
See “Step 2: Set Up an Account” on page 4-25 if you have not yet created an account for the
managed giver.
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Assisting and Managing Givers
Creating a Managed Giver Account
4
4. On the giver’s Home page, click the My Payment Methods button:
The Manage My Payment Methods page is displayed. For example:
5. In section to the right, select the Add New Bank Account link or the Add New Credit Card link.
6. Provide the member’s account information.
7. In the Enter the code as shown box, type the verification code that you see in the box to the left.
Note
If you have difficulty reading the code shown, click the Show another code
link. The application displays a new code for you
8. Click
to save the information.
You return to the Manage My Payment Methods page. The payment method is listed on the My
Credit Cards (if you set up a credit card as a payment method) or the My Bank Accounts (if you
set up a bank account) tab.
You are now ready to set up gifts on behalf of the giver.
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Online Giving
User Guide for Church Administrators
Step 4: Set Up One or More Gifts
1. On the Manage My Payment Methods page, in the section to the right, under My Online Giving,
select the Give a New Gift link.
2. Select one or more gifts. To do this:
a. Select Gift Type option for the desired fund.
b. Specify the amount, payment frequency, start date, and account to charge.
c.
If you want to remain anonymous, check the Remain Anonymous box.
d. If you want to give the gift on behalf of an organization, select the organization from
the list.
3. Click
.
4. In the Confirm My Gifts window, review the details for the donation to make sure everything
is correct.
4-28
Assisting and Managing Givers
Converting a Managed Giver to an Independent Giver
5. Click
4
.
Note
After you click
is processed.
, the button remains inactive until your gift
A confirmation message is displayed to let you know that the gift has been processed. The details
of your donation are also displayed for you to review.
6. If desired, click
to print or click
to exit.
The managed giver account is now set up. The system will send a confirmation to the email
address in the member’s account profile.
Converting a Managed Giver to an Independent Giver
If a giver decides to assume responsibility for managing his or her own Online Giving account, you
can convert the account from a managed giver to an independent giver. Complete the following:
1. On the Home page, select the Givers link:
Your church’s list of givers (Figure 4-10 on page 4-22) is displayed:
2. Find the giver whose account you are converting. Then, click this icon in the Details column:
.
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Online Giving
User Guide for Church Administrators
The Convert Managed User to Independent window (Figure 4-12) is displayed:
Figure 4-12. Convert Managed User to Independent Window
3. Enter and confirm the giver’s email address. Then, click
.
A confirmation email is sent to the email address you entered. After the giver confirms the
change, management of the account is transferred to the giver.
4-30
Chapter 5
Viewing Online Giving Transactions
Introduction
Transactions entered into the Online Giving system are automatically processed and settled each
day at 10 p.m. Eastern time. Any donations received after this time are processed on the next
business day.
CAUTION
Do not use Sage Virtual Terminal to manually enter Online Giving transactions. Transactions processed with Sage Virtual Terminal create conflicts with the Online Giving
application that cause batches to fail settlement.
At any time, you can view Online Giving transactions that are in the system waiting to be processed
(“open batches”) or that have already been processed (“settled batches”). This chapter shows you
how to view these types of transactions.
Viewing Unprocessed Transactions (Open Batches)
To view transactions that are waiting to be processed, do the following:
From the Home page, click the View Current Open Batch link:
The View Current Open Batch page (Figure: 5-1)is displayed:
Figure 5-1. View Current Open Batch Page
This page shows details (the amount, type, date, and a reference number) for each transaction to be
processed.
5-1
Online Giving
User Guide for Church Administrators
This page has clickable column headers that you can use to sort the information. To sort on a specific
column, click its header. A directional arrow appears on the column header to identify the column
selected for the sort and the direction of the sort (ascending
or descending
). For example, suppose you want to view the most recent transactions. To do this, click the Date header. Click the Date
header again to re-sort the list and view older transactions.
Use the page number links at the bottom of the page to move through entire list of
open batches.
The Current Open Batch Summary section on the right displays the net amount, the number of transactions to be processed, the number of credit card transactions, and the number of checking/savings
account transactions. To view detailed information for a batch, click the View link.
Viewing Processed Transactions (Settled Batches)
Your Online Giving system automatically creates batches for checks and credit cards. After transactions with a batch are processed, the batch becomes “settled.” At any time, you can view the details
of settled batches from your Online Giving Home page.
1. On the Home page, click the View Settled Batch History link:
The View Settled Batch History page (Figure: 5-2) is displayed:
Figure 5-2. View Settled Batch History Page
The system displays batches that have been settled within the past seven days.
5-2
Viewing Online Giving Transactions
Viewing Processed Transactions (Settled Batches)
5
2. To select a different date range, click the calendar icons, select the dates, and then click the link
Filter Batches.
The main list view shows the detail of each batch of transactions processed during the selected
date range, including Net Amount, number of Transactions, Type, Settle Date, and Reference
number for each batch. To view detailed information for a settled batch, click the View link.
To sort this list, click any column header. Use the page number links at the bottom of the page to
move through the list.
The Filtered Settled Batch Summary on the right displays the Net Amount and number of settled
Transactions in the batches processed during the selected date range.
Card Batches shows the number of batches the system created to process and settle credit card
transactions. Check Batches shows the number of batches the system created to process and settle checking/savings account transactions.
5-3
Online Giving
User Guide for Church Administrators
5-4
Chapter 6
Exporting Contributions
Introduction
You can export contributions from Online Giving to the following church management applications:
•
ParishSOFT
•
ConnectNow Offering
•
Church Management Solutions
•
Parish Data System
•
ACS Technologies
•
Logos
•
PDMS-Hartford
•
Servant Keeper
•
Shelby System
Accessing the Export Instructions
Each application has its own instructions for exporting contributions. To view the instructions:
1. On the Home page (Figure 2-4), click the Export Contributions link:
The Export Church Contributions page (Figure 6-1) is displayed:
1
Select the target
church management
application
2
Click the link to the
selected application’s
export instructions
Figure 6-1. Export Church Contributions Page
2. As shown in Figure 6-1, select the church management application.
6-1
Online Giving
User Guide for Church Administrators
3. By default, the Include Quick Gifts box is checked (see Figure 6-1) so that “quick gift” contributions are automatically included from the export file. To exclude “quick gifts” from the file,
uncheck the Include Quick Gifts box.
4. Click the link to the instructions.
A web browser opens and displays the instructions.
5. Follow the instructions to complete the export.
Note
Most applications have prerequisites for exporting contribution files. The information in the
next section addresses data preparation requirements.
Before You Export
Each application has different requirements for exporting data, but most require that the data be
properly prepared and in a usable format. For example, you may need to make sure that each giver
has a verified envelope or member number and that each fund has a unique number (Fund # or
Account #). The data file itself may need to be in .csv (comma-separated value) format. The following sections show you how to satisfy these conditions if they are required by the application to which
you are exporting contributions.
Verifying Envelope Numbers or Member Numbers
To view givers’ envelope or member numbers, click the Givers link on your Online Giving website’s
Home page. Use this link to manage and verify (“lock”) your givers’ envelope or member numbers.
After the number is marked as verified, the giver cannot change it. When you repeat this process for
subsequent exports, only the “non-verified” envelope or member numbers will require verification.
1. From your main Online Giving menu, click the Givers link:
My Church’s Online Giver List is displayed (see Figure 4-10 on page 4-22). The envelope number
or member number for each giver is shown Env# column.
2. For each giver listed, do one of the following:
Note
You do not have to assign a unique envelope number to each giver. You can use the same
envelope number multiple times. The ability to assign duplicate envelope numbers makes it
easier for those givers who want to make anonymous contributions to church funds.
• If the envelope or member number (Env#) is correct, select (to check) the Ver (verified) box.
• If the envelope or member number (Env #) is not correct, type the correct number in the
Env# box and then check the Ver (verified) box.
6-2
Exporting Contributions
Before You Export
3. Click
6
.
4. Repeat steps 2–3 until all givers are marked “Verified.” (Use the page number links at the bottom of the page to page through the entire list of givers.)
Assigning a Fund Number
If the application you are exporting contributions to requires that each fund have an ID number, use
this procedure to assign each fund a number.
1. Display Home page, and then click the Funds link:
The Manage Church Funds page (Figure 3-1) is displayed.
2. Select the desired fund name to display its details (Figure 6-2).
3. To assign the fund a number, enter the desired number in the Fund # field:
Enter the fund
number in this field
Figure 6-2. Fund Details Window
4. Click
to assign the fund number and close the window.
6-3
Online Giving
User Guide for Church Administrators
Exporting Contributions Data into CSV Format
This procedure shows you how to export contributions from the Online Giving system to comma separated values (.csv) format. You can then import the .csv file into the target contribution application.
1. On the Home page, click the Export Contributions link:
The Export Church Contributions page (Figure 6-3) is displayed:
Figure 6-3. Export Contributions Page
2. Verify that all givers have an envelope number by clicking the Click here to enter and verify
envelope numbers for your Givers link.
Note
The application prevents you from exporting contributions if givers are missing
envelope numbers.
3. Select one or more individual funds from the list or click the Select all Funds link.
Note
If a fund is inactive, you can still export data from the fund.
4. Under Select Date Range, click
for the export.
6-4
. Select a date on the calendar to set a date range
Exporting Contributions
Before You Export
6
5. From the Begin Export list box, select the church management application that you want to
export your contributions data files to. Figure 6-4 shows you the list of available applications:
Figure 6-4. Exporting Contributions to Other Applications
6. Do one of the following:
• Leave the Only export contributions not yet exported box checked (the default).
This option should remain checked for most exports as a safeguard to prevent inadvertent
duplicate postings in your church management application.
• If you want to include contributions that have previously been exported in your .csv file,
uncheck the box. This action is appropriate if you exported a .csv file but the file was never
imported into your church management application.
7. If you want to include “quick give” contributions in the export file, check the
Include Quick Gifts box.
Note
Your selection is saved and “remembered” by the application so that the next
time you navigate to the Export Church Contributions page, the option is preselected as the default.
8. Click
.
9. To download your exported .csv file, click this link: Export File Successfully Created. Click
here to Download.
10. When prompted, select Save to save the .csv file in the desired location on your computer.
6-5
Online Giving
User Guide for Church Administrators
6-6
Chapter 7
Creating Reports
Introduction
Your Online Giving website includes a number of reports that you can create for any date range you
specify. This chapter describes the types of reports you can create and shows you how to customize a
report to meet your needs.
Creating Reports
To create a report, complete the following:
1. On the Home page (see Figure 2-4 on page 2-6), click the Reports link:
The Online Giving Reports page (Figure 7-1)is displayed:
Figure 7-1. Online Giving Reports Page
7-1
Online Giving
User Guide for Church Administrators
2. From the Select Report list, select the report you want to create.
3. Select Group sorting and Detail sorting options for the report.
Note
The options that you can select vary based on the type of report you select.
4. Customize the report by selecting a filter option: Fund or Gift Type.
Notes
• To select all funds or gift types, click the Select all link.
• To select a single fund, select it from the list.
• To select more than one fund, press and hold the Shift or Ctrl key while you select each
fund with the mouse. After you select all of the funds you want to include in the report,
release the mouse button.
5. To set a date range for the report, in the Date Range section enter a date in the each box or click
and then select a “from” and “to” date from the calendar.
6. Click
.
The report is displayed in the Report Viewer. The following reports are available. For detailed
descriptions, go to the pages indicated.
• ACH Rejection/Correction (page 7-17)
• Budget (page 7-4)
• Credit Card Expiration (page 7-5)
• Detail User (page 7-6)
• Failed Transaction (page 7-7)
• Forecasting (page 7-7)
• Givers’ Name and Email (page 7-7)
• Giving By Gift Type (page 7-8)
• Giving Detail By Fund (page 7-9)
• Giving Detail (page 7-10)
• Individual Giver Detail (page 7-10)
• OBO Giving Detail (page 8-5)
• OBO Pledge (page 8-4)
• Open Batch Detail (page 7-12)
• Open Pledge (page 7-12)
7-2
Creating Reports
The Report Viewer
7
• Payment Method Types By Fund (page 7-13)
• Pledge Goal (page 7-13)
• Quick Give User (page 7-14)
• Reconciliation (page 7-14)Special Instruction (page 7-17)
• Suspended/Cancelled Giving (page 7-17)
The Report Viewer
After you click
, the selected report is displayed in the Report Viewer. The top of
the viewer contains a toolbar (see Figure 7-2) with command buttons that enable you to search,
print, save or export any Online Giving reports.
Note
You can export reports in the following formats: pdf, xls, rtf, mht, text, csv and image.
The toolbar buttons are described in Figure 7-2. To view the function of a button, position your
mouse on the button to display its tooltip.
Search Print the report
Position the mouse
on a button to display
its function
Print the
current page
Display the first page,
previous page, next
page, or last page
Type or select the
report page to view
Total number
of pages in
the report
Close the
Export and
save the report Report Viewer
Export the report
and display it in a
new window
Report types
Figure 7-2. Report Viewer Toolbar
To view all of the information in a report, click and drag the vertical scroll bar on the right and the
horizontal scroll bar at the bottom of the Report Viewer.
Report Descriptions
The Online Giving reports you can create are described in the following sections.
7-3
Online Giving
User Guide for Church Administrators
ACH Rejection/Correction
This report contains information about all the bank account (EFT) transactions that when processed
at Sage contained a correction error or rejection by the bank. A correction error consists of some
type of mistake, such as an incorrect account number, but the payment is still processed. A rejection
indicates that the bank denied the payment. In this situation, the payment is reversed. Both a correction and a rejection place the payment in suspense.
The Group sorting option is by church name (ChurchName). Detail sorting options are by last name
(LastName) or first name (FirstName).
In the Date Range section, select the date range for the report.
After you make your filtering and sorting selections, click
to display the report.
Each record consists of two rows of information:
•
•
The first row contains the giver’s personal information (last name, first name, email address, and
phone number), the status of the ACH transaction (“Rejection” or “Correction”), the transaction
date, and the contribution amount.
The second row contains a Description field, which provides an explanation of status of the ACH
transaction. For example, one explanation given for an ACH “Rejection” might be
“insufficient funds”.
Budget
This report shows all recurring giving and pledge amounts for an individual fund, a group of funds,
or all funds.
Group sorting options are the fund ID (FundID), the default, and the name of the fund (FundName).
Detail sorting options are by name (Name), envelope number (EnvelopeNumber), gift type
(GivingType), frequency of contribution (GivingFrequency), amount of installment (InstallmentAmount), pledge goal (Goal), and start date (StartDate).
Filtering options are by fund and gift type (recurring, pledge, or one-time).
After you make your filtering and sorting selections, click
to display the report.
To print, save, or export a Budget report, see “The Report Viewer” on page 7-3.
7-4
Creating Reports
Report Descriptions
7
Credit Card Expiration
You can use this report to help you manage failed transactions due to expired or expiring
credit cards.
This report provides a list of givers whose credit cards have already expired or are due to expire in
the next one to three months. Rather than waiting until a card expires, you can use the information
in the report to proactively make calls or send personal emails to givers to remind them to renew
their credit cards.
The Detail sorting options for this report let you sort the list on the credit card expiration date (the
default), the giver’s last name, or the giver’s first name. You can sort these elements in ascending or
descending order.
By selecting one or more of the Expiration Date options, generate a report that lists givers whose
credit cards have expired or will soon expire as of the month in which you generate the report.
As shown in the following illustration, the report lists the following information:
•
•
•
•
•
•
•
•
•
Giver’s name
Credit card expiration date
Envelope number,
Phone
Email address
Type of account (for example, independent giver)
Card name (for example, MyVisa)
Card number (last four digits only)
Card type (for example, AMEX or Visa)
As with all of the reports, you can select to export the Credit Card Expiration Report in any one of
the following formats: .pdf, .csv, .xls, and .rtf.
7-5
Online Giving
User Guide for Church Administrators
Detail User
This report displays a list of individuals who have administrative access to your church’s Online
Giving website (see Figure 7-3).
The Detail sorting options for this report include the name of the giver (GiverName, the default),
Address, Phone, and Email. You can sort the list in the report in ascending or descending order.
Because this report provides a list of current users with logins to the system, there is no need to set a
date range.
After you make your filtering and sorting selections, click
the report.
to display
Figure 7-3. Detail User Report
In addition to personal details, the report also shows you the type of Online Giving account owned
by each giver. The following codes represent the account type:
•
•
•
•
A = church administrator account
I = independent giver (a giver who creates, sets up, and manages his or her own Online Giving
account).
M = managed giver (a giver whose Online Giving account is created, set up, and managed by a
church administrator).
Q = quick giver (a giver who uses the “quick give” process to make a one-time gift or donation to
specific funds set up by the church. This type of giver does not have an Online Giving account,
and the Quick Give feature must be enabled by the church to allow funds to accept this method
of giving).
To print, save, or export a Detail User report, see “The Report Viewer” on page 7-3.
7-6
Creating Reports
Report Descriptions
7
Failed Transaction
You receive an email notification for every transaction that fails during processing. If you want to
view details about a failed transaction, look at the Failed Transaction report.
No sorting or filtering options are available for this report.
Simply, select a date range and then click
during the specified time frame.
to o view transactions that failed
To print, save, or export a Failed Transaction report, see “The Report Viewer” on page 7-3.
Forecasting
This report lets you view the projected income for a fund based on monies marked as “recurring”
but not yet received.
No sorting options are available for this report. Select a fund (or all funds) and then select a date
range that occurs in the future.
After you make your filtering and sorting selections, click
to display the report.
To print, save, or export a Forecasting report, see “The Report Viewer” on page 7-3.
Giver’s Name and Email
This report displays a list of givers’ names and email addresses for the date range you specify. You
can sort the list alphabetically (ascending or descending order) and by givers’ names. The total number of records is displayed at the bottom of the report.
After you make your filtering and sorting selections, click
to display the report.
To print, save, or export a Giver’s Name and Email report, see “The Report Viewer” on page 7-3.
Note
You can export this report to an Excel worksheet, which can then be emailed to all of your givers. To do this, select Xls in the Report Viewer toolbar (see Figure 7-2). Then, click the Export
report icon. Save or open the file in Microsoft Office Excel.
7-7
Online Giving
User Guide for Church Administrators
Giving by Gift Type
This report shows giving totals by gift type, as selected by the church members who use your Online
Giving website. Gift Type options are as follows (see Table 3-1 on page 3-6 for descriptions):
•
•
•
•
Recurring
Pledge
One Time
Quick Give
You can filter this report by gift type and date range.
Detail sorting options for this report include the gift type (GivingTypeName, the default) and the gift
amount (ContributionAmount).
To create a report that includes all gift types, click the Select all Gift Types link.
After you make your filtering and sorting selections, click
to display the report.
The report shown in the following example shows a breakout of contributions made by gift type
during the selected period from 01/09/2011 to 02/09/2011.
Note
Administrators determine which types of gifts are allowed during fund setup—see “Required.
The gift types you select determine whether members have the option to set up a recurring
contribution (regular offering), a pledge, or a one-time gift. You can require a pledge and
specify a pledge goal. For any fund, you can select more than one Gift Type option:” on
page 3-7 for description of all Gift Types.
Figure 7-4. Giving By Gift Type Report
7-8
Creating Reports
Report Descriptions
7
The report also includes any additional amounts donated by givers to offset the cost of the credit
card processing fee charged to the church. These amounts are shown in the Addl. Giving column.
Note
Givers can elect to add $3.00 to their gift to offset the cost to the church of the credit card processing fee when they set up a new gift as a one-time contribution.
The Total Amount column shows you the grand total amount of all gifts made through your Online
Giving website.
To print, save, or export a Giving by Type report, see “The Report Viewer” on page 7-3.
Giving Detail by Fund
This report (Figure 7-5) shows individual contributions made to each selected fund by Gift Type. Use
this report to determine who is making online contributions to each of your established funds.
When you (the administrator) set up each fund, you determined which types of gifts are allowed.
See Table 3-1 on page 3-6 for an explanation of each Gift Type.
You can filter the report by Fund and Gift Type as desired.
Group sorting options for this report include FundName and FundID. Detail sorting options include
name of giver (GiverName), the default, envelope number (EnvelopeNumber), and the amount of
contribution (ContributionAmount).
After you make your filtering and sorting selections, click
to display the report.
Figure 7-5. Giving Detail By Fund Report
The Giving Detail By Fund report also includes any additional amounts given to offset the cost to the
church of the credit card processing fee. These amounts are shown in the Addl. Giving column.
Note
Givers can elect to pay an additional $3.00 to offset the cost to the church of the credit card
processing fee when they set up a new gift as a one-time contribution only.
7-9
Online Giving
User Guide for Church Administrators
A grand total of all donations made through your Online Giving site for all Gift Types is also provided
at the bottom of the report page.
To print, save, or export a Giving Detail by Fund report, see “The Report Viewer” on page 7-3.
Giving Detail
This detailed gift report provides the following information:
•
•
•
•
•
•
Giver’s Name: name of contributor
Gift Date: date of contribution
Frequency: rate of occurrence (for example, monthly)
Gift Type: recurring, pledge, or one time
Gift Amount: dollar amount of contribution
Addl. Giving: amount given to offset the cost of the credit card processing fee charged
to the church
Note
Givers can elect to pay an additional $3.00 to offset the cost to the church of the
credit card processing fee when they set up a new gift as a one-time contribution.
•
Total Amount: grand total of contributions for all gifts
You can filter the report by name of fund, gift type, and date range as desired.
Group sorting options include the name of the fund (FundName) and the fund ID (FundID). Detail
sorting options for this report include the name of the giver (GiverName), date of contribution (ContributionDate), frequency of contribution (ContributionFrequency), type of gift (GivingTypeName),
and the contribution amount (ContributionAmount).
After you make your filtering and sorting selections, click
to display the report.
To print, save, or export a Giving Detail report, see “The Report Viewer” on page 7-3.
Individual Giver Detail
Note
You can also access this report from the Home page. Click the Givers link to display your
church’s list of givers. In the Details column, click
want to view.
for the giver whose information you
This report provides an individual giver’s contact information, envelope number, date when the
Online Giving account was created, and the type of account (for example “Giver”).
1. In the Search field, type the envelope number or the name (first or last) of the giver whose information you want to view.
2. Click
.
A list of givers matching your search criteria appears in the List of Givers box to the right.
7-10
Creating Reports
Report Descriptions
7
3. From the list, select the giver whose information you want to view. Then, click
to display the individual giver’s detail report.
The top of the report shows the name, address (email and physical), and phone number for the giver.
It also shows you the payment methods used for giving and a list of funds the giver is actively contributing to along with contribution amounts and future contribution due dates. If any gifts were
given on behalf of another organization, the name of the organization is listed as an OBO Parish.
At the bottom of the report, the Giving History section provides information about the giver’s
previous contributions. If the user made a contribution on behalf of another parish, the report shows
the details for the gift and the name of the OBO parish.
New or Updated Pledge
This report shows all of your new pledges as well as any updated pledges made during the date
range you specify.
Group sorting options are available by name of fund (Name, the default) and fund ID (FundID).
Detail sorting options include the pledge goal (PledgeGoal, the default), installment amount
(InstallmentAmount), payment frequency (Frequency), date when payments begin (StartDate),
down payment amount (DownPayment), and date when downpayment is made
(DownPaymentDate).
Select a date range for the report.
After you make your filtering and sorting selections, click
to display the report.
Figure 7-6 shows you an example of this report:
Figure 7-6. New or Updated Pledge Report
7-11
Online Giving
User Guide for Church Administrators
The Status Legend enables you to keep track of the status of each pledge as one of the following:
•
•
•
A- Active
S-Suspended
C-Canceled
To print, save, or export a New or Updated Pledge report, see “The Report Viewer” on page 7-3.
Open Batch Detail
This report lists online transactions that are in the system waiting to be processed in the current
open batch.
Group sorting options available are name of fund (FundName, the default) and the fund ID
(FundID).
Detail sorting options include name of giver (GiverName, the default) and the amount of the contribution (ContributionAmount).
After you make your filtering and sorting selections, click
to display the report.
To print, save, or export an Open Batch Detail report, see “The Report Viewer” on page 7-3.
Open Pledge
This report shows all of the pledges for the date range you specify that have not yet been processed.
Group sorting options available are name of fund (FundName, the default) and fund ID (FundID).
Detail sorting options include name of giver (GiverName, the default), pledge goal (PledgeGoal),
total amount contributed (TotalGiven), and total amount remaining to be paid (Total Due).
Select a fund or all funds. Specify a date range for the report.
After you make your filtering and sorting selections, click
to display the report.
To print, save, or export an Open Pledge report, see “The Report Viewer” on page 7-3.
7-12
Creating Reports
Report Descriptions
7
Payment Method Types by Fund
For each fund, this report (Figure 7-7) shows the payment methods (bank accounts and credit cards)
selected by your church members.
Group sorting options for this report are the name of the fund (FundName, the default) or the fund
ID (FundID). You can select specific funds or all funds to include in the report.
After you make your filtering and sorting selections, click
to display the report
Figure 7-7. Payment Methods By Fund Report
The Bank Accounts column displays the number of gifts that are being paid through a checking or
savings account. The Credit Cards column shows the number of gifts that are being paid with a
credit card.
To print, save, or export a Payment Method Types by Fund report, see “The Report Viewer” on
page 7-3.
Pledge Goal
This report lists pledge goals for all of your funds. It shows the amount given, the pledge goal, and
the percent given.
Click
to display the report.
To print, save, or export a Pledge Goal report, see “The Report Viewer” on page 7-3.
7-13
Online Giving
User Guide for Church Administrators
Quick Give User
This report provides the following information about donors who use the “quick give” process to
make a contribution:
•
•
•
•
•
Giver’s name
Giver’s address
Giver’s phone number
Giver’s email address
Contribution amount
You can filter the report by Fund. The only funds listed are those you specified as “quick give” funds
in the setup for the fund.
The Group Sorting option for this report is by FundName only, and the Detail Sorting option is by
name of giver. You can sort in ascending or descending order.
In the Date Range section, select the date range for the report.
After you make your filtering and sorting selections, click
to display the report.
Reconciliation
This report can help you reconcile your account for a given period and track down discrepancies in a
bank statement. Use the filters, if necessary, to view subsets of your data (for details, see “Using the
Filters to View Select Transaction Data”).
Generating a Report
1. Select a date range for the reconciliation period.
2. Make your filtering and sorting selections.
3. Click
to display the report.
The default report (see Figure 7-8) shows all transaction dates, batches, payment types, givers,
7-14
Creating Reports
Report Descriptions
7
and funds for the time period you specify.
Figure 7-8. List of Reconciliation Report Transactions
4. Use the page links at the bottom to page through the report.
Using the Filters to View Select Transaction Data
You can view specific transaction data by choosing a single filter option or a combination filter
options from these filter menus:
•
•
•
•
•
Settled transaction date
Batch
Payment Type
Giver
Fund
1. To the right of the filter menu’s name, click
.
By default, all menu options are selected.
2. Uncheck the filter’s Show All option.
Note
To reconcile an account, the Show All option for Fund must be selected.
3. Check the options that enable you to obtain desired views of your transaction data.
For example, suppose that you want to view all of your Online Giving payments made with an
American Express card. To do this, select the American Express option from the Payment Type filter menu, as shown in the following illustration:
Notes
7-15
Online Giving
User Guide for Church Administrators
If you cannot see all of the options, use the vertical scroll bar to bring them into view.
The Payment Type filter gives you the ability to sort and view your transactions by payment
method (that is, ACH, American Express, Discover, MasterCard, and Visa). This filter can make
it easier for you to reconcile your accounts and calculate fees associated with different types
of credit card.
Vertical scroll bar
4. Click
.
Transactions that match your filter selections are displayed.
Using our American Express card example, you can see that the report shows only those payments made with an American Express card:
The report also shows you the names of all givers who used an American Express card to pay for
a gift, the amount each giver paid, and a grand total of all American Express card payments.
Exporting a Report
To export the report, select the desired file type from the Export Report To list box. Then,
click
.
Note
Due to the size of this report, we suggest that you export the report to an Excel file to view it.
To print this report, you must export it to an Excel file.
7-16
Creating Reports
Report Descriptions
7
Special Instruction
This report shows special instructions submitted by givers when making one-time and “Quick Give”
donations. These types of gifts are typically given in honor of or in memory of an event
or a person.
Group sorting options are available by the name of the fund (FundName, the default) and the fund
ID (FundID). You can also choose a date range for the report.
After you make your filtering and sorting selections and choose a date range, click
to display the report in the report viewer.
To print, save, or export a Special Instruction report, see “The Report Viewer” on page 7-3.
Suspended/Canceled Giving
TIP: It is possible for a member to temporarily suspend giving and then forget to
reactivate the contribution. ?U[ can use this report to identify such members
and then decide whether it is appropriate to contact them regarding their
suspended contribution.
This report shows gifts that have been suspended or cancelled (that is, electronic withdrawals have
been stopped) by your church members. It includes the fund or gift name, the gift type, the amount,
and the name of the donor.
The sorting option available for this report is by the name of the fund (FundID).
Click
to display the report.
To print, save, or export a Suspended/Cancelled Giving report, see “The Report Viewer” on page 7-3.
Viewing Definitions of Payment Acronyms
Sage Pay is a payment service provider that enables you to make Online Giving payments to your
church from your bank account or by credit card. You can view a glossary of Sage Pay terms and
abbreviations by clicking the Explanation of Payment Acronyms link, which is located in the bottom
left corner of the Online Giving Reports page (Figure 7-1).
7-17
Online Giving
User Guide for Church Administrators
7-18
Appendix A: Payment Authorization Form
Church, School, or Diocese Name
Name on account (Print)
Account Holder's Phone #
Address
City, State, and Zip
ˆ New Payment from Account Specified Below
(Choose either bank or credit card. One account only, please.)
ˆ Change Indicated Below
ˆ Discontinue Electronic Funds Transfer from Account or Fund Specified Below.
I authorize the
following:
Account Information
(Choose either Bank or Credit Card. Provide information below for one account only.)
Bank Account Information
Credit Card Information
Bank Name
Credit Card Type
ˆ American Express
ˆ Mastercard
ˆ Discover
ˆ Other (provide type below)
ˆ
Visa
Account ˆ Checking (please attach voided check)
__________________________
Type
ˆ Savings (please attach deposit slip)
Routing Number
Credit Card #
Account Number
Credit Card Expiration Date
Authorization Effective Date
Fund Type
/
Payment Schedule
(e.g., Sunday
Offering,DSA
Pledge, etc.)
/
Authorization Effective Date
Contribution Schedule
Amount
Payment
Start Date
/
/
Collection Date
(Date for withdrawal
from your account)
Down
Payment
(if applicable)
ˆ Weekly
ˆ Monthly
ˆ Quarterly
ˆ 2x/Month
$
$
ˆ 2x/Year
ˆ Yearly
ˆ One Time
ˆ Weekly
ˆ 2x/Month
$
$
ˆ Monthly
ˆ 2x/Year
ˆ Yearly
ˆ Quarterly
ˆ One Time
ˆ Weekly
ˆ 2x/Month
$
$
ˆ Monthly
ˆ 2x/Year
ˆ Yearly
ˆ Quarterly
ˆ One Time
ˆ Weekly
ˆ 2x/Month
$
$
ˆ Monthly
ˆ 2x/Year
ˆ Yearly
ˆ Quarterly
ˆ One Time
I authorize the above-named church or school to debit from the account specified on this form. This authorization will remain
in effect until I give reasonable change or cancellation notice to terminate authorization. I understand there will be a
nonsufficient funds (NSF) fee charged to my account for NSF debits.
Authorized account signature:____________________________________________________
Date:_________________
For checking or savings account debits, please attach your voided check or savings deposit slip.
A-1
Online Giving
User Guide for Church Administrators
A-2
Appendix B: Online Giving Checklist
Following is a master checklist that you can use when setting up Online Giving for your church. You
can use the check boxes to track your progress on the list.
Attend an Online Giving Demonstration
You may also attend additional demos at any time and may have additional staff attend demos.
Go to www.parishsoft.com/webinars to register.
Information Form Filled Out and Returned to ParishSOFT
This information is used to complete the Sage Application.
Fax to 734-205-1011 or E-mail your account rep.
Receive Sage Application to Review and Sign
This is the application and contract terms for Online Giving. You will have this application in
about one business day after returning the completed Info Form.
Return Signed Application to ParishSOFT
Make sure to also include a copy of your voided check.
Fax: 734-205-1011 or E-mail: psops@parishsoft.com.
Approval
You should have your account approved within 2 business days after you return your signed
application and a copy of your voided check.
• New Merchant Information email from Sage: This e-mail contains your merchant information
that is needed to complete your setup. You will receive this email within two business days of
being approved. If you do not get this email within two days, please contact ParishSOFT
Operations at 866-930-4774 x112 or via email at psops@parishsoft.com.
• Online Giving Setup Information email from ParishSOFT: This e-mail has a letter attached
that contains your URL and your registration code.
B-1
Online Giving
User Guide for Church Administrators
Marketing Online Giving
• Mailing to members promoting Online Giving.
Mailings can take several weeks to be set up, proofed, printed and mailed. You will need to
start planning your mailing early.
• Add “I Give Online” and a check box to your offering envelopes. You may also want to add
“To sign-up, please visit www.your-web-address”
• Bulletin Announcements
Plan your first bulletin announcement to coordinate with your mailing.
Setting Up Your Online Giving Administrative Account
1.
Click the URL in the Online Giving Setup Information email you received from ParishSOFT .
2.
On the Home page, click the Create New Account link.
3.
Complete the New User Account Registration form, using the Registration Code in your
email from ParishSOFT to create your administrative account. This code can be used to set
up as many admin accounts as needed. Please note that an email address can only be used
to set up one account.
4.
After you complete the New User Account Registration, you will receive an e-mail to validate your account. This is to ensure that you entered the email address correctly.
Setting Up Your Online Giving Page
B-2
1.
Go to your church’s online giving page.
2.
Log in using your admin account information.
3.
Click the Church Details link.
4.
Scroll down to the Church Merchant Key section. Enter the Virtual Terminal ID# and the
M_Key Number that you received in the New Merchant Information email from Sage. You
can make changes to the church name and contact information in this section.
5.
Click the Welcome Message link to create a custom message. You can change this message
at any time. The message does not have to be done to continue.
6.
Click the Contact Us Page link and enter your church’s contact information. We suggest
putting office hours in this text. You can change this text at any time. The information
does not have to be complete to continue.
Appendix B: Online Giving Checklist
Setting-up Payment Methods
Click the Payment Settings link.
• Accepted Payment Methods. Select the payment methods that your parish will be accepting
– Bank Accounts: Checking & Savings
– Credit Cards: Visa & MasterCard, Discover, American Express
If a payment method’s option appears shaded or dimmed, your account has not been
approved for accepting payments using this method. If you would like to use a disabled payment method, contact ParishSOFT.
• Contribution Frequencies
This is how often you are going to allow your members to give. The more options you select,
the more flexible it is for your members.
Your options are Weekly, Biweekly, Monthly, Twice a Year, Yearly and Quarterly.
• Accepted Days of Giving
– This is used only if you are going to limit the day of the week that your givers who choose
One Time, Weekly or Biweekly can give.
– This may cut down on the batches that your parish has but it can also be
less flexible for your givers.
– Call Online Giving (866-930-4774, extension 2) with any questions that you have
on this section.
• Quick Give
The option to enable quick gifts is set to On by default. If you do not want to allow this type
of giving, change the option to Off.
• Click Save and your payment settings are all set.
You can come back and make changes prior to releasing Online Giving to your members.
B-3
Online Giving
User Guide for Church Administrators
Setting Up Funds or Collections
Your funds page will be blank. You will need to set up your collections prior to releasing Online
Giving to your members.
1.
Click the Funds link.
2.
Click on Add New Fund.
•
Status
– Active: means that your givers can see this fund and donate to it.
– Inactive: means that your givers cannot see this fund and cannot donate to it.
•
Fund Name: what you want to call the collection.
•
Fund Number:
– For ParishSOFT users, the fund number is the COA ID# from your
contribution software.
– For other users of other software, call ParishSOFT Technical Support to find out what
number to put in this field.
•
Description: what you want your givers to know about the collection.
– You can click on the globe link to add a web address link.
– For your monthly collections, you may want to let your members know which Sunday
of the month the collection is normally taken up.
– For one-time collections, you may want to let your givers know the date of
the collection.
•
Date Range: the date range that you want your givers to be able to view
the collection.
Many churches are not putting dates in this field and allowing the collections to be
seen all the time.
•
Gift Types: This is how you are going to allow your members to give to a fund.
– Recurring: used for funds that you want your members to give to over and over
again. This is normally used for things like weekly collections and monthly collections.
Churches are also using this for Christmas, as it is the same time every year and the
members can choose the yearly option.
– Pledge: used for collections, such as capital campaign. Many stewardship churches use
this option for weekly collections. This will allow members to make their pledge of
treasure.
– One Time: used for one-time gifts, such as Diocesan collections, Ash Wednesday, Easter, and so on. This option also has a place for the member to send a note, so it can be
used for things like Mass Intentions.
•
B-4
Tax Details: should be checked for all collections that are tax deductible.
Appendix B: Online Giving Checklist
Fund Suggestions
• Weekly Offering
• Monthly Collections
• Diocesan Collections
• Capital Campaigns
• Building Funds
• Mass Intention
• Appeals
Set Up an Online Giving Link on the Website
• Make sure to include the www. when setting up the link. Omitting the www. will interfere
with the security certificate.
• Make sure the Online Giving site opens in its own window. It cannot be placed
in iframes.
B-5
Online Giving
User Guide for Church Administrators
B-6
Appendix C: System Email Notifications
The Online Giving has an automatic email notification feature that updates and informs specific
donors by email when an action was performed or needs to be performed.
This appendix shows you examples of the automatic email messages generated by the system and, in
each case, describes the event that caused the email to sent. In the accompanying illustrations, the
bracketed fields that are highlighted in yellow contain information auto-filled by the system. Typically, such information consists of donor data pulled from the database, such as the donor’s name,
phone, and email address. If you added a custom message when you configured the email (see Figure: 2-10 on page 14), the system includes your message in the body of the email. In the sample illustrations, the custom message field is also bracketed but highlighted in green to distinguish it from
auto-filled information.
Process Gifts to Suspend
The system sends the following email to inform a donor that his or her donations to a gift are suspended. The specific reason for the suspension is cited in the email.
C-1
Online Giving
User Guide for Church Administrators
Process Expiring Bank Cards
The system sends the following email to inform a donor that the credit card currently being used for
a payment expired or is due to expire soon,
Managed Email User
The system sends the following email to inform a donor that an administrator is no longer managing
his or her Online Giving account. The account was transferred to the donor who now has sole
responsibility for managing the account.
C-2
Appendix C: System Email Notifications
Update Fund Status
The system sends the following email to a donor to inform him or her a fund is no longer accepting
donations because the organization deactivated the fund.
Update Church Status
The system sends the following email to donors to inform them that the organization stopped using
the Online Giving application.
C-3
Online Giving
User Guide for Church Administrators
Process Gifts
The system sends the following email to a donor to let him or her know that the donation was
received and is currently being processed by the system.
C-4
Appendix D: Enabling JavaScript
To use the Online Giving application, you must have JavaScript support enabled in your browser. If
JavaScript is not enabled, the application cannot function correctly and you are prevented from
using certain features.
By default, most mainstream Web browsers have JavaScript enabled. However, if JavaScript is not
enabled in your browser or if it is turned off, you must re-enable it. The instructions in this section
show you how to enable JavaScript for supported browsers.
Internet Explorer
1. From Internet Explorer’s Main menu, select Tools.
2. From the Tools menu, select Internet Options.
3. In the Internet Options window, select the Security tab. Click
.
The Security Settings - Internet Zone window is displayed.
4. Scroll down to the Scripting section. Under Active scripting, and select the Enable option:
The system displays a Warning message asking you to confirm your selection.
5. Click
6. Click
to confirm the change.
to exit the Security tab.
7. In the address field at the top of the browser, click
to refresh the page.
D-1
Online Giving
User Guide for Church Administrators
Google Chrome
1. In the upper-right corner of your browser window, click
.
2. Select the Settings option.
3. Select the Show advanced settings... link at the bottom of the Settings page.
4. In the Privacy group, click
to display the Content settings window.
5. Under JavaScript, make sure that the Allow all sites to run JavaScript (recommended)
option is selected, as shown in this illustration:
6. Click
D-2
to save the setting and exit the Content settings window.
Appendix D: Enabling JavaScript
Mozilla Firefox
1. In the browser’s address bar, type the following:
about:config
2. Press Enter.
A
Warning message is displayed.
3. Click
4. In the Search box at the top, type the following:
javascript.enabled
The browser displays the results of your search:
If Value is set to
true, javascript
is enabled.
5. Do one of the following:
• If Value is set to true, it means javascript is enabled. Close the browser or click
new browser window and log in to Online Giving.
to open a
• If Value is set to false, double-click the line containing the javascript.enabled entry to
change the value to true. Then, close the browser or click
dow and log in to Online Giving.
to open a new browser win-
D-3
Appendix D: Enabling JavaScript
Safari
1. In the upper-right corner of the browser window, click
.
2. Select Preferences.
3. In the Advanced window, click
to display the Security window.
4. In the Web content group, select the Enable Java option, as shown in this illustration:
5. Click
to exit and save the selection.
D-4
Index
A
Accounts
changing, 4-15
contact information, supplying, 2-5
creating new, 2-3
deleting, 4-16
getting members to sign up, 3-20
giver records, viewing, 4-23
information required for account setup, 2-4
logging in to, 2-3
logging out of, 2-14
password security suggestions, 1-3
ACH Rejection/Correction code report, 7-17
Adding an Additional Gift, 4-7
Administrator-level access
managed giver account, creating, 4-24
registration code, 2-5
viewing current list of users, 7-6
Anonymous gifts, declaring, 4-6
Assisting givers, 4-1
Authorization form for managed givers, A-1
B
Bank account reconciliation, 7-14
Banner or logo, displaying on website, 2-8
Batch transactions
Open Batch Detail report, 7-4
viewing, 5-1–5-3
Browsers, 1-2
Budget report, 7-4
C
Cancel Gift button, 4-15
Canceling a saved or active gift, 4-14
Checklist for setting up Online Giving, B-1
Church address, entering, 2-9
Church contact information, entering, 2-7
Church Details
entering information, 2-7
link, 2-7
Church logo or banner, displaying on website, 2-
8
Church management applications, exporting to,
6-1
ing, 1-3
Clear Gifts button, 4-5
Clear Range option, 3-6
Contact us information, 1-3
Contact Us page, creating for your website, 2-11
Contributions
credit card options, 3-15
discontinuing a payment method, 3-19
exporting, 6-1
Failed Transaction report, 7-7
frequency options, specifying, 3-15
Gift Type report, 7-8
Giving Detail report, 7-10
payment methods, specifying, 3-14
Pledge reports, 7-12
printing receipt, 4-29
Suspended/Canceled gift report, 7-17
types of, 3-7
Cookies requirement, 1-2
Copyright information, entering, 2-9
Credit Card Expiration report, 7-5
Credit cards
available types, specifying, 3-15
Credit Card Expiration report, 7-5
icons for accepted cards, 3-15
payment methods report, 7-13
processing fee, offsetting, 4-7, 7-9
updating expiring cards, 4-20
Customizing your website
Contact Us information page, creating, 2-11
copyright information, displaying, 2-9
custom emails, creating, 2-12
Welcome message, creating, 2-9
D
Date Range option
clearing a date range, 3-6
filtering reports, 7-2
fund start date, 3-7
Deleting a fund, 3-14
Description of funds, entering, 3-6
Detail User report, 7-6
Discontinuing a payment method, 3-19
Display records box, 4-23
Church Management Solutions (CMS), contact1
Online Giving
User Guide for Church Administrators
E
Editing a gift, 4-12, 4-13, 4-14
Email addresses
user account restrictions, 2-5
viewing givers’ contact information, 4-23
Envelope numbers (Env#)
verifying, 6-2
Excel files, 7-7, 7-16
Exporting contributions, 6-4
Exporting reports, 7-3
F
Failed transaction
reinstating a payment method, 4-17
report, 7-7
File formats, 7-3
Firefox, 1-2
Forecasting report, 7-7
Forgotten User ID or password, recovering, 4-4
Funds
deleting, 3-14
description, entering, 3-6
descriptor fields, 3-6
displaying a list of, 3-3
Fund #, 3-7
Fund Name, entering, 3-7
life cycle phases, 3-1
making available for giving, 3-3
overview, 3-1
payment methods, specifying, 3-14
private, 3-4
public, 3-4
sort by column, 3-13
viewing/editing details, 3-11
Funds link, 3-3
G
Gift payments, resuming, 4-14
Gifts
anonymous donations, 4-6
cancelling, 4-14
changing, 4-12
editing, 4-12
instructions for one-time gifts, 3-7, 4-7
managed givers, assisting, 4-24
one-time contribution, 4-6
pledges, 4-6
Quick Give contributions, 4-8
recurring contributions, 4-6
resuming suspended gift payments, 4-14
status of, 4-13
suspended or canceled gift report, 7-17
2
types of, 3-7, 4-6
viewing transactions for, 5-1–5-3
Giver's Name and Email report, 7-7
Givers page
account type, 4-23
change number of records, 4-23
givers detail report, displaying, 4-23
managed giver, 4-23
payment method, setting up, 4-26
sort columns, 4-23
givers, helping, 4-1
Giving by Gift Type report, 7-8
Giving Detail by Fund report, 7-9
Giving Detail report, 7-10
Google Chrome, 1-2
H
Help, getting, 1-5
Helping givers, 4-1
add a gift, 4-5
change a gift, 4-12
change or delete a payment method, 4-15
make a "Quick Give" contribution, 4-8
prevent email from going to junk folder, 4-1
recover User ID and password, 4-4
resolve payment processing issue, 4-17
set up an Online Giving account, 4-2
Home page
adding your church’s information, 2-3
overview, 2-6
I
Icons
credit cards accepted, 3-15
edit (change) a gift, 4-12
video help, 1-5
Individual Giver Detail report, 7-10
Instructions for a one-time gift, writing, 3-7
Internet Explorer, 1-2
J
JavaScript
enabling in different browsers, D-1
requirement, 1-2
L
Linking to Online Giving, 2-12
Logging in to an account, 2-3
Logging out of an account, 2-14
Login credentials, recovering if lost, 4-4
Logo or banner, displaying on website, 2-8
Index
M
Manage Church Funds page, 3-3
Managed giver
converting to independent giver, 4-23
Managed giver account
viewing, 4-23
Managed giver account, creating, 4-24
Managed Giver accounts
authorization form (sample), A-1
creating, 4-24
email address of administrator, entering, 2-8
icon, 4-22
Marketing Kit for promoting Online Giving, 3-20
Member number
changing, 4-23
verifying, 6-2
Members
manage gifts on behalf of, 4-27
one-time gift, scheduling, 3-7
payment frequency options, 3-16
pledge requirement, 3-8
pledges, 3-7
providing contact information for, 2-11
records, viewing, 4-22
viewing welcome message, 2-9
Memorial gift instructions (One Time gifts), 3-7,
4-7
Microsoft® Internet Explorer, 1-2
N
New or Updated Pledge report, 7-11
O
Offering, see Gifts (types of)
One Time gifts, 4-7
Online Giving
advantages, 1-1–1-2
checklist, using, B-1
connecting to the website, 2-1
getting Help, 1-5
informing members about the site, 3-20
making a contribution, 4-5–4-8
managing giving on behalf of members, 4-
27
marketing ideas, 3-20
promoting to members, 3-20
security, 1-3
system requirements, 1-2
transactions, viewing, 5-1–5-3
video Help, viewing, 1-5
welcome video, 3-20
Open Batch Detail report, 7-12
Open batches, viewing, 5-1
Open Pledge report, 7-12
Opening Online Giving website, 2-1
P
ParishSOFT, contacting, 1-3
Passwords
forgotten or lost, replacing, 4-4
length and character restrictions, 2-4
request reminder, 4-4
security suggestions, 1-3
when to update, 1-3
Payment frequency options, 3-15
Payment Method Types by Fund report, 7-13
Payment methods
changing, 4-15
discontinuing, 3-19
reinstating, 4-17
Payment Settings link, 3-14
Payments
canceling future transactions, 4-14
changing amounts and frequency, 4-12
resuming, 4-14
stopping temporarily, 4-13
Phone numbers
account holder, entering, 2-5
church, entering, 2-8
givers, viewing, 4-22
Pledges, 4-6
Pledge Goal option, 3-8
Pledge Goal report, 7-13
selecting as a gift type, 3-7
Popup blocker requirement, 1-2
Printing
contribution receipt, 4-29
reports, 7-3
private funds, 3-6
public funds, 3-4
Q
Quick Give
contributions, including in export file, 6-5
gift type option, 3-8
helping a giver make a contribution, 4-8
link on Home page, 3-18
report, creating, 7-14
R
Reconciliation report, 7-14
Recurring contributions, 3-7
3
Online Giving
User Guide for Church Administrators
Recurring gifts, 4-6
Registration Code, 2-5
Reinstating a payment method, 4-17
Report Viewer, 7-3
Reports, 7-1
ACH Rejection/Correction, 7-4
Budget, 7-4
creating, 7-1
Credit Card Expiration, 7-5
Detail User Report, 7-6
export formats, 7-3
exporting, 6-1, 7-3, 7-16
Failed Transaction, 7-7
Forecasting, 7-7
formats or types, 7-3
Giver's Name and Email, 7-7
Giving by Gift Type, 7-8, 7-10
Giving Detail by Fund, 7-9
Individual Giver Detail, 7-10
New or Updated Pledge, 7-11
Open Pledge, 7-12
Payment Method Types by Fund, 7-13
Pledge Goal, 7-13
printing, 7-3
Reconciliation, 7-14
Report Viewer functions, 7-3
saving, 7-3
Search button, 7-3
Special Instruction, 7-17
Suspended/Canceled Giving, 7-17
Resuming gift payments, 4-14
S
Safari, 1-2, 2-1
Sage Payment terms and acronyms, viewing, 7-
17
Secure Sockets Layer, 1-3
Security statement, 1-3
Settled batches, viewing, 5-2
Signing up for new account, 2-3
Sorting funds list, 3-13
Special Instruction report, 7-17
Special Instructions for a one-time gift, 3-7
Status of funds, 3-6
Status of gifts (active vs. suspended), 4-14
Stopping gift payments, 4-13
Support, 1-3
Suspended gift payments, resuming, 4-14
Suspended/Cancelled Giving report, 7-17
Suspending gift payments, 4-13
System requirements, 1-2
4
T
Tax Deductible option, 3-8
Technical support, contacting, 1-3
Toolbar for Report Viewer, 7-3
Transactions for Online Giving
rejected transactions report, 7-4
viewing, 5-1–5-3
U
URL, entering, 2-1
User accounts
creating, 2-3
managed giver, changing, 4-29
managed giver, creating, 4-24
password security suggestions, 1-3
User report, 7-6
User ID
email validation of, 2-4, 4-3
forgotten or lost, replacing, 4-4
length and character restrictions, 2-4
V
Verifying envelope and member numbers, 6-2
Video help, 1-5
Virtual Terminal ID#, entering, 2-9
W
Web browser compatibility, 1-2
Website
church contact information, displaying, 2-7
displaying church copyright information, 2-9
link to Online Giving, 2-12
Online Giving, connecting to, 2-1
promoting Online Giving, 3-20
Welcome email, 2-9, 2-12
Welcome message, creating for your church, 2-9
Welcome video, 3-20
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