Arena Contributions (Hands-On) [Course #A116] Presented by: Staci Sampson Shelby Contract Trainer 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.
Objective To learn how to navigate in Arena Contributions and practice entering gifts. What You Cover in This Session How to add a new Contributions fund How to use the Contributions Entry process and create a new batch How to edit the Contributions Entry screen How to enter gifts for Contributions How to edit a batch Finalize and Export a Batch 2
Contributions Key Components: Fund Management Add, edit, and delete Contributions Funds. Contributions List Versatile report with a large number of search parameters so that you can see the contributions data you need. Batch List This report returns information about your contributions batches. You also run edit reports, finalize, and export batches in this area. Repeating Payments All of your congregants repeating payment information from their online giving displays here. Reports Several reports created in Reporting Services are accessed here. Pledges This report allows you to get information about givers pledges. Pledge Quick Entry Data entry option for pledges Contributions Entry Create batches and start data entry. Scan Checks Opens check scanner application. 3
Fund Management In this exercise, we will create a new Contributions Fund in Arena. Click here to enter new fund. 4
Create Funds 1. Open the Arena website and log in. 2. Click the Contributions menu. 3. Click the Fund Management option. 4. Click the Add New Fund icon in the lower right-hand side of the grid. 5. Enter information as needed. 5
Contributions Data Entry Create a batch and start Contributions Entry Check Scan Opens check scanner application and creates an xml file for import into a batch. Skip this step if not using a check scanner. Enhanced Contributions Entry Create a batch (import check scan xml file if using check scanner). Data Entry Save Batch. Review Batch Details (summary). Batch List run report, reopen batch if necessary, finalize, and export. 6
Group Exercise Data Entry Process Work through exercise with instructor Import option if using a check scanner or Shelby Teller. From the Contributions menu, click the Enhanced Contributions Entry option. Enter ISC #1 for the Batch name. Batch Date: Use today s date. Control Amount: $500.00. The Control amount is the total amount of gifts posted to the batch. 7
Data Entry Process 1 3 2 4 1 1. Use the search tool to identify the person giving the gift. Add a record if the name is not in database. Search by first name then last name. 2. The date of the gift brought over from the batch date. 3. A running total that subtracts all entered gifts from the Control Total identified in the batch. Also, notice this area for tracking each gift entered. 4. These four fields are for the primary gift entry information. If you have used a Cross Check scanner to create a MICR image of the check, it appears here. Payment Type identifies how the gift was given (e.g. Cash or check) Check # total Amount of the gift Memo entry field 8
5 7 8 9 10 6 11 5. Enter amount associated with each fund. Add Fund line if check is split between more than one fund. 6. Click the Show All Funds link to see a list of all the funds. 7. Choose a Project if necessary. Projects are linked to the General Ledger. 8. Choose a specific Honorarium if necessary. 9. Displays Pledge information if donor has a pledge. 10. Click Next to advance to the next entry (person). 11. Save Batch upon completion of data entry. 9
Set Defaults Using Module Settings Click the Edit Settings link on top right of screen. Scroll down the Priority Fund List to locate your fund. 10
Select your fund by clicking on it or select multiple funds by holding the Ctrl key down and clicking multiple options. The order of the funds is controlled by the order under Fund Management. Other Options under Edit Settings (Module Settings) Allow Negative Contributions Show Honorariums. Show Envelope Number Show Sub-Donor 11
Process Two Entries: First Entry: Person: Billy Adams (search order.first Name space Last Name) Contribution Date auto populated from batch date Payment Type: Check Check Number: 101 Amount: $250.00 Fund (Purpose Code): 1876-Pledge Save Contribution Second Entry: Person: Blake Edwards Contribution Date auto populated from batch date Payment Type: Check Check Number: 201 Amount: $250.00 Fund (Purpose Code) Split: o $100.00 to 1876-Pledge o $150.00 Build Save Contribution Verify Control Amount and Contribution Entry totals match. Save Batch. 12
Batch Details Onscreen Edit Options Batch details displays a batch summary to verify totals, individuals, and fun allocation by person. This is an edit screen before finalizing under Batch List. Entries can be deleted from here after a batch is saved. Use Edit Details to return to batch entry for editing each entry or adding new entries. Click the Batch List option to leave this screen, run batch report, and finalize batch. Click Batch List under the Contributions Navigation option to go to finalize. 13
Batch List Options 1 4 5 6 2 3 1. Finalized filter to view all batches no results in open batches, yes displays all finalized (posted) batches. It is good to enter a date range when viewing finalized batches. 2. Click the Batch link to re-enter batch for editing. 3. Click the Report icon to print the batch edit report. 4. Control Amount, Contribution Total, and Difference if difference is not zero, then batch is out of balance. 5. Summary of funds in batch. 6. Click the Delete icon to delete the batch. 14
7 7. Summary of all funds from all batches display on screen. 15
Edit Batch Entries Click Batch Name Hyperlink to reenter batch. Click Edit Details to enter batch. 16
Edit Batch Entries Click Next to reenter batch to make all Make any changes to individuals, amounts, fund codes, etc. on the screen below and then save batch to return to batch list and finalize options. 17
Finalize Batch and Post to the General Ledger From the Batch List select one or multiple batches. Ensure the batches posted match the bank deposit. Click the Report icon to run an edit report. Click the Finalize and Export button to post to the General Ledger. The export to General Ledger is not required. Select batches that match bank deposit. 18
General Ledger Export Options Choose Financials Export (API) option to create automatically a Journal Entry in ShelbyNext Financials or preferred Export. Choose Contributions for the Journal Type and ensure the Period matches the posting date. Go to the General Ledger Manage Unposted Journals to the journal entry. 19
Class Exercise 1. Enter the following gifts as a batch into Contributions. 2. Use today s date for batch date and contributions entry. 3. Save batch. 4. Finalize batch from batch list. Use the Finalize and Export to General Ledger option. Name Fund Type Check # Amount Billy Adams General Check 2435 $150 Billy Adams Build Check 2435 $125 Claude Baker Build Cash $100 David Carter General Cash $50 Lorena Daniel Moversea Check 4532 $300 Bruce Everest* General Cash $275 *Bruce does not exist in Arena; add his information. Bruce Everest 7346 Goodlett Farms Parkway Cordova, TN 38016 He is Married, Male, and a Visitor. Cell #: (901)345-1987 Email: beverest@gmail.com 20
Staci Sampson Shelby Contract Trainer staci.sampson@shelbyinc.com Staci began working with Shelby Arena software as a Project Manager at Faith Assembly of God in Peru, Illinois. From there she became an Independent Arena Trainer for the Illinois District Council of the Assemblies of God. Along with working for the IDCAG, she is now a Shelby Contract Trainer for Arena and ShelbyNext. Staci enjoys supporting churches and the growth of their ministries through training and education of the software.