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Using Fund & Amount Split Contributions, Add Contribution Screen

Help – Training – Explanations – Hints



This is the HELP TEXT narrative for “Using the Fund and Amount with Split Contributions” on the Add Contribution screen and on the Modify Contribution screen. This narrative will describe how to select the Fund(s) and enter the Amount(s) of the donation if the donation WILL be divided and applied to two or more Funds.



Definition – Single vs. Split Contributions:



A “single” contribution requires only one transaction to post it, but a “split” contribution can also be applied with just one transaction. In this discussion, a “single” contribution will mean the total amount is posted to a “single” fund. A “split” contribution will mean the total amount will be split and posted across “multiple funds”.



Example of a Single Contribution:

A “single contribution” is one in which the entire amount is applied to the same fund. For example, a $500 donation is applied to the “General fund”.



Example of a Split Contribution:

A “split contribution” is one in which the entire amount is divided and applied to multiple funds. The donor gave a sum but designated how it should be split and applied. For example, a $500 donation is applied as $350 to the “General fund”, $100 to the “Building fund”, and $50 to the “Youth fund”.



How to “Apply” Split Contributions:



If you are updating an existing donation that was already posted, the process works pretty much the same except you should see multiple Funds and Amounts are already displayed and you can change them following this same process.



This following describes how you can assign a donation or contribution to two or more Fund names. To accomplish it, you use the [Split Contribution] button.



** Note: Before you do the following steps, make sure you have already used the Envelope Number or Name lookups to select the person making the donation. You have to select a person before you start entering the amount and other data.



Step 1:

First, BEFORE entering any Funds or Amounts per Fund, use the [Split Contribution] button to create multiple Fund selection choices. The default Fund is the first Fund. If you click the button once, you will see a way to enter two Fund names and an Amount for each. If you click the button again, you will see a way to enter three Fund names and an Amount for each. And so forth.



Step 2:

Second, and only AFTER using the size="5">[Split Contribution] button to create the number of Fund selection choices you need, assign specific Fund names to each split Fund name box using the Fund drop-down list. If the Fund name displayed at the top of the list is not the Fund you want, click the arrow on the right of the Fund drop-down list to see the other Fund names available for selection. Click on one of them to select it for this donation. Do that until you have all your split Fund names for this post showing to the left of their corresponding empty amount boxes.



** Note: When you setup Fund choices for your church, using the [Create Fund Categories] icon, you can control which is the default used most often so that it automatically displays first at the top of the Fund selection box. You only have to use the drop-down list if the default Fund is not the one you need and you have to select a different Fund name. If you leave the first entry displayed, that will be the Fund you selected (without having to actually click it).



Step 3:

Third, enter the Total Amount in the “Total Amount of Split Contribution” box provided. It will be the actual, “entire” donation Amount – the amount of the check or cash given. Before posting, the system will verify that the individual Fund name Amounts add up to the Total Amount to ensure a mistake was not made in splitting the amounts.



Step 4:

Fourth, enter the split amount to be assigned to this Fund name, in the Amount box to the right of the Fund name. Decimal point is not needed for whole dollars.



** Example: for one hundred dollars, enter 100



** Example: for one hundred ten dollars and fifty cents, enter 110.50



Step 5:

Lastly, repeat entering the split portion of each Amount next to its corresponding Fund name. Keep repeating this process for as many Fund names as you are using in this split donation.



** Example: If the contribution is $500 and $300 is to go to the General Fund, $150 goes to the Building Fund, and $50 goes to the Youth Fund… you would FIRST press the [Split Contribution] button twice so that three split entry lines appear on the screen, one for each of the three Fund names you need. Then you choose the three Fund names. Finally, enter the overall or Total Amount of $500, followed by each of the Amounts per corresponding Fund name – keeping in mind the sum of the splits MUST match the Total Amount of the donation.



How to “Modify” Split Contributions:



You can change or update an existing posted transaction, in general, by following the same guidelines as when you originally posted it.



One major difference is that you can change a “split” contribution into a “single” contribution if you need to. To do that, blank out the amounts on the splits, and make sure the total amount is still correct. When you update the transaction with the split amounts blanked out, it will convert to a “single” contribution.


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