This article will outline the steps to allocate each check to a donor and a fund.
Open the Batch
Once you have closed your batch in the Check scanning portal go back to the Gift Entry > Check Deposit menu in the Pushpay admin portal. The In Progress tab shows batches that still need to be allocated. Find the batch you want to allocate and click on the batch name to open once its status is Ready to Allocate.
Allocate Funds and Date
Although not required, it is recommended you group your check scans by date and fund so that you will be able to quickly and easily allocate these fields for each batch. At the top of the batch, you can set the given on date and/or fund for all transactions by clicking Settings in the batch header, choosing the appropriate values from the menu in the middle of the screen, and then clicking Update checks.
Allocate Individual Checks
1. Click on the first check that has missing data, noted by the red dot and Select giver in the transaction line.
2. Begin entering the appropriate donor details. When you start typing the donor's name, a drop down menu will appear where you can select the correct donor. You can view the front and back of the check by clicking Front and Back next to the check image.
First Time Allocation
If the correct person is not already in the system and does not appear, select + Add a new member.
Enter in their information to create a profile.
|Please Note: It is highly recommended to pull their email and mobile number from your ChMS when doing this. This will link their transactions to their Pushpay account (present or future), will allow you to send them emailed receipts, and will ensure the best person is matched if you have an API integration to your ChMS.|
Bill Pay Checks
Bank or bill pay checks, written off the banks clearing account, present a situation where a checks account and routing number is used for multiple people. After these checks have been allocated to more than one person, you will see a list of people to chose from. The system will not allocated these to any one person automatically since it recognizes that check could belong to one of many people. Select the correct person or Add a new member.
3. Once you are done, click Save & Next to continue allocating the rest of the checks in the batch.
Once you have completed allocating the checks to all donors, click Complete allocation in the lower-right hand corner.
If any transactions are missing required information you will see a red circle next to the transaction. You will not be able to complete the allocation until all required fields are completed.
|Note: Once you close a batch, you cannot allocate the check to someone else. If you've misallocated a check, please submit a request.|
When asked "Have you finished your allocation?" confirm by clicking Complete allocation. You should see a success message at the top of the page.
To view your allocated batches, you can click the Completed tab in the middle of the screen.