Donors, collections and counting with two people

This guide covers the money coming in and going out each week: donor records, gifts by transfer, the Sunday offering counted by two people, and expenses. Set up the module first: Finance: first steps for the treasurer. Amounts are in PLN, and the banknotes and coins on the counting screen are Polish.

Who does what

• Bookkeeping (treasurer) does everything below.
• Offering counting starts a collection, adds items, confirms and closes, but only in collections the person works on. They can't mark the deposit, though they can attach the slip if there's none yet.
• Board reports and Auditor access only read.

Donors

A donor card is separate from the Directory. Adding a person there doesn't create a donor.

1. Donors & documents → Donors → New donor.
2. Fill in Name. Envelope no. and Email are optional, but the envelope number can't repeat. Without an email, the person can't get their annual statement by email.
3. Click Save.

The list shows the first 50 names, so use Search donor… (name, email or envelope number). You can't edit a donor on the web after saving.

Click a name to open the card:

• Donation history: dates and methods for everyone with access, amounts only with Donor amounts.
• App account: Link account… connects the card to a member, who then sees these gifts under My giving. This takes Donor amounts. An automatic link by email happens only for accounts with a confirmed address, so check this card instead of assuming. What the member sees: Your profile, family, giving and notifications.

The shield icon in the list runs Anonymize. Personal data is erased for good and amounts stay. It can't be undone.

Gifts by transfer and other single gifts

1. Everyday → Donations → New donation.
2. Fill in Date, Amount (PLN) and Fund, then choose the Method: Cash, Transfer, Card or In-kind. Skip Online, which is for operator payments and can't be used today.
3. Choose Tax relief: Religious worship, Charitable or Other. These categories come from Polish tax rules. Ask your accountant which one applies.
4. In Donors, pick a person or leave Anonymous. Click Save.

The gift goes into the ledger right away: cash to the cash box, a transfer to the bank account. In a closed month, saving is refused. The Ledger column shows In ledger, With collection, Not posted (in kind) or Not in ledger, the last with a Post button.

Limits on the web:

• The Donors list in this window holds the first 50 names. For anyone later in the alphabet, save as Anonymous, then use Assign donor in the row. This link appears for transfer, online and card gifts without a donor, and needs Donor amounts.
• The Donations screen shows the latest 100 gifts.
• A gift has no delete button. To cancel it, find its entry in the Ledger and click Reverse. The gift stays on the Donations list, but it no longer counts in annual statements.

Counting the offering

The menu says Collections. The screen itself is titled Batches, and the button is New batch.

1. Everyday → Collections → New batch. Choose the Service date and click Save. The Collection count screen opens.
2. Under Denominations, enter how many of each banknote and coin you have. It saves by itself, and Counted cash updates as you go.
3. Next, add what's in the plate, one item at a time. For an envelope, type a name or number in Envelope: name or number and pick the person. For plain cash, leave that field empty.
4. Type the Amount, or click Remainder to use what's left. Choose a Fund, or use Split across funds. Click Add item.
5. Watch Counted cash, Assigned and Left to assign. You're done when Left to assign is zero.

The second person

A collection can't be closed until a second person confirms it, and that can't be the person who started it. There are two ways.

PIN on the same device. Under Or the second person's PIN, the second person picks their name, types their PIN and clicks Confirm with PIN. The PIN is set once in the phone app, not on the web: Church → Offering, then the key icon (My counting PIN), 4 to 6 digits. After 5 wrong tries, that person's PIN locks for 15 minutes.

Their own account. The second person opens this collection on their own device and clicks Confirm with my account. This works for the treasurer and the Owner. Someone with only Offering counting can't open a collection another person started, so they need the PIN.

Plan this before Sunday. If both counters have only Offering counting, the second one needs a PIN set up in the app.

Closing and depositing

1. PDF protocol gives you the count to print and sign. Before closing, it's marked as a draft. It's always in Polish, and names appear only with Donor amounts.
2. Close collection works after confirmation. If you entered denominations, they must match the items exactly. If they differ, the screen shows by how much.
3. Closing puts the total into the ledger as one income entry in the cash box, split by fund.
4. After the bank deposit, the treasurer goes to Deposited at the bank, chooses the Account, optionally adds a Photo of the deposit slip, and clicks Mark as deposited at the bank. The money moves from cash to the bank in the ledger, and fund balances don't change.

The status goes Open, Closed, Deposited.

A closed collection can't be reopened or edited. You can only click Reverse on its entry in the Ledger and record the correct amount. A reversal covers the whole collection, so check with your accountant first. It also takes that collection's envelopes out of annual statements.

The Dashboard reminds you about open collections and collections still to deposit.

Expenses

Expenses go in the Ledger. The quick row at the top is the fastest way:

1. Check the date. Expense is already selected.
2. Choose the account (numbers starting with 5) and the Fund.
3. Type a Description and an Amount (PLN).
4. Click the paperclip to attach a photo or PDF, up to 10 MB.
5. Click Add or press Enter.

You can attach a file later with the paperclip in the row, until the month is closed. To correct an expense, click Reverse in its row and enter it again.

What's next

• Giving page and QR codes
• Reports, budget and annual donor statements