How to Batch Offline Cash and Check Gifts in Overflow

Overflow's Gift Entry module allows you to streamline offline donation management, from tracking physical check and cash contributions to reconciling and reporting. This guide covers every aspect of batching offline donations, ensuring you can make the most of this powerful feature. Watch our step-by-step video tutorial with Claire Machado to see Gift Entry in action.

Take a look at how it works:

Getting Started with Gift Entry

Accessing the Gift Entry Page

1. Navigate to the Overflow Dashboard.

2. Select Gift Entry from the menu on the left.

3. On the Gift Entry page, you will see a summary of all previously created batches, high-level stats, including batch totals, statuses, and dates, and filters to refine your view by dates, batch names, or statuses.

Creating a New Batch

Step 1: Start a New Batch

1. Click the Create New Batch button.

2. Name your batch and enter in the amount you deposited to the bank. The batch name should be descriptive (e.g., "Dec 2024 Sunday Donations").

3. (Optional) Add a batch description for internal reference.

Step 2: Choose Your Input Method

Gift Entry supports three methods to add offline gifts: Manual Entry, CSV Upload or Check Scanning (coming soon!)

Step 3: Enter Offline Gifts 

OPTION 1: Input using the "Manually" option:

First, select Add Gift and fill out the following fields:

1. 1. Donor Name: Search for existing donors or scroll down the list to find a donor that already has a profile on Overflow or select Add New Donor to create a new profile.
   2. Amount: Enter the donation amount.
   3. Contribution Type: Select "Cash", "Check" or "Other". Note that ALL gifts entered in via Gift Entry are considered tax-deductible.
      1. Check Number (Optional): If you choose Contribution Type = Check, a field to enter the check number will appear.
   4. Contribution Date: Specify when the gift was given.
   5. Campus: Assign the gift to a specific campus, campaign, or top-level fund. (e.g. Mountain View Campus).
   6. Fund: Assign the gift to a specific fund (e.g., "Building Fund").
   7.  Notes (Optional): Add internal notes related to the donation.

Next, click Save Gift to add it to the batch. Contributions will be added below in the Contributions section.

OPTION 2: Input using the CSV Upload option:

1. Prepare a CSV file with the following columns: Donor Name, Amount, Fund, Check Number, Deposit Date, and Notes. We recommend downloading the CSV Template provided within this input option and always using the format provided in the template when uploading gifts via CSV upload.
2. Click Upload CSV, select your file, and review the uploaded data for accuracy. 
3. You can choose to replace or delete your file. If it is the correct file, click "Import Contributions". Contributions will automatically be added to the batch and can be viewed by scrolling down to the Contributions section.

Step 4: Monitor Progress

Each batch has a Progress Chart that updates in real time as contributions are added and reconciled. Scroll to the top of your page while entering contributions to see the total batch amount entered and the remaining amount needed to reconcile. You'll also be able to view a summary of donation value per campus and per fund at the top of your page.

Step 5: Close the Batch

Once you've verified that all gifts have been entered correctly and the total entered amount balances with your target batch amount, you can close the batch. This will lock the batch to prevent further edits and automatically update donor profiles, statements, and reports.

⚠️ Note that once a batch is closed, only the name and date of the batch and a gift's Contribution Type, Date, Campus, Fund, and Notes can be edited. Other gift details such as the donor and amount can not be changed once a batch is closed.

Advanced Features

Filtering and Exporting Data

Use the filter options in the Gift Entry home page to view specific gifts or batches. You can filter by date range, donor name, or fund allocation. Click Export to download filtered data as a CSV for additional analysis.

Voids and NSF Checks

If a check is returned due to insufficient funds or another void is necessary, you can void a donation by clicking into the batch, selecting the ellipsis (the three dots) to the right of the contribution you'd like to void, and selecting Void.

Editing Batch and Contribution Information

To edit a batch, click the ellipsis to the right of the batch while on the main Gift Entry page and select "Edit".

To edit contribution details, click into the batch, scroll to the Contributions section, and find the donation you wish to edit. Click the ellipsis on the right of the gift and select Edit. Note that once a batch is closed, you can not edit the donor information or the donation amount.

 

Need Help?

If you encounter any issues or have questions about Gift Entry, please reach out to our Support Team or visit the Help Center.

FAQs

Will the transactions I add manually appear in my connected CRM?

Yes, manual entry transactions will sync to PCO, Bloomerang, Salesforce, Rock, and CCB CRMs. Note that once you add a new offline gift using Gift Entry it will sync to your CRM, but no updates will be sent. So this means that any updates you make to the manual entry transactions after a batch is closed, including editing gift details, won't sync. 

For all integrations except Rock and Virtuous, voided transactions will sync as well.

What if my batch doesn’t balance?

Double-check all entered amounts and ensure all gifts have been included. Use the "Contribution Amount" indicator as a guide to identify discrepancies.

Can I delete a batch?

Deleting a batch is not possible. Instead, close the batch with a note explaining discrepancies. For permanent deletions, contact our Support Team.

Is there a limit to the number of gifts in a batch?

No, Gift Entry supports unlimited gifts per batch for maximum flexibility.

How do I process a credit card donation if a donor has called in with their card information?

To process a credit card transaction manually, you can use Overflow's Virtual Terminal feature.