You will want to read Contributions - The Basics article prior to creating any bundles.
The following are the use cases in which you do not create a bundle, as they get created automatically. See the help articles for each one for more information.
- Check Scanning
If you are using a check scanner from your bank, the bundle gets created when the file is imported.
- Online Giving and Online Pledges
These bundles are created when someone makes an online donation or an online pledge.
- Extra Donation from an Online Registration
These donations go into any open online bundle, or a new one is created, if there is not one for that day.
- Bundle Type
A Bundle Type is used as a reference, and also to set the default Contribution Type. When creating the bundle, select the Bundle Type that fits the majority of the contributions you are posting. Example: Pre-printed Envelopes, Loose Cash, Pledges. We do not recommend combining Pledges, Gifts in Kind, or Stock gifts in a bundle with normal contributions. These types of gifts will have a different Contribution Type, and that will get set when you select the correct Bundle Type.
Each database has a set of Bundle Types, and your System Admin can add more if needed. These are located in the Lookup Codes. For example, you may want to have a type for each campus. When creating bundles you never select the types that are created automatically. For example: Online, Online Pledge.
- Default Bundle Type
Each database has a default bundle type. This is the bundle Type that always displays at the top of the list when you create a new Bundle. If you want it to be a different bundle type, your System Admin can add the setting DefaultBundleTypeId to your database and use the ID for the type you want as the default. You can find the BundleTypes in the Contributions section of the Lookup Codes. Drill down to find the ID#s.
- Default Fund
This is the one fund that always displays when you create a new bundle. You can change that for the specific bundle if most of your contribution in that bundle are for a different fund. Or course, you can change it for individual contributions when posting.
For new databases, it will be Fund #1. Your System Admin can change the default fund to whatever fund you prefer. The setting is DefaultFundId.
- Bundle Header
- The header is the part of the bundle containing the details of the bundle, not the individual contributions. Those details are the default type, default fund, contribution date, deposit date, totals, and the status (which is automatically set as Open when you create a bundle).
- Deposit Report
This report will give you a list of all bundles that have the same deposit date. The purpose of this is to help you create your bank deposits, and can be sent in a bank bag if you use an armored care service.
The report contains the following information (one row per bundle):
- Bundle ID#
- Bundle Total
- Totals for Checks, Cash and Coins
- Grand total at the bottom of each column
On the Bundles List, click on the date for which you want the report.
- Deposits Totals
This report can be run for a date range and will show the summed up totals for each date. So, instead of having one row for each bundle, you have one row for each day’s total deposits. The purpose of this report is to help you reconcile your bank statement, by giving you the total daily deposits for all giving that was not done online.
The report contains the following information (one row per day):
- Deposit Date - This is a link allowing you to drill down to the bank Deposit Report for that date.
- Total Header
- Total Contributions
- Bundle Count
Each amount should match a deposit in you bank account.
Go to Administration > Contributions > Basic > Deposits Totals, enter a start and end date and run the report.
Remember, this is not the procedure if you are using a check scanner (see above).
- Step 1
- Go to Administration > Contributions > Bundles, and click the green +Create New Bundle button.
- Step 2
Complete the form for the Bundle Header as follows.
- Bundle Type
- There will be a default type already selected. You can select the appropriate type from the list.
- Default Fund
- Select the primary fund that will be used as you enter individual contributions. The Fund can be changed for each contribution as needed.
- Contribution date
- The default is the previous Sunday’s date. If you are entering contributions that need to have a different contribution date, be sure to enter that in the Bundle Header before you enter the individual contributions. This is the date the church received the contribution.
- Deposit Date
- This is the date the money will go to the bank.
- Total Cash, Total Checks, Total Coin
- Enter a zero in any of the fields if not applicable. You do not have to break it out like this, if you do not want to do so. You can enter everything as cash or checks.
- Step 3
Click Save and write the Bundle ID# on the calculator tape as a reference. That # will be at the top of the page.
This assumes that your process includes creating a calculator tape that is kept with the envelopes or copies of checks.
- Step 4
Select Actions > +Create New Bundle and continue with Step 2 above.
Repeat this until all bundles for that day have been created in TouchPoint.
Create Deposit Report¶
After all bundles have been created in TouchPoint, you can generate the Deposit Report.
- Step 1
Go to Administration > Contributions > Bundles, and click on the Deposited Date for which you want the report.
It does not matter which bundle you use. Just click the date for any one of the bundles for the deposit date you want for the report.
- Step 2
Print the report using the print function in your browser.
After the above steps have been completed, you are ready to proceed to recording (posting) individual contributions.
Export Bundle Entries¶
After a bundle has been given a status of Closed, you can export its contents to an Excel spreadsheet. The export will be given the name Bundle-Export-bundleID where -bundleID is the bundle’s ID #.
From the bundles list, click on the bundle ID # to display it. Then, from the Actions drop down menu, select Export to Excel.
The export will contain columns for:
- Bundle ID
- Deposit Date
- Contribution Date
- Name (of donor)
- Income Account
- Fund ID