Scanning Checks / Importing Files¶
If you are using a check scanner from your bank, you will be able to import a file into TouchPoint. This gives you both the benefit of having your check deposits made automatically (thus being able to keep the checks for referral) and having that process create bundles in TouchPoint to automatically create contribution records for your donors.
To scan check images and data directly into a TouchPoint bundle, see Scanning Checks to Import Data and Images.
Importing Other Types of Files¶
You can also import files from Push Pay or other online payment processors if you are using one that is not supported as a Payment Gateway into TouchPoint. The process works the same way as the check file import. See below.
The first time you use the import for either checks or a file, you will of course need to associate each check/contribution with a donor in your database. After that, any subsequent checks from that donor will be matched automatically.
Assigning Fund and/or Splitting Check into Multiple Funds¶
The check file will have the total amount of the check, so you will need to use the envelope or check itself to know to which fund you should post the contribution, and also to make any splits that are required if the check is going into multiple funds.
New Clients and/or 1st-Time Check Scanners¶
Each bank has different formats for their exports, and we need to ensure that TouchPoint will read the file from your bank correctly. Typically, this requires us to program support for your bank’s deposit export before TouchPoint will read your file correctly. We do this as part of your hosting service so there is no extra charge.
So, if you are a new TouchPoint client or you are using you bank’s check scanner for the first time, you must send us a sample deposit export first.
Submit a support request, letting us know you are going to begin using your bank’s check scanner, and include a sample file from your bank’s software. If you have questions on obtaining that, just let us know and we can help you.
After we have verified that your file will import correctly, you will be ready to begin importing your check files. If a special setting is required, we will tell you what that should be.
Please be sure you contact us before your try to import a file for the first time. Send us a sample file from your bank in order for us to see if it works with our existing formats. If not, we will create a new one for your bank’s software at no charge.
If you are not familiar with the Contribution Process in general, you will want to read about that.
Importing Files from PayPal, etc.¶
You can use the same process outlined below if you have files from PayPal or Push Pay or some other payment processor.
You would start with Step 2 below, but please read the important note in Step 1 regarding how to open and save the file. The file must be .csv NOT Excel.
Importing Scanned Check Files to Create Bundles¶
Before proceeding, see the Bank Drafts section below.
- Step 1
Scan all of your checks for the day using the specific instructions from your bank for your scanner.
You can separate them into separate batches/bundles, just like you would if you were not scanning the checks.
Make the deposits to your bank (using their instructions)
Using your banking software, create a deposit export and download the file
Save it in your download folder (or wherever you prefer).
Do not open this in Excel and then re-save it. Use your browser to “Save As” the original file format, which will be .csv. This insures that we get the file exactly like it comes from the bank without it being altered by Excel. After you have imported the file into TouchPoint, you can open it in Excel if you need to for any reason.
- Step 2
Go to Administration > Contributions > Management > Batch Upload Contributions
Click Choose File and open the saved file you downloaded (the file name will then appear beside the button)
Select the Contribution Date or Posting Date
Enter the Fund ID. This is the same as the Default Fund you would select if you were creating the Bundles manually.
Click the blue Submit button.
Once you click Submit, a Bundle gets created for each batch included in the file, and you will be taken to the last Bundle.
The Total Bundle and the Total Items will be populated, as will the Number of Items.
Assigning Donor and Fund¶
You will always need to verify that each donation has a donor assigned and is associated with the correct Fund, even after you have imported a file for the first time. Most donors will automatically be assigned because they would have been in a previous file, but you might have new donors.
- Step 1
Find one of the new Bundles in the Bundle List and click the Status of ‘Open’ to go directly to PostBundleEdit for that Bundle.
Or you can click the Bundle ID# which will take you to the Bundle Header where you select Actions > Post Bundle/Edit.
- Step 2
Using the checks as your reference, associate each item with the donor on the check as follows:
Click Select in the far left column for the first item.
Selectis what you will see in the field where you would normally enter a People ID or Envelope #.
Search for the person using the normal Search/Add procedures.
For this process do not select Edit. Always use the Select link as indicated above.
When you find the person, click on the name to select it, and then click Commit and Add.
Each item (contribution) is associated with only one person, even though the check may have the names of both spouses on it. So, you will just select one of them.
Press Tab or Enter to go through the fields, verifying that you have the correct Fund selected, choosing a different one, if necessary.
If the total amount goes to one fund, then proceed with the next contribution in the Bundle.
If the contribution is assigned to the correct person and the correct fund, you do not need to make any changes.
If the total amount is to be split between funds, proceed as outlined below.
- Step 3
- Complete associating contributions until all have a donor and the contributions are assigned to the correct fund(s). Then proceed to the next Bundle and follow the same procedures.
We have detailed instructions and a video in a separate help article that shows how to split contributions. There is a section specifically for performing this for a scanned check file.
For subsequent imported check files, you will not have to associate any contributions from donors whose bank information has already been associated with them. However, you will always want to go through each Bundle and verify that each contribution has a donor and that the correct Fund has been selected. Split any that are going to multiple funds.
If you have associated a check to the wrong donor, you can correct it just as you would any other type of donation that has been incorrectly associated.
For these types of corrections, you will need the user with Admin and Finance role or a user with Finance Admin role to reopen the bundle if it is closed, as you need to make the correction using the scanned check information that is attached to the contribution.
When making corrections, do not click the PID# and change it. Be sure to follow the instructions below and use the Action button to edit the contributions.
- Step 1
Go to Administration > Contributions > Bundles, find the correct Bundle and click the Status, which will be Open
If you are already viewing the Bundle Header, just click Actions > PostBundle/Edit
- Step 2
- Click Actions > Edit beside the contribution that needs correcting, and then remove the incorrect PID# and either enter the correct People ID # or tab to the name field and enter and select the correct name, (or select the correct fund, if that is what needs correcting). Tab to move to the other fields.
- Step 3
- Click Update beside the contribution to save the change.
If the contribution was a check for multiple funds, be sure to Edit all items, if the change is to correct the donor.
How to Handle Bank Drafts¶
Most churches will have some donors who direct their bank to mail you a check. If you have more than one donor using the same bank (which will probably be the case), all the checks will have the same account number. Because the scanned import depends on matching the account number with the donor, you must handle these bank drafts differently.
Here’s what you do:
Keep all of those checks (bank drafts) together and scan them as one Bundle.
Or, as least scan them at the beginning or end of the Batch/Bundle so they are all together.
You will associate each check with the correct donor.
Remember, all of these types of bank checks that are issued from the same bank will have the same account number, so the last person you associate with that account will be the one that will display the next time you scan this type of check from that specific bank. So, you will always need to follow these procedures with bank drafts, in order to associate those checks with the correct donor. Once you associate the contribution with a donor, it stays on that donor’s record, even if that account number for that bank gets associated with another donor.
Now return for the steps to import the file.
Modified first paragraph and added note concerning our Check Scan application.