Importing Other Types of Files¶

You can also import files from 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.

Associating Donors¶

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.

We have detailed instructions and a video in a separate help article that shows how to split contributions.

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.

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 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 Batches¶

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, 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).

Step 2

Navigate to Finance > Upload > 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 batches manually.

Click the blue Submit button.

Once you click Submit, a batch gets created for each batch included in the file, and you will be taken to the last batch.

The Actual Amount and the Actual Count will be populated automatically.

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 batches in the Batch List and click the Details icon (it looks like an eye) to go directly to the details page for that batch.

You can click the Batch ID which will take you to the same page.

Step 2

Using the checks as your reference, associate each item with the donor on the check as follows:

Click Select in the Name column for the first item. Select is what you will see in the field where you would normally see the donor’s name.

Search for the person using the normal Search/Add procedures.

Caution

For this process, do not select the Edit icon. Always use the Select link as indicated above. This is what stores the match for the donor.

When you find the person, click on the name to select it, and then click Commit and Add.

Note

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.

Proceed 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 batch.

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 in the Split Contribution help article.

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 batch and follow the same procedures.

Subsequent Imports¶

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 batch and verify that each contribution has a donor and that the correct Fund has been selected. Split any that are going to multiple funds.

Corrections¶

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 FinanceAdmin role to reopen the batch if it is closed, as you need to make the correction using the scanned check information that is attached to the contribution.

Step 1

Go to Finance > Search > Batches, find the correct batch and click the Details icon to see the batch details.

Step 2

Click the Edit icon for the contribution that needs correcting, and then remove the incorrect People ID/Envelope # and Name. Once those fields are blank, click the blue Save button.

Step 3

Click the Select link in the Name column for the contribution that needs to be associated with a new donor and search for the correct person using the normal Search/Add procedures.

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 batch.

Or, as least scan them at the beginning or end of the batch so they are all together.

You will associate each check with the correct donor.

Now return for the steps to import the file.

Update steps for new menu