5.1. Creating a Deposit
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A common scenario plays out at many churches around the country where as the trip prepares to leave a discrepancy is discovered between what the mission leader believes their team has raised and what the accounting department has a record of. The purpose of the Deposit Report is to eliminate the he said / she said between trip leaders and the finance department.
The deposit report was designed for ministries where trip leaders collects funds from the team members and then turn in that money to the missions/finance departments at a later date. You may not find the deposit report particularly useful if your church/ministry has team members or donor submit contributions directly to the church office.
General Process Overview
- Team leader collects funds from team members at a team meeting
- Team leader creates a deposit report from undeposited contributions (usually cash/checks)
- Team leader prints the deposit report and submits it, along with the cash/checks, to the missions or finance department.
- The missions/finance department counts the money and verifies that it matches the deposit report.
- The missions/finance department user logs into ManagedMissions and marks the deposit as verified.
- The deposited contributions can no longer be edited/deleted by the team leader. Because missions/finance has verified the deposit both sides have a common understanding of the mission trips financial standing.
Creating a Deposit Report
Go to the Fundraising tab and choose Create Deposit Report under Related Options. You will be presented with a list of all undeposited funds. Select the check box at the top to select ALL rows or click the specific rows you wish to deposit.
Click the Create Deposit button when complete. Your contributions will be assigned a unique deposit batch number. To print the deposit report click the 'Options' menu and choose Print Deposit Report. A .pdf file will generated which you can print or send via email.
Submit this document along with your contributions to your missions or finance department. You can see a list of all previous deposits, along with their Deposit Status, by going to Fundraising > Related Options: Manage Deposits.
Unverified Deposits can be canceled and regenerated. Once a deposit has been Verified it cannot be canceled by a team leader (or team admin) nor can the contributions be edited.
Account Admins can always edit a contribution even if it is associated with a Verified deposit report.