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This documentation is for ACS 11.4.x.
Documentation for earlier versions of ACS are available too.

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After you check your transactions for accuracy and make any corrections, it's time to post the transactions.

Posting transactions permanently saves the gifts in each contributor's record. You can post a single batch of transactions or select multiple batches to post. You can only post your current batches unless you have rights to post all users' batches on the Security tab in Users and Security.

After a transaction is posted, you cannot edit or delete it.  This limitation provides an accurate audit trail, which is critical to sound accounting practices. If you find an error in a posted transaction, you must void and re-enter it with the correct information.

You can also post gifts to the General Ledger, if Contributions is interfaced with it. When you post to the General Ledger, you apply the contribution totals, not including non-cash gifts, to the appropriate G/L accounts. If Automatic Fund Balancing is set up in General Ledger and funds cross when posting contributions to General Ledger, ACS automatically makes the balancing transactions in General Ledger, ensuring that both your General Ledger and Contributions funds balance.

 To post transactions if interfaced with General Ledger
  1. Under Manage Records, click the Contributions tab.
  2. In the drop-down list, select Enter/Post Contributions and click Go .
  3. In the Enter/Post Transactions window, click Post Deposit.
  4. In the Select Open Batch drop-down list, select the batch(es) you want to post. To edit a batch's details, such as its posting date or description, click Edit.
  5. If you do not want to post the batch to the General Ledger, select Skip Posting to GL.
  6. If you have not already printed the proof list, click Proof List to print it, then compare the proof list with your expected totals.
  7. Click GL Distribution List to print the General Ledger distribution list.
  8. To view or edit a transaction's details before posting, select the transaction and click View.
  9. To delete a transaction because it was entered in error, select the transaction and click Delete.
  10. After comparing your batch total to your expected total and printing both the Proof List and GL Distribution List, click Post Deposit.
  11. In the Ready To Post Deposit window, select the appropriate posting options, such as the Posting Date, GL Month and Year, and GL Source.
  12. Enter a Deposit Reference Number to track the deposit, or select Use Today's Date to use the current date to track the deposit.
  13. Enter your deposit's Description, then click OK.
  14. When the confirmation message displays, the deposit is posted. Click OK.


 To post transactions if not interfaced with General Ledger
  1. Under Manage Records, click the Contributions tab.
  2. In the drop-down list, select Enter/Post Contributions and click Go .
  3. In the Enter/Post Transactions window, click Post Deposit.
  4. In the Select Open Batch drop-down list, select the batch(es) you want to post. To edit a batch's details, such as its posting date or description, click Edit.
  5. If you did not print the proof list, click Proof List to print it, then compare the proof list with your expected totals.
  6. To view or edit a transaction's details before posting, select the transaction and click View.
  7. To delete a transaction because it was entered in error, select the transaction and click Delete.
  8. After comparing your batch total to your expected total and printing all proof lists, click Post Deposit.
  9. In the Ready To Post Deposit window, enter a Deposit Reference Number to track the deposit, or select Use Today's Date to use the current date to track the deposit.
  10. When the confirmation message displays, the deposit is posted. Click OK.


Field Descriptions — Ready to Post Deposit window


If your Contributions module is not interfaced with the General Ledger or you are not posting to the General Ledger, only the Deposit Reference # field displays in the Ready to Post Deposit window.
  • Skip Posting to GL — Select if you do not want to post your deposit to the General Ledger. For example, if you are entering beginning balances that are already reflected in General Ledger, select this option.
  • Posting Date — This date defaults to the current date, but if you want to change it, select another date in the list.
  • GL Month/Year — If posting to General Ledger, use the arrows to select the month and year you want to post to. This defaults to the current month and year.
  • GL Source — In the drop-down list, select the General Ledger source account.
  • Deposit Reference # — Enter a deposit reference number to track the deposit or select Use Today's Date. The reference number defaults to the next reference number, depending on the selected GL Source.
  • Description — Enter your deposit's description.


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11 Comments

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  1. Aug 10, 2011

    Anonymous

    how do I make a deposit in the transactions section?

    1. Aug 10, 2011

      Amy Lauren Scott

      Thanks for checking out our new documentation and for your comment. Can you clarify exactly what you're looking for?

      Please let us know and we'll answer your question as soon as possible.

      Thanks!

  2. Aug 30, 2011

    Judy Krueger

    How do you select all batchs to make a deposit for

    the total amounts?

    Is is possible to print a G/L for the total  amount

    deposited for the specific date, showing totals by

    fund?  Can this be done after all batches have

    been entered?

    1. Aug 30, 2011

      Amy Lauren Scott

      Hi Judy! Thanks for reading our help and for your comment.

      Yes, you can select all batches to make a deposit for a total amount. After you click Post Deposit (in the Enter/Post Transactions window), in the Select Open Batch drop down list, you can select all of your open batches for posting. Just select the batch or batches you want to post.

      Here is a visual that may help.


      Click to enlarge

      If you select all open batches, when you return to the Post Deposit window, "All Open Batches" displays in the Select Open Batch field to let you know that you're posting all open batches.

      When you print the GL Distribution list for a deposit that includes multiple batches, each batch is included on the list. The batch details display at the top of the report.

  3. Sep 06, 2011

    Anonymous

    We are not interfacing our general ledger to contributions therefore once we click post deposit does it automatically clear the weekly posting?  Prior to the upgrade we would post transactions and then clear transaction history to get ready for next week.  We don't see that option any longer.

    1. Sep 06, 2011

      Amy Lauren Scott

      Thanks for your comment.

      You're right- beginning with Version 11.0, you no longer have to clear transactions after posting. They automatically clear, saving you time in the Enter/Post process. 

      Also, I added this as a note, in case anyone else has this same question.

  4. Sep 13, 2011

    Anonymous

    How do I clear my Weekly Register?

    1. Sep 14, 2011

      Amy Lauren Scott

      In ACS 11.0 and above, you no longer have to clear after posting.

      In Enter/Post Transactions, when you click Weekly Register to preview or print the weekly register, recent posts display. Prior to 11.0, after you cleared the week, you could no longer print the weekly register, but now you can print it at any time by searching based on Post Date and Deposit Reference number.

      1. Sep 14, 2011

        Anonymous

        Does this mean that I cannot clear out the Weekly Register list and it will continue to grow and grow?  I  would like to get rid of the previous registers so it does not become confusing and convoluted.  As it is now, the most recent Weekly Register does not show, but the one with the highest number does.  This means that an older one that used the date which is an 8 digit number shows first instead of the 4 digit reference numbers generated by ACS or the 3 digit reference numbers generated by my bank, which are usually the most recent.

        I would really like to clear this list out, at least monthly-- if not weekly or, better yet, daily.  Some of these deposits that we created before we figured out how to use the new ACS are really getting in the way. 

        1. Sep 16, 2011

          Rhonda Howell

          The Weekly Register is no longer printed from a temporary report file that is populated and cleared. It displays and prints the information directly from the posted transaction table (it's not extra information this is taking up hard drive space) and is organized by post date or deposit reference number. So there is not a way to "clear it". We will be adding another option to print based on the Batch# which may help you in how it's organized and searched on for printing. I can understand the confusion if the method of tracking the deposit reference number has changed while learning 11.0 (if started with an ACS number and changed to a bank number or post date, etc.). That of course will level off the further along in the process you get.

          If you find that even after the addition of the batch# option (or continued use) doesn't help you, please enter an enhancement request from the ACS Technologies website under the client portal at

          https://cp.acstechnologies.com/Account/Login?ReturnUrl=%2FIdeaForum

          We would love to record that and get feedback from others who may have the same idea. Thanks!

  5. Aug 31, 2012

    Anonymous

    Can I change a post date and/or gift date to a batch that has posted without changing each individual entry?