Page tree

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. Non-cash gifts do not post to the General Ledger.

Note

Beginning with Version 11.0, you no longer have to clear transactions after posting.

 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. You can also click GL Distribution List to print the GL Distribution List.
  7. To view or edit a transaction's details before posting, select the transaction and click View. Or, 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 both the Proof List and GL Distribution List, click Post Deposit.
  9. In the Ready To Post Deposit window, select the appropriate posting options, such as the Posting Date, GL Month and Year, and GL Source.
  10. Enter a Deposit Reference Number to track the deposit, or select Use Posting Date to track the deposit by posting date.
  11. Enter your deposit's Description, then click OK.
  12. 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 Posting Date to track the deposit by posting date.
  10. When the confirmation message displays, the deposit is posted. Click OK.
Additional Field Information


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
If you do not want to post your deposit to the General Ledger (For example, entering beginning balances 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 Posting Date. The reference number defaults to the next reference number, depending on the selected GL Source.

Description
Enter your deposit's description.