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Processing Payments

Process Payments for Shelby V5

Note: As of 2017, this report has been replaced with the Payment Export Tool, a Ready-Made Solution.
Payments are processed directly on the Payments page. There are two options for Shelby customers:
  1. If your server hosts both Shelby v5 Financials and MinistryPlatform in a single instance. You can send your payment information directly to Shelby from MinistryPlatform via the Process the selected payments to Shelby report. This report creates a Shelby Check Express entry.
  2. If you have a shared server, or you run Shelby and MinistryPlatform on separate server instances:
    • If you requested it before 2017, you may have a report that will export your Shelby financial information to be imported into Shelby v5 Financials.
    • You can request the Payment Export Tool be installed on your system. See Ready-Made Solutions for details.

Initial Setup

The following needs to be completed to set up your system to process payments to Shelby.

  • Contact Support to let them know you want the report (for single server instance) or the tool (for separate server instances) added to your system.
  • Update the following configuration settings, if needed: ShelbyGlobafileID and SSRS, DefaultAccountingProject.
  • Ensure that all Program records have Shelby fund, dept, and account numbers in the Shelby Fund, Department, and Account fields. This is very important.
  • Ensure that all Events records have Shelby project numbers in the Project Code field if needed. Otherwise, this field should be zero or blank.

Process Payments Greater than Zero Dollars - Export to Shelby Report

Payments greater than zero dollars need to reflect in your accounting system as deposits that match what appears on your bank statement at the end of the month. The following steps assume you are processing only Payments that settled as a deposit together.
  1. Get the appropriate gateway report from your Authorize.net account reflecting the payments that settled in the deposit.
  2. Go to Products & Payments > Payments, and select one or more payments that are part of the same merchant batch.
  3. Change your selection to Current/Unsaved Selection.
  4. From the Reports menu, select Process Selected Payments to Financial Edge.
  5. Enter a value for Merchant Batch consistent with your gateway report.
  6. Select a Bank Account.
  7. Select the Journal Ref Prefix.
  8. Click View Report.
  9. Confirm that the total of the selected Payments matches what you expect from your gateway report.
  10. Click the Export link.
  11. Export the results to CSV.
  12. Import into Financial Edge.
  13. From your selection, click Assign and mark all Payments as Processed so that these Payments no longer display in the Not Processed view of the Payments page.

Shelby Processing Payments FAQ

Q1: Should we create a separate Deferred Program for event registrations?

It's totally up to you! It just depends on your preference for how the registration payments come into Shelby General Ledger and how it affects any MP Program-based reporting you do. If you choose to, account information is set in the Program. If you use Projects in Shelby General Ledger, that can be set in the Project Code field on the Event.

Q2: I'm running the Process Selected Payments to Shelby report, and the report says "an error has occurred during report processing" or "one or more items have been processed or Shelby account info is missing." How do I remedy the missing information?

The Program related to the Event is likely missing some or all of the Shelby-related info. Fill in the necessary Shelby fund, department and account information and re-run the report. Or, along the same lines, the Program's Fund, Department and/or Account number or the Event's Project Code could be improperly formatted.

Q3: I'm running the Process Selected Payments to Shelby report. I've set Summary Only to yes; however, the Check Express Entry has over 100 entries (one for each registration). Why is this?

The Summary Only affects the report generated and not the Check Express Entry.

MinistryPlatform

Last updated: July 12, 2024