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Exporting Deposits

Shelby v5 Export

This report is only available if you have your Shelby and MinistryPlatform instances existing on the same server. If you are a cloud hosted church, this report will not be available and you should instead use the Deposit Export Tool.

Initial Setup

This approach requires advanced setup on our side, so a SPoC should email Support if you want to do this.

Technical Requirements

For MinistryPlatform churches who use Shelby v5 Financials1, this export report moves two pieces of data (the general ledger total and the bank reconciliation total), from MinistryPlatform to Shelby v5 Financials.

The Shelby v5 Database must reside on the same SQL Server as MinistryPlatform’s database. Because Shelby v5 does not have a third-party API, the routine that transmits data from MinistryPlatform to ShelbyDB is limited to doing so to a database that is on the same instance. You know this is set up because a report titled Selected Deposit - Shelby Export appears in the reports menu of the Deposits page.

We know of no technical reason why a Shelby v5 database cannot be on the same instance as MinistryPlatform. We have dozens of churches where this is the case. However, we don't have the ability to assist you with the technical aspects of moving ShelbyDB to our instance of SQL since it is a competitor product.

If this requirement cannot be met, the church must create journal entries in Shelby v5 General Ledger manually from reports generated from our system or by using the Deposit Export Tool.

*Shelby v5 Financials does not include the Shelby Contributions module. Contributions are processed, managed and reported on in MinistryPlatform. The Shelby Contributions module should not be used after you are live with MinistryPlatform.

Shelby Project Codes

A church that uses the One-Click export from MinistryPlatform to Shelby v5 Financials has the added benefit that they can transmit a project code along with any debit or credit in the journal entries created in Shelby during this process.

Follow these steps to ensure your project codes are applied properly.

  1. Create a Project Code in Shelby v5 General Ledger and note the number assigned to this Project.
  2. Create a new Event in MinistryPlatform using the same name as the Project code created in Shelby v5. The number from the previous step should be entered into the Project Code field of the new Event.
    Note: If an Event is associated with a Donation Distribution that does not have a project code value, the system uses a Default Accounting Project value found in the Configuration Settings page when creating the Journal Entry in Shelby v5 General Ledger. A SPoC can edit the SSRS, DefaultAccountingProject configuration setting by going to Administration > Configuration Settings. The system assigns the MinistryPlatform Project to registration entries sent to Shelby if a project code is not set on the related Event record. This is required to make the one-click integration work. After the data is in Shelby v5 General Ledger, you are welcome to remove the project code, if needed. See Events & Projects for more details.
  3. The Event typically has On Batch Manager Tool set to Yes.
  4. The Event can be manually selected during donation entry in the Batch Manager Tool.
  5. The Event can be optionally added to the Program as a Default Target Event. If this is done, the system attempts to assign this Event to any Donation Distribution made to that Program when a Deposit is created.
  6. The One Click export to Shelby v5 Financials transfers the project code along with all other information in the Deposit(s) to the GL Journal Entry created in Shelby v5.

Export to Shelby v5

  1. Go to Stewardship > Deposits.
  2. Make sure you have no records selected on the Deposits page.
  3. Change your view to Ready to Export.
  4. Select all the Deposits in the Ready to Export view, and change your Selection drop-down to Current/Unsaved Selection to confirm your selection.
  5. Optionally, run any preliminary reports for this selection of Deposits.
  6. From the Reports menu, select Selected Deposit - Shelby Export.
    1. Select the correct bank account.
    2. Click View Report.
    3. Review the on-screen report.
    4. If the report is correct, click the Export to Shelby link in the report.
    5. Close the report.
Once this process is completed, the following automatically happens:
  • Deposit record is updated to set Exported to Yes.
  • The bank account number from Shelby is assigned to the Deposit record(s).
  • Journal Entries and Bank Reconciliation entries are created in Shelby v5:
    • The Journal Entries use the default period/year for the bank account in use.
    • The Journal Entries are found under your MinistryPlatform username in Shelby.
  • Your selection on the Deposit page is cleared.
  • The number of the Bank Account chosen is added to the Deposit record's Account Number field.

Troubleshooting Suggestions

  • If the report generates an error or exports a "blank" entry to Shelby General Ledger, confirm that each Program record identified in the Donations Distributions within the Deposit have a valid Shelby Fund, Shelby Department and Shelby Account value that matches a value in your Shelby General Ledger.
    Tip: Use the Stewardship Info view on the Programs page to quickly view Account Numbers.
  • If the report generates an error or exports a blank entry to Shelby General Ledger, confirm that any Event records identified in the Donations Distributions within the Deposit have a valid Project Code value that matches a value in your Shelby General Ledger. This value must be an integer and not include text.
  • If you export a deposit to Shelby v5 Financials in error, you can delete the Journal Entry prior to posting it in Shelby v5. Before you delete the Unposted Journal Entry, you must first delete the associated bank reconciliation deposit from that module. If the journal entry was posted twice into Shelby v5 Financials you need to reverse the journal entry.
  • If you get the error "item counts do not match," make sure you have the correct count indicated. The count is the number of Batches in the Deposit, not the number of items in the Batch.
  • A SPoC should contact Support if you need a new bank account added (or removed) to the Bank Account report parameter drop-down list that is already correctly set up in Shelby.
  • If you cannot see a fiscal year or period for the company of the bank account you have selected, make sure the fiscal year/period is open in Shelby General Ledger.
  • When adding the General Ledger entry, a corresponding entry will be made in the bank rec. If you can't see the bank reconciliation, ensure that the right program and bank are chosen for the item and that you do not have any filters applied to the bank rec screen.
  • If you are required to rename or relocate your Shelby v5 Database, a SPoC should contact Support for assistance in re-configuring this report.
1 Shelby v5 Financials does not include the Shelby Contributions module. Contributions are processed, managed, and reported on in MinistryPlatform. The Shelby Contributions module should not be used after you are live with MinistryPlatform.
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Last updated: July 16, 2024