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Exporting Deposits

Shelby v5 Export

This section examines how to export deposits through Shelby v5.

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 contact 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 be on the same SQL server as the MinistryPlatform database. Because Shelby v5 does not have a third-party API, the routine that pushes data from MinistryPlatform to the Shelby database can only do so to a database that is on the same instance. You know this is set up because a report titled Selected Deposit - Shelby Export displays 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 can't assist you with the technical aspects of moving the Shelby database to our instance of SQL because it is a competitor product.

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

Shelby Project Codes

A church that uses the one-click export from MinistryPlatform to Shelby v5 Financials can also 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. Enter the number from the previous step 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 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 can 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. You can manually select the event during donation entry in the Batch Manager Tool.
  5. Optional: You can add the event to the program as a default target event. If you do this, 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 Deposits to Shelby v5

  1. In the navigation menu, click Contributions > 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 view, and change your selection drop-down to Current/Unsaved Selection to confirm your selection.
  5. Optional: Run any preliminary reports for this selection of deposits.
  6. Click Reports > Selected Deposit - Shelby Export.
    1. Select the correct bank account.
    2. Click View Report.
    3. Review the 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:
  • The Deposit record updates 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 or 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.

Export Payments to Shelby v5

We have a Payment Export Tool that is able to export payments from MinistryPlatform to Shelby v5 in GLTRN2000 formats. It operates similarly to the Export Deposit Tool, except it's for payments and is launched from the Payments page. There is a cost for one-time installation of this tool. For pricing, call 1-800-736-7425. Contact Support to get this tool.

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 a number.
  • If you export a deposit to Shelby v5 Financials by mistake, you can delete the journal entry before 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 to add (or remove) a new bank account to the report parameter drop-down list that is already 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 reconciliation. If you can't see the bank reconciliation, ensure you selected the right program and bank for the item and that you do not have any filters applied to the bank reconciliation screen.
  • If you are required to rename or relocate your Shelby v5 database, a SPoC should contact Support for assistance in configuring this report.
1 Shelby v5 Financials does not include the Shelby Contributions module. Contributions are processed, managed, and reported on in MinistryPlatform. You should not use the Shelby Contributions module after you are live with MinistryPlatform.
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Last updated: February 21, 2025