ShelbyNext Export
ShelbyNext uses additional account segments (such as Cost Center and Super Fund). If your church is going to use those additional segments, the Deposit Export Tool will not work for you. A report and custom fields can be added to your MinistryPlatform system to allow you to create a file that utilizes those fields and creates debits and credits specifically for ShelbyNext journal entries.
If you want this functionality added to your system, a SPoC can contact Support and request this as a Professional Services project.
Initial Setup
- Create a bank record. Make sure the Accounting Company is three characters long and the Account number is eight characters long. Add Preceding zeros if needed.
- Populate the new Shelby fields as needed on your donation Programs.
Export to Shelby
- In the navigation menu, click .
- Make sure you have no records selected on the Deposits page.
- Change your view to Ready to Export.
- Select all the Deposits in the Ready to Export view, and change your Selection drop-down to Current/Unsaved Selection to confirm your selection.
- Optionally, run any preliminary reports for this selection of Deposits.
- From the Reports menu, select Selected Deposit - ShelbyNext Excel Export.
- Select the correct bank account and parameters.
- Click View Report.
- Review the on-screen report.
- If the report is correct, click the Click here to mark these deposits... link in the report.
- Save the file to Excel.
- Close the Report.
- Import the file into ShelbyNext. Review their instructions if needed.
Once this process is completed, the Deposit record is automatically updated with Exported set to Yes.
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 rec, 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.