Deposit Export Tool

The Deposit Export tool creates a text file (.txt) of deposits that you can import into your Shelby accounting system.

If you use Shelby v5 General Ledger, the format is a GLTRN2000.txt file.
If you use Shelby Contributions, the format is a BankOne.txt file. Note that contributions are processed, managed, and reported on in MinistryPlatform, so you do not need to use the Shelby Contributions module after you go live with MinistryPlatform.
If you use ShelbyNext, a report and custom fields can be added to your MinistryPlatform system to produce an export specific to ShelbyNext. If you want to use the tool instead, make sure you do not include commas in batch names when you create a batch in the Platform or Batch Manager tool.
This tool eliminates manual entry of deposits into Shelby v5 Financials.

Note: SPoCs can grant user access to this tool.

Set Up Files for Shelby General Ledger

To use the Deposit Export tool, a SPoC must complete a one-time initial setup.

Go to Lookup Values > Banks.
Open the appropriate bank record.
1. In the Accounting Company field (under Third-Party Accounting), indicate the full company number with preceding zeros. This is required for the bank to display in the Deposit Export tool.
  001
2. In the Account Number field, add the GL account number for the bank account. This should be an asset account, not the account number for that account at the bank.
  10100
  
  Note: In Shelby, this bank account must exist in every fund used by MinistryPlatform programs, and it must have the same account number in every fund (for example, 10100).
Go to Church Structure > Programs.
Open the appropriate program record.
1. Enter the appropriate values in the Shelby Account (this should be an income account, for example, 40100), Shelby Dept (for example, 070), and Shelby Fund (for example, 800) fields.
2. Repeat these steps for each program record.

To use the Deposit Export tool, a SPoC must complete a one-time initial setup.

In the navigation menu, click Church Structure > Programs.
Open the appropriate Program record.
Ensure the Account Number values in each program match the Purpose Codes in Shelby v5 Contributions.
Note: The values must not exceed four alpha-numeric characters.
Repeat these steps for each Program record.

Export the deposits in MinistryPlatform:

In the navigation menu, click Contributions > Deposits. Change the view to Ready to Export, if it isn't already selected.
Select all the deposits.
From the Tools menu, select Deposit Export.
Select your output file format.
- For Shelby General Ledger, select Shelby Journal (GLTRN2000).
- For Shelby Contributions, select Shelby (Bankone.txt).
Select the bank.
Select the accounting period.
Review the information. When you're ready, click OK to create the file.
Click Download to name and save the file.
- For Shelby General Ledger, name the file GLTRN2000.txt and save it to SSV5.dat.
- For Shelby Contributions, name the file BankOne.txt and save it to SSV5.dat.
Close the tool.
- The deposits are marked with Exported set to Yes.
- Your selection clears.

Import the selection into Shelby:

For Shelby General Ledger, open the General Ledger module, click Journal Entries, and follow the prompts.
Note: When you import the file, note that:
- The file uses the deposit ID as the journal entry number.
- The file uses the deposit date on journal entry lines for both credits and debits.
- The file does not create credit lines if the batch is out of balance.
For Shelby Contributions, open the Contributions module, click Process Contributions, and follow the prompts.