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Cash Receipt Process Flowchart2

The document is an 8 page flowchart outlining the process for handling gifts received by the institution. It details each step from receiving gifts through processing, acknowledging, and filing documentation. Key steps include inputting gift data into the Banner system, running Oracle reports, preparing acknowledgements in FileMaker, obtaining necessary reviews and signatures, and final filing and distribution of receipts and letters. The process involves coordinating between the business office, donor relations/information resources, and leadership for signing.

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nongmckey
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180 views

Cash Receipt Process Flowchart2

The document is an 8 page flowchart outlining the process for handling gifts received by the institution. It details each step from receiving gifts through processing, acknowledging, and filing documentation. Key steps include inputting gift data into the Banner system, running Oracle reports, preparing acknowledgements in FileMaker, obtaining necessary reviews and signatures, and final filing and distribution of receipts and letters. The process involves coordinating between the business office, donor relations/information resources, and leadership for signing.

Uploaded by

nongmckey
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as XLS, PDF, TXT or read online on Scribd
You are on page 1/ 8

Handling flowchart Page 1 of 8 Day 1

Cash gifts Received in CR via mail or online via Yes > $10K? No Non-Cash Gifts Planned gift, stock, or property gifts are received either in CR or the business office. ACT transactions Processed once a month (usually the first working Monday)

Booking Statement completed by Information Resources or Donor Relations

Prepare Day File Jen readys gifts for input into Banner Day file and gift documents

Non-cash gift documents To business Office (BO) for valuation

Payroll deductions (processed once a month)

Pink Slip For Stock gifts, the Treasurer's Office may generate a Pink Slip notifying CR of the reciept

ACT_ A(U) Run Oracle process to gather names of ACT transaction candidates

AGPALMP Run Oracle process to create gift records in Banner

Banner Gift Entry

Pre-Stock Letter To donor, signed by Hugh

Cashiering Report Run Oracle Report

Cashiering Report Run Oracle Report

Reconcile Sheri reconciles Cashiering report w/checks

FTP file File to Wells-Fargo with names and accounts to be charged

Cashiering report , deposit slips to Business Office

Copies of daily cashiering report , for AF and specific

Cashiering report , ACT_U process report to Business Office

Day1

Handling flowchart Page 2 of 8 within 24 hrs


Business Office finalizes cash session BO sends an email

Time varies depending on Business Office activity

Half-slip Valuation (for each non-cash gift) Details of donor, gift type, purpose and amount of gift w/attached

Business Office finalizes session when WellsFargo completes

Banner Gift Entry Cashiering Report Run Oracle Report

Reconcile Sheri reconciles Cashiering report

Cashiering report, and supporting documents to

Copies of daily cashiering report , for AF and specific

within 24 hrs

Business Office finalizes noncash session.

(Payroll transactions)

Handling flowchart Page 3 of 8 Abatch of acknowledgements may include several gift sessions and is initiated only when enough gifts have been processed to warrant the time required for the full process. 20 minutes
agpackn Run Banner process tagging gifts to be acknowledged

Sheri runs these processes one after the other. Only once this process has been completed, can she move on to the FileMaker portion of the process.

Population selection Run Banner process to gather IDs of people associated with gifts tagged in previous step Salutation Run Reed-created process to link spouses and gather proper salutations gift_ackn Run Reed-created program linking data gather in previous steps for import into a FileMaker database.

15 minutes- 1 hour (depending on number and type of records)

Sheri fetches the gift_ackn file from the Oracle server onto her desktop and imports to FileMaker. Filemaker Scripts Sheri runs predefined scripts and makes manual changes to manipulate data to match desired contents and configuration.

ACTs and Payroll Deductions are acknowledged biannually in January and July

Population selection Run Banner process to gather IDs of ACT/Payroll donors

up to 6 hours uninterrupted time, depending on proportion of letters vs receipts in set. (goal is to complete in 1 day, since time is never uninterrupted)

Generate Receipts to Matching Gift companies

Generate Receipts

Generate Letters Run few scripts . Create new templates for unique situations.

Generate Letters compile with gift backup.

Print Receipts and envelopes Shari review. Prepare gift backup for filing.

Print Letters and Envelopes (dated to allow review time) Compile with backup documents.

2 or more days

Receipts/ letters

Handling flowchart Page 4 of 8


Receipts/ letters above $1000to Johanna for Review Year Letters signed by Dorothy

Filing (Student)

Receipts below $250

Copies for reciepts over $250

Receipts Above $250 to student for

Yes

OK?

No Regenerate problem documents


FY Letters to be signed by Hugh are given to Robin F.

Receipt backup Receipts $500-$1000 To Hugh for review/ notes

In Memory/In Honor backup to Tammi for

Class Note info FY Letters to be signed by Colin are given to Kathy R.

All other receipt materials

2 or more days This process can take several days depending on travel schedule of CD. Sometimes Kathy will sign letters in his absence.

Letters to be signed by Colin are given to Kathy R.

No OK?
Yes

Same day as return, if timing allows


Copies Copies
Reciepts to donors

Copy and mail Letters returned to Sheri

Letters to donors

Handling flowchart Page 5 of 8

he first

_ A(U) acle process er names of ansaction didates

ocess to create s in Banner

ng Report e Report

Fargo with accounts to be

Handling flowchart Page 6 of 8

inalizes

Handling flowchart Page 7 of 8

on selection ner process to er IDs of yroll donors

Generate Letters ompile with gift backup.

Handling flowchart Page 8 of 8

Year-end Letters signed by Dorothy

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