Basics

• The Deposit Export Tool creates a .txt file of deposits to be imported into your Shelby accounting system.
• This tool eliminates manual entry of deposits into Shelby v5 Financials.
• If you're using Shelby v5 General Ledger, the format is a GLTRN2000.txt file. If you're using Shelby Contributions*, the file format is a BankOne.txt file.
  
• A report and custom fields can be added to your MinistryPlatform system to produce an export specific to ShelbyNext. (The use of the ShelbyNext export is required if you want to make use of the additional account segments available in ShelbyNext, such as Project Code or Super Fund.)

*Note: Contributions are processed, managed, and reported on in MinistryPlatform. The Shelby Contributions module does not need to be used after you are live with MinistryPlatform.

Initial Setup

To begin using the Deposit Export Tool, a SPoC must do one-time initial setup.

To set up the GLTRN2000.txt file for Shelby General Ledger:

1. Go to Lookup Values > Banks > open appropriate Bank records:
   • In the Accounting Company field, indicate the full company number with preceding zeros. (e.g., 001). The Accounting Company (under Third Party Accounting) is required for the Bank to appear in the tool. 
   • In the Account Number field, add the GL account number for the bank account (this should be an asset account, e.g. 10100, not the account number for that account at the bank).
   • 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 (e.g. 10100).
2. Go to Church Structure > Programs > open appropriate Program record(s):
   • Input the appropriate values in the Shelby Account (this should be an income account, e.g. 40100), Shelby Dept (e.g. 070) and Shelby Fund (e.g. 800) fields.

To set up the BankOne.txt file for ShelbyContributions:

1. Go to Stewardship > Programs > open appropriate Program record(s):
   • Ensure the Account Number values in each Program match the Purpose codes in Shelby v5 Contributions. Values must be less than five alpha-numeric characters.

Additionally, SPoCs can grant user access to this tool via the normal process.

Exporting Deposits

1. Go to Stewardship > Deposits > view: Ready to Export > select all deposits.
2. Click Tools > Deposit Export.
3. Select the file type:
   • For Shelby General Ledger, choose Shelby Journal (GLTRN2000).
   • For ShelbyContributions, choose Shelby (Bankone.txt).
4. Complete the remaining drop-down items.
5. Click Export, and review the steps. When you're ready, click Export to create the file.
6. Click Download to download and save the file to the desired location:
   • For Shelby General Ledger, save the file to SSV5.dat and called GLTRN2000.txt.
   • For ShelbyContributions, save the file to SSV5.dat and called BankOne.txt.
7. Close the tool.
   • The deposits are automatically marked as Exported=Yes.
   • Your selection is cleared.
8. Go to Shelby and import the selection:
   • For Shelby General Ledger, open the General Ledger module and click Journal Entries. A dialogue appears to ask if you want to import the GLTRN2000.txt file. When you do so, 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 and click Process Contributions. A dialogue appears to ask if you want to import the BankOne.txt file.

Troubleshooting GLTRN2000.txt Files

• If Shelby General Ledger does not indicate that you have Journal Entries to import, make sure the file was saved correctly (i.e., saved in the SSV5.dat directory as a .txt file and named GLTRN2000).
• If you get an error when loading the GLRTN2000 file, make sure the Bank and Program records are filled in correctly (see Initial Setup).
• If you use ShelbyNext for financials, you can use the Deposit Export Tool. However, to ensure the import is successful, do not include commas in the Batch Names when a Batch is created in the Platform or BMT.