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Shelby V5

finance-officers
 

 

Note: As of 2017, this report has been replaced with the Payment Export Tool. See this KB for details.
Basics
  • Payments are processed directly on the Payments page.
  • There are two options for Shelby customers.
    1. If your server hosts both Shelby v5 Financials and MinistryPlatform in a single instance. You can send your payment information directly to Shelby from MinistryPlatform via the Process the selected payments to Shelby report. This report creates a Shelby Check Express entry.
    2. If you have a shared server, or you run Shelby and MinistryPlatform on separate server instances:
      • If you requested it pre-2017, you may have a report that will export your Shelby financial information to be imported into Shelby v5 Financials.
      • As of 2017, you can request the Payment Export Tool be installed on your system. See this KB for details.
Initial Setup

The following needs to be completed to set up your system to process payments to Shelby.

  • Contact Support to let them know you want the report (single server instance) or the tool (separate server instances) added to your system.
  • Update the Configuration Setting: "ShelbyGlobafileID" if needed.
  • Update the Configuration Setting: "DefaultAccountingProject" if needed.
  • Ensure that all Program records have Shelby fund, dept and account numbers in the Shelby Fund, Dept and Account fields (very important).
  • Ensure that all Events records have Shelby project numbers in the Project Code field if needed (otherwise should be 0 or blank).

1. Processing Payments Greater than $0 using Export to Shelby Report (Single Server Instance)

Payments greater than $0 need to be reflected in your accounting system as deposits that match what will appear on your bank statement at the end of the month. The following steps presume you are processing only Payments that settled as a deposit together.

  1. Retrieve the appropriate gateway report from your Authorize.net account reflecting the Payments that settled in the deposit.
  2. Go to Products & Payments > Payments, select one or more Payments that are part of the same Merchant Batch.
  3. Change your selection to Current/Unsaved Selection.
  4. Click Reports > Process Selected Payments to Shelby.
  5. Input a value for Merchant Batch consistent with your gateway report.
  6. Click View Report.
  7. Confirm that the total of the selected Payments matches what you expect from your gateway report.
  8. Click Process Selected Payments.

Upon completion of the above process, all selected Payments are marked as Processed and your selection is cleared. These Payments become a single deposit in Shelby Check Express that can be reviewed and posted. These Payments no longer appear in the Not Processed view of the Payments page.

2. Processing Payments Greater than $0 using the Export and Upload Report (Separate Server Instances)

As of 2017, this report has been replaced with the Payment Export Tool. See this KB for details.

Payments greater than $0 need to be reflected in your accounting system as deposits that match what will appear on your bank statement at the end of the month. The following steps presume you are processing only Payments that settled as a deposit together.

  1. Retrieve the appropriate gateway report from your Authorize.net account reflecting the Payments that settled in the deposit.
  2. Go to Products & Payments > Payments, select one or more Payments that are part of the same Merchant Batch.
  3. Change your selection to Current/Unsaved Selection.
  4. Click Reports > Process Selected Payments to Shelby.
  5. For "Summary Only", choose NO for details or YES for summary
  6. Enter Deposit Date
  7. Enter Merchant Batch ID or Description
  8. Review the onscreen report. If correct, export to CSV to import into Shelby.
  9. Once you export or make entries into Shelby. Click the link called "Process All Payments." This will
    • Update "Processed = Yes/True" on all selected payments
    • Update "Merchant Batch" field on all selected payments
    • Clear your selected payment records
FAQ

Q1: Should we create a separate Deferred Program for event registrations?
It's totally up to you! It just depends on your preference for how the registration payments come into Shelby General Ledger and how it affects any MP Program-based reporting you do. If you choose to, account information is set in the Program. If you use Projects in Shelby General Ledger, that can be set in the Project Code field on the Event.

Q2: I'm running the Process Selected Payments to Shelby report, and the report says "an error has occurred during report processing" or "one or more items have been processed or Shelby account info is missing." How do I remedy the missing information?
The Program related to the Event is likely missing some or all of the Shelby-related info. Fill in the necessary Shelby fund, department and account information and re-run the report. Or, along the same lines, the Program's Fund, Department and/or Account number or the Event's Project Code could be improperly formatted.

Q3: I'm running the Process Selected Payments to Shelby report.  I've set Summary Only to yes; however, the Check Express Entry has over 100 entries (one for each registration).  Why is this?
The Summary Only affects the report generated and not the Check Express Entry.