End Of The Year useful tips - Training - Rockford Diocese End of Year Process

Objective:

The goal of this article is to explain the EOY process used specifically by the Rockford Diocese and its parishes.

 

Training Steps:

  • Parishes need to generate a file (DIONUM - attached below) for the diocese to receive into their custom DB which includes the sDiocesanIDs for all families in their database. The sDiocesanID field contains the ID the dio has assigned to those families & the parishes have kept updated throughout the year.
  • The diocese imports those files & generates an export for the parishes to bring into PS so the EOY stmts for their families include the contributions the diocese tracked for the parish to certain appeal fund(s) (sample import data file attached). 
  • Parishes use a special executable for the desktop (unique to Dio Rockford parishes) to import those contributions in OR, if in ConnectNow, they use the Contribution Import utility after switching their import ID from envelope # to sDiocesanID. 
  • The steps outlined below are also in PDF form that you can send to a parish if needed.  You'll find them attached to the bottom of this article.

 

Generating DIONUM file - ParishSOFT desktop users:

DO NOT DELETE ANY FAMILIES AFTER YOU SEND THE FOLLOWING FILE TO SARA
The Development Office needs time to finish entering 2015 data. Please send the file to Sara no later than December 31, 2015.
1. Log in to ParishSOFT Family Directory.
2. Near the top right of the screen, under “Fam Group & ID Display”, change the first dropdown to “All Groups” and the second dropdown to “Diocesan ID”.
3. Click on the green Excel button near the top left of the screen.
4. Once the “Spreadsheet Builder” box appears, click on the CREATE A CSV button.
5. Choose a location and name to save your file as, and then click OPEN.
6. A box should appear saying the file was created. Click OK.
7. Attach the file to an email and send to: smarquetti@rockforddiocese.org
Sara, 815-399-4300
smarquetti@rockforddiocese.org

Generating DIONUM file - ConnectNow users:

DO NOT DELETE ANY FAMILIES AFTER YOU SEND THE FOLLOWING FILE TO SARA
The Development Office needs time to finish entering 2015 data. Please send the file to Sara no later than December 31, 2015.
1. Go to connectnow.parishsoft.com/rockford and login to ParishSOFT.
2. Click on the Family Directory tab.
3. Select the funnel (aka “filter”) icon.
4. Set the Membership filter to “Both”.
5. Set the Family Group filter to “All Groups.”
6. Set the Send Envelopes filter to “(Any)”.
7. Click the “Apply” button.
8. Once back at the Family List, click the “Export to CSV” icon which is next to the filter icon previously selected in step 3.
9. Depending on your Internet browser settings, Microsoft Excel may open automatically or you may receive a prompt asking you where to save the file.
a. If prompted, save it to your Desktop or some other location you know so you can find it later for emailing to the diocese.
b. If Excel opens automatically, go to File and select Save As to save it in a location you know so you can find it later for emailing to the diocese.
10. Attach the file to an email and send to: smarquetti@rockforddiocese.org
Any questions, please feel free to contact Sara at 815-399-4300 or smarquetti@rockforddiocese.org

Rockford ParishSOFT import process for desktop users:

BEFORE DOING THIS PROCESS, MAKE SURE TO BACKUP YOUR ParishSOFT DATA.
ALSO, BE SURE TO SET UP THE FOLLOWING 4 FUNDS, NAMED EXACTLY AS LISTED:

DIOCESAN STEWARDSHIP
INTERNATIONAL APPEAL

NATIONAL APPEAL
MISSION APPEAL

1.Save the file that the diocese will be emailing you to a location you will remember(ex. on your desktop).
2.Open up the Family Directory icon.
3.In the top menu of Family Directory, select “Utilities” & then choose “ImportContributions.”
4.Click the “Browse” button and find the file you saved from the diocese (probablystored on your desktop).
5.Click “Import File” and all of the contribution records the diocese recorded for yourfamilies will be stored in ParishSOFT & you are ready to run your end of yearstatements.
For any questions, please feel free to contact ParishSOFT Support at 866-930-4774 x2, then x1.
We are available Monday through Friday from 9am – 7pm ET.

Rockford ParishSOFT import process for ConnectNow users:

BE SURE TO SET UP THE FOLLOWING 4 FUNDS, NAMED EXACTLY AS LISTED:

DIOCESAN STEWARDSHIP

INTERNATIONAL APPEAL
NATIONAL APPEAL
MISSION APPEAL

1. Save the file that the diocese will be emailing you to a location you will remember (ex. on your desktop).
2. Sign into connectnow.parishsoft.com/rockford and click on the Administration tab.
3. Select Module Settings and choose Import in the Offering area on the left.
4. Switch the primary family or member identifier for contributions from Envelope Number to Diocesan ID and click on Save Settings. (Note – if you use the Import feature during the year to import contributions, be sure to change this setting back once you have imported the information from the diocese.)
5. Click on the Offering module tab and then go to the Import area.
6. Click the Browse button to select the file from the diocese you saved in step one and then click Open.
7. After the green progress bar displays the progress of the upload, you will see the Import Summary page. Enter a description into the Batch Name field (ex. End of Year Diocesan Appeals Import) and click Import.
8. Once the import is done, it should display an Import Summary showing the process is complete.
More detailed instructions complete with screenshots and links to other help articles are available here: http://cnhelp.parishsoft.com/cnhelp/of/import/how_to_import_contributions_from_non-parishsoft_systems.htm
Feel free to call ParishSOFT Support with any questions on this import process. They are open Monday through Friday from 8am-8pm ET at 866-930-4774 x2, then x1 or at support@parishsoft.com.

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