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Manual Batching Process (How To)

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    When using Shulware Integrated Payments (SIP), fees are automatically deducted from a shul's bank account once a month.

    This transaction will appear on the settlement file as a deduction equal to the monthly processing fee from the total funds received that day.

    The fees are identified in the Online Payments - Settlement Files as a Transfer and can then be matched to fees in the Online Payments - Processing Fee Invoices.

     

    Without Financial Sync Enabled

    If the shul does NOT use the Financial Sync features of ShulCloud, follow the process below.

    1. Record a deposit in the accounting software with a negative line assigned to the item in the system used to record payment processing fees. This provides a net deposit in the accounting system that aligns with the bank deposit.
    2. In ShulCloud, record a deposit for the payments in the Settlement file. In the Ticket Number field, add a note such as "Net $xxx.yy after monthly fees" where $xxx.yy is the amount deducted from the settlement for the monthly processing fees. This provides a record of both amounts in ShulCloud.

    With Financial Sync Enabled

    If the shul uses the Financial Sync features within ShulCloud to transfer deposit information into accounting software, follow the process below.

    1. Navigate to My Lists > Charge Types to add a new charge type for the payment processing expense. Ensure this charge type is linked to the payment processing expense line in the accounting software.
    2. Navigate to Settings > Edit Settings and select Deposit Page from the jump menu.
    3. Under the setting for Deposit Fee Charge Type, select the charge type created in Step 1. 
    4. Navigate to Online Payments > Settlement Files to download the daily settlement file.
      • The monthly processing fee will be identified as TRANSFER in the settlement file.
    5. Navigate to Financials > Deposits to manually select the transactions in that day's settlement file.
    6. Enter the processing fee in the box at the bottom of the page called Fee Amount.
    7. Admins will see the net amount as the total, which matches what was deposited into the shul bank account for that day.

     

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