Catholic Social Services
Receipt/Contribution Log Instructions
1. A Receipt log and Contribution Log (also referred to as the Deposit Log) must equal
2. Credit cards payments can not be listed with cash and check payments.
3. If your office/department scans checks for deposit, then your cash Deposit Logs
should not have cash and checks on the same log.
4. All contributions are deposited separately from other deposits and should be
recorded on the Contribution Log.
5. Signatures of the Preparer and the Reviewer are required before the Deposit Log is
submitted to the Accounting Office.
6. An electronic file of the Deposit Log must be e-mailed to the Accounting Office on
the day of deposit. E-mail logs to the Junior Accountant and the Senior Accountant.
7. If you have more than two distributions your deposit log will print on two pages.
Both pages must be included with submitting the signed receipt log and deposit
documentation to the Accounting Office.
8. Both the electronic file of the deposit along with the signed deposit long must be
submitted to the Accounting office before the deposit can be entered into the system.
COLOR CODE GUIDELINES
Yellow Fields = Field that can be completed by you
Green Fields = Headings
Blue Fields = Distribution Headings
Gray Fields = Do not enter information manually. Field is either program to
automatically update or is for Accounting Office Use Only.
Gray Fields include: Payment Number
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Method of Payment
Place and “X” to indicate if the deposit only includes credit cards or includes cash or check.
Cash/Checks - One Log for "EACH" Deposit Slip
Office and Date
1. Record the office that received the funds
2. List the date the deposit was taken to the bank
BASIC PAYER INFORMATION
DEV RE Payment (Use
Code Data (Use drop drop Last
(Use drop Entry down down Four
Code menu menu Credit
Receipt options Const options Check options Card
# Payer only) No. Purpose only) No. only) No.
The following column headings need to be completed as follows:
Refers to office receipt provided to the Payer.
The Payer is defined as the full name of:
1. The person or entity who wrote the check, or
2. The person who is named on the credit card, or
3. The person or entity that paid in cash
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The DEV Code only appears on the “Contribution Only Log”. It is used to identify funds
received as a result of the Fall Appeal, Spring Appeal, On-line Contributions, and Special
funding drives for Greensboro or Refugee Office. There is a drop down menu listing all
RE Data Entry Code
This code is only required on the “Contribution Only Log”. If the payer is in the Raiser’s Edge
system they will have a RE Data Entry Code – Constituent number. If the payer is a new donor
they will be assigned a RE Data Entry Code by the Accounting Office once the paperwork is
This field allows you to indicate the purpose of the funds such as fees, donations, golf
tournament, adoption, counseling, etc.
Method of payment
Use drop down menu to select one of the following methods of payment: Cash, Check or
Credit Card. For recording Electronic Funds Transfers use Check as method of payment and for
the check number list – EFT or EFT UW.
Use this column to record the check number the payer used or to indicate an Electronic Funds
Transfer (EFT) or EFT UW Electronic Funds Transfer for United Way Funds.
Use drop down menu to select the credit card the payer used.
Last four Credit Card Numbers
If the payer used a credit card provide only the last four numbers of their credit card.
The total for the payer is automatically calculated based on the numbers entered in the
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A distribution segment will need to be completed for each distribution the payer has directed
their funds to. The deposit receipt log allows up to four distributions. If you need more
distribution segments, please contact the accounting office.
(Equals (Use only for
Distribution IS Accts)
GL Distribution (Use only
Account for IS Accts) Funding
when there is
Number (CR) Distribution Project a project Source
FF-OO-LL-AAAAAA Amount Code code) Code
GL Distribution Account number (Dashes are REQUIRED)
This number must include:
FF – Fund Code (Options are 01 for unrestricted and 03 for
OO- Office Code
LL- Location Code (only if applicable)
AAAAAA – The account number
Enter the amount the payer has going to the GL Distribution Account Number.
For all deposits that affect revenue accounts (Income Statement Accounts) such as
Grant/Contract revenue accounts, contribution or fees a project code is required.
If the distribution affects a receivable account no project code is required.
The Project Code is automatically updated with the distribution amount when you enter
a project number in the project code field.
Enter the funding source number if applicable.
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VERIFY DEPOSIT TOTAL
Make sure the deposit total equals the amount on the bank deposit slip or total credit card
submissions for that date.
The preparer and the reviewer are required to sign off on the Deposit Log before it is submitted
to the accounting office.
Before the reviewer can approve the Deposit Log the support documentation must be attached
to the Deposit Log.
For all cash payments, a carbon copy of the receipt issued to the payer should be included along
with any cards or notes that accompanied the payment.
For all check payments, a copy of the check and any check stubs, cards or notes attached with
payment should be submitted. If checks are scanned then a copy of the scan check report and
check stubs, cards, or notes that accompanied the payment should be submitted.
For all credit card payments, a copy of the credit card transmission printout and all the notes,
cards, or forms that accompanied the payment should be submitted.
1. All Deposit Logs must be completed electronically and e-mailed to the Accounting Office
on the day of deposit.
2. The Accounting Office will not be able to verify or enter the deposit until the signed
Deposit Log and supporting documentation is received.
3. The signed Deposit Log and support documentation should be submitted to the
Accounting Office at least once a week.
A. For two distributions or less, print just print the first page of the deposit
log. To print the first page of the deposit log follow these steps:
Locate Print range box
Enter “1” for the following fields: From: To: Enter:
B. If you have more than two distributions your deposit log will print on two pages.
Both pages must be submitted to the Accounting Office.
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