This checklist guides you through the entire mail-in donation workflow from picking up the mail to uploading banking files so every gift is captured once and deposited on time. Follow each step in order to prevent missed or duplicate entries in Salesforce and to keep our financial records accurate.
☐ 1. Pick-up mail from the PO Box and front of the building.
☐ 2. Open mail and sort by batch type.
☐ 3. Scan batches.
☐ 4. Perform data entry, verify amounts, and update soft credit on DAFs.
☐ 5. Remove errored checks and coupons from batch to rescan the next day.
Warning: Skipping this step can cause a gift to be missed or entered twice in Salesforce. After you confirm the batch total, double-check for any checks that were rejected.
☐ 6. Send donations to Salesforce.
☐ 7. Update matching gifts, etc.
☐ 8. Send donations to the bank (x9 status).
☐ 9. Send the FTP file to the bank.
☐ 10. Email the verification letter to the bank.
☐ 11. Provide finance with a report of deposit.
☐ 12. Ensure ACH or EFT are entered and recorded properly.
☐ 13. Drop off mail to Post office (next morning).