Software Q and A

General | ChurchDB (and some CSA)

General Q&A

How to create Kenedy Statistics in CDB:

• Reports, Standard, Sacrament Report.

• Select all sacraments, do NOT specify site.

• Choose one calendar year as date range and include Deceased and Missing Dates.

How to Reverse an eGiving Batch in ChurchDB:

• Start in eGiving and run Electronic Giving Report

  • Select Fund, Date Range, Expanded Details, HTML

• Easiest to do just one date.

• Make note of Batch Sequence – that will help you find the Deposit in Stewardship
   

• Open Stewardship, Deposits

  • Choose Year, Month, [Go]

  • In the Sequential ID column, find the Batch Sequence from the prior step.

  • Choose [Edit] to the right side of the Deposit you want to back out

  • Change the Amount to $0.00 and [Update]

  • Get back to the Stewardship > Deposits  > "List of Deposits in a Month” screen

  • Choose Details to the LEFT of the Sequential ID you’re removing

  • Next to each contributor, click [Edit]

  • At the next screen, select [Delete]

Repeat as necessary!

Sending envelope orders to Our Sunday Visitor from ChurchDB:

From Reports, Custom, Default Reports - choose the "EnvelopesOSV" report.  Run that, save the CSV, attach to an email send send it to: newstarts@osv.com

For Parishes to Print CSA Pledge/Payments received Report:

Log into ChurchDB, Choose Stewardship, Reports and run the "Contribution/Pledges for Diocesan Fund Account" report. HTML will be only to the screen, CSV will create that report in Excel to be saved on your computer or printed.

How to use Email from ChurchDB

Create your list of recipents in ChurchDB and give that list a name.  Go to your email program and use that name as your "To" address. GroupName@egroups.churchdb.com is the recipient of your message. Format it, add attachments, etc. using your "regular" email program (Outlook, Gmail, etc.) The list (aka "eGroup") you create in ChurchDB can be edited there and will automatically update as you enter or remove email information in the CDB system. Click here to read and/or print some screen shots and notes we've put together for you.
How to Email from ChurchDB

ChurchDB calendar printed in Outlook "monthly block" format

From ChurchDB, select the date range for your calendar, export as CSV. Save to your computer. In Outlook, from File, create a New calendar - call it ChutchDB. Also from the File menu of Outlook, Choose Import from Windows comma-separated file. Browse to the file you just saved. Match start date & time, end date & time, event should map to subject. When it's imported, you will have a nice, monthly "block" calendar you can print in "monthly" format for bulletins!

Printer Issues and Remote QuickBooks:

HP 2110W is NOT compatible with Terminal Services. This printer will NOT print if you are using the Diocesan "remote" QuickBooks service.

ChurchDB (and some CSA)

The following are questions from parishes using ChurchDB and the answers. Email your questions (or suggestions, tips and answers!) to ITSupport@ptdiocese.org

I am posting contributions and received this message in the middle of input: "Your session has timed out because of prolonged inactivity on this site. Please click on the link below to return to the login page." There was no prolonged inactivity. I answered a phone call for about 20-30 seconds, then resumed posting contributions.

If you're entering contributions using the "Envelope Batch" option and do not hit the "submit" button within 20 minutes, the system "thinks" you're not actively doing anything (the screens don't change) and it will time you out. Clicking "submit" every so often will avoid this.

How do I mark a family to NOT receive mailings?

You edit the Family and mark them NOT "Active.” Anything from the Diocese only looks at "Active” families – and you can filter letters, lists and labels at the parish for just "Active” families, too.

Entering offertory is VERRRRY slow - what's going on?

Un-check the box for displaying the last postings. Also, shut down any other Internet-based programs; like weather bug, chat, instant messenger or Remote QuickBooks. They all use computer resources that could affect performance.

How do you close out of ChurchDB when you're finished?

There is a yellow "Logout" button under the Diocesan crest at the top right of the screen ... then close the browser (Internet Explorer) with the red [X] at the FAR top right.

How do I give other staff members access to ChurchDB?

1. Find the family record.

2. Click "change password” next to the individual member to be given access.

3. Make the user name to first initial, last name (the convention we’re using – add a number after if it’s common and already used OR spell out the first name to meet length requirements ( on the screen.)

4. Type in a password; pass123 is what I normally use.

5. Save, click "family” to go back one screen.

6. Click "Edit” then "make this person a staff member or volunteer”

7. Choose site and role then click "affiliate selected” button.

How do I print a report listing all middle school age children and their contact information?

From "Reports" choose Standard reports. Select "Anniversary." In the second clock, click "Age" then enter the range of ages for middle school as of today's date (or whenever you need to calculate it - like end of school year, etc.) Choose "Run CSV Report" and open the file. You will get the child's name, address, date of birth, age and father and mother's names.

Regarding "Do NOT Mail"

The "privacy" box is for what can be seen in the Census or Directory listing on line. If you are doing an "anniversary" report (which is birthdays, too,) you can choose what the family status is before creating a mailing list. To run labels, the same logic applies.

When we create pledges for CSA here, we have a check box for "do not mail" for that family, for that pledge. If you put a note on the pledge cards you send us that this family does NOT want to receive statements, we will mark them as such when we create the pledge.

How to add parish-specific information to Year End Tax Letters:

You can edit the text box on that screen (where it talks about "no goods or services received")

How do I run a CSA report?

Go into the "Stewardship, Reports" and click on the year.

For the report: choose CSV. Next pop-up window, choose "open” – that will put it in Excel and you can save or print from there.

Explain auto-numbering envelopes? How come ChurchDB doesn't??

The envelope number is either a number you enter OR it defaults to the (new) Family ID if the yes is checked for 'use envelopes'. That creates 6 digit envelope numbers from here forward which should not be a problem for Our Sunday Visitor, if that's who you use for envelopes.

On the report for the sacraments, along the top it has classes, attendance, etc. What are they for?

The "classes” part is tied to Religious Education

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