The receipts and fund breakdown should agree.
Example for one service, in one currency. This sheet records the collection, not cash that was already in the church safe.
| Received | Amount | Designated to | Amount |
|---|---|---|---|
| Cash counted | 600.00 | General fund | 650.00 |
| Checks | 100.00 | Missions | 150.00 |
| Confirmed bank gifts | 100.00 | Building fund | 0.00 |
| Total gifts | 800.00 | Total allocated | 800.00 |
Cash and checks to deposit: 700.00. The 100.00 in bank gifts has already reached the bank; do not add it to that deposit again. Total receipts for this collection remain 800.00.
How to use the sheet
- Enter the church, date, service and currency. Use a separate sheet for each collection and currency.
- Count banknotes and coins. Record checks separately and keep their references in a private supporting record.
- If you include bank gifts, confirm receipt and check that they are not assigned to another collection.
- Allocate receipts to funds and compare both totals. Record any difference before handing over the money.
- Record the handover or deposit, and who counted and reviewed it. Keep the sheet with its supporting records.
Using the template
Does this replace individual giving records?
No. It reconciles a collection total. Keep individual giving details private and reconcile them to the collection, without recording the individual gifts and the collection as separate income.
Does the PDF calculate totals?
No. Fill it in with a compatible PDF reader and save a copy. Check the totals manually.
What if the totals do not agree?
Record the difference and what remains to be checked. Count again with another person. Do not adjust the figure simply to make it match without understanding the cause.
Is this a tax receipt?
No. It is an internal counting and handover record. It is not a donor acknowledgment or a tax compliance document.