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Reconciling and locking a month

For adminsChecked Oct 14, 20261 minute to read

Once a month matches the bank, lock it, so its gifts can only be corrected with a reason.

When a month's deposits match your bank statement, a Giving manager locks it on the Gifts page: "Reconciled through" a date. The finance committee pack says how far you've reconciled.

What a lock does

Gifts received on or before that date can't be added or changed. A mistake is fixed by voiding the gift with a reason and recording it again, so the history is kept and the activity log shows who did it. Changing who gave a gift is still allowed: it changes who, never how much.

Moving the lock back

Moving the lock earlier, or taking it away, needs a Giving manager who can change settings (not a bookkeeper or an auditor), and it's logged.

A good monthly routine

  1. Make sure every batch for the month is verified.
  2. Bring in your provider's gifts for the month.
  3. Download the QuickBooks or Aplos file from Reports, under Giving, and match it with the bank.
  4. Lock the month.
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