Summary: This article explains how to split a scanned check into multiple funds (e.g., General Fund and Building Fund) after it has already been committed in the system.
Before You Begin
Permissions: You must have Admin permissions to access Admin Batch Giving and edit transactions.
Integrations Warning: Edits made in Tithely do not automatically sync to external integrations (e.g., QuickBooks, Elvanto). You must manually update the transaction in your external software to match these changes.
Reconciliation: When splitting funds, the sum of all splits must exactly equal the total amount of the physical check.
Step-by-Step Instructions
You can access the check splitting tool from two locations: the Transactions list or directly within Admin Batch Giving.
Method 1: Via Transactions List
Locate the check in your Transactions list. You can filter by payment method "Check" to find it easily.
Click the Edit button. This opens the basic edit view.
Select Add or Remove Funds. You will see a banner stating: "For advanced edits, like splitting the check to additional funds, you'll be taken to the specific scan check entry within admin batch giving." Click the link in this banner to proceed.
Method 2: Via Admin Batch Giving
Navigate to Admin Batch Giving.
Open the specific Committed batch containing the check.
Click on the check entry to open the side panel.
Splitting the Funds (Applies to both methods)
Once you are viewing the check entry in the side panel:
Click Add Additional (or Add Fund). A new line for a fund allocation will appear.
Enter the amount and Select the new fund. Example: If you want to allocate $20 to the Building Fund, enter $20 and select "Building Fund."
Adjust the original fund amount. You will likely see an error indicating the total is too high (e.g., "You have $20 too much"). You must subtract the amount you just added from the original fund line so the total matches the check amount.
Example: If the check is $425, and you added $20 to Building, you must reduce the General Fund line to $405.
Click Update. Once the totals reconcile, save your changes.
Select a Receipt Option. You will be asked: "Would you like to send the donor a new receipt?" Choose Yes, Notify Donor or Do Not Notify Donor.
Technical Notes & Data Behavior
Transaction List View: After splitting, the original single transaction will be replaced by multiple transactions (one for each fund) in the list. These will be marked with a multi-fund gift icon.
Deleting a Split: If you made a mistake, you can re-open the entry, click the trash icon next to the incorrect fund, and adjust the remaining fund amounts to equal the total check value again.
Integrations: Remember to log into your connected accounting or ChMS software to reflect these splits manually, as the data will not update there automatically.
Troubleshooting & FAQs
Why can't I click "Update"? The button is likely disabled because the Total Amount does not match the Check Amount. Ensure that the sum of all your fund lines equals the exact dollar amount of the physical check.
I don't see the "Add or Remove Funds" banner. Ensure you are editing a Check transaction. Credit card or other transaction types may have different editing workflows.