User Support Forum

I just recieved a reciept from someone who paid an Alpha Expense out of pocket
how do i record this? do i need to make her a vendor?
i wrote her a cheque(#059) for $88 from our general account (1110-000)
i want it to come out of budget line 6420-200

thanks!

Yes, you need to create a vendor. Every check must be paid to a vendor, even if you are only going to do it once.

If you are saying that you already hand-wrote the check (cheque), then enter the check (cheque) in PowerChurch as a Manual Check, and post in Accounts Payable and in Fund Accounting.

Do i need to create an invoice too or can i just record the check?
i do have reimbursement forms that i keep as a hard copy along with the reciepts

what is the process that other churches use to reimburse people for ministry expenses?

kimvdh wrote:Do i need to create an invoice too or can i just record the check?
i do have reimbursement forms that i keep as a hard copy along with the reciepts

what is the process that other churches use to reimburse people for ministry expenses?

What we try to do is have the item purchased on the Church's Credit Card, for two reasons. One, it keeps the church from having to pay out reimbursements, and two: when its used we also have the church's sales tax exemption form, which many volunteers don't have. Usually this means the church secretary, or pastor (or her spouse .. me ) gets to go to Sam's Club or Lowe's, to pick up a list of stuff.

However, when some does purchase something for ministry use, we set them up as a vendor, enter any purchase receipt as an invoice, and then print out the check using that invoice/receipt as the source document. As it appears you do, we also have a reimbursement form that the ministry head/Elder needs to sign off on, as all purchases for the ministry must be approved by the head of the ministry.

If you hand wrote the check, you can record the entry under maintain manual checks and use the built-in "MISC" vendor. This vendor only works for manual payments and you can not use it to have the program print out a check. You will want to enter the person's name in the description field and add your expense account to the distribution area.