Backing and restoring Accounting and Contributions

[financedepartment]

There are two of us entering data into two different computers running PowerChurch. I am entering contributions on my computer, and they are entering Account Payable data (checks reconcile) on their computer. I am planning to just back up the contribution data, and have them backup the accounting data. They would take my backup of the contribution data, and restore to their computer, and I would take their accounting backup and restore to my computer. I am thinking that after we do our separate restores, our two computers should have the same information in PowerChurch. Is this correct? Thanks, Gene

[NeilZ]

There are two of us entering data into two different computers running PowerChurch. I am entering contributions on my computer, and they are entering Account Payable data (checks reconcile) on their computer. I am planning to just back up the contribution data, and have them backup the accounting data. They would take my backup of the contribution data, and restore to their computer, and I would take their accounting backup and restore to my computer. I am thinking that after we do our separate restores, our two computers should have the same information in PowerChurch. Is this correct? Thanks, Gene

Considering that the Contributions database and the Accounting database are two separate areas, and they really do not interface at all, the way you're doing the backups should work fine.

That said, If these are two geographically separated machines, why are you trying to keep them in sync since it appears that one is doing accounting, and the other membership and contributions ??

[financedepartment]

Neil,

Thanks, for replying. We are working out of the same office, on 3 separate computers (2 laptops, and main office computer). The laptops are giving us mobility. We do not have to go to the office to enter the data. We want to be able to access the same information from all 3 computers. Thanks, again. Gene

[Zaina]

What you suggest works well with two computers working in separate modules. But you mention a 3rd computer in the mix. What is it doing?

[financialassistant]

There are two of us entering data into two different computers running PowerChurch. I am entering contributions on my computer, and they are entering Account Payable data (checks reconcile) on their computer. I am planning to just back up the contribution data, and have them backup the accounting data. They would take my backup of the contribution data, and restore to their computer, and I would take their accounting backup and restore to my computer. I am thinking that after we do our separate restores, our two computers should have the same information in PowerChurch. Is this correct? Thanks, Gene

Considering that the Contributions database and the Accounting database are two separate areas, and they really do not interface at all, the way you're doing the backups should work fine.

That said, If these are two geographically separated machines, why are you trying to keep them in sync since it appears that one is doing accounting, and the other membership and contributions ??

Along the same lines -- I will soon be doing the accounting from another state for our church. I figured I could backup the accounting file only, send it to the church attached to an email, and have it be restored so they have current information at their fingertips. When I decided to do a "dry run" the program made a big deal about this being a bad idea because there may be interrelated files that would be messed up. From what is said above, it seems like the accounting file can be restored separately w/o harm to the other files (including the contributions file). Is my understanding correct?

Thank you for your time!
Aletha

[Zorak]

When you create the backup, create an "Accounting Files" backup... When restoring that backup, choose "Restore all files".

The warning you are talking about happens when you choose "Restore selected files" instead of restoring all files.

[financialassistant]

When you create the backup, create an "Accounting Files" backup... When restoring that backup, choose "Restore all files".

The warning you are talking about happens when you choose "Restore selected files" instead of restoring all files.

Thank you, that is helpful. One more question -- doing it this way will not overwrite any work done in the other areas (membership, events, library, etc)?

Again, thank you for your time --
Aletha

[NeilZ]

When you create the backup, create an "Accounting Files" backup... When restoring that backup, choose "Restore all files".

The warning you are talking about happens when you choose "Restore selected files" instead of restoring all files.

Thank you, that is helpful. One more question -- doing it this way will not overwrite any work done in the other areas (membership, events, library, etc)?

Again, thank you for your time --
Aletha

As long as you only backup the Accounting files, then to the full restore as described by Zorak, you should be fine. Accounting does not have ANY direct connection to any other area of the program.

I take it that the church takes care of the contribution entry at their site then sends you the Contributions data for you to update Accounting via a file.

[financialassistant]

Actually, not quite... The treasurer enters the information only once a year (January) in order to give out detailed end of the year reports to those who gave, but never posts it. He said something about not wanting the information to be entered twice (I'm assuming he means his entries plus my sum total donation entry each week). I only found that out last week, so I haven't had time to look into why he does it that way or if it is even necessary. Any comments or suggestions I can share with him?

Aletha

[NeilZ]

Actually, not quite... The treasurer enters the information only once a year (January) in order to give out detailed end of the year reports to those who gave, but never posts it. He said something about not wanting the information to be entered twice (I'm assuming he means his entries plus my sum total donation entry each week). I only found that out last week, so I haven't had time to look into why he does it that way or if it is even necessary. Any comments or suggestions I can share with him?

Aletha

Its obvious that every Sunday any count is done by hand, and put down on paper. I'm thinking that you get a copy of the total, or deposit slip and make your entries. Then the guy spends hours at the end of the year entering data that could be done in less than an hour each Sunday as they count.

That data can then be sent to you in a file via email, and you will have an accurate deposit.

I don't know how you count your contributions, but it is recommended that at least two people who are not related, do the count on Sunday. Using Powerchurch as part of the count allows direct entry of the data, and provides a report listing all checks, so a separate 'check tape' is not needed.

It is recommended that there be an appropriate manual or procedure setup for finances in the church:
http://www.religiousproductnews.com/art ... icies-.htm

[Zaina]

To be very clear, an Accounting backup only affects the items listed under the Accounting menu at the top to the screen. Fund Accounting, Accounts Payable, Accounts Receivable, and Payroll. So as long as someone isn't entering those types of information in parallel on the church's computer, then restoring your backup will not affect anyone else's data.

On posting contributions, there are four options when posting. Only choosing the 'Update Fund Accounting' option would potentially double anything in Fund Accounting. The other options would simply update Contributions only and nothing else, update Contributions AND print a report (that could then be used by someone to do a manual general entry into Fund Accounting), and the last choice would be update Contributions only AND create a file to disk that could be imported into Fund Accounting.

[Eden Whitehead]

It is recommended that there be an appropriate manual or procedure setup for finances in the church:
http://www.religiousproductnews.com/art ... icies-.htm

Neil, THANKS for this link to an EXCELLENT article! I've sent it along to our Session members.

Eden

[financialassistant]

Neil -- We've got most of that covered, thankfully! We are not so big that it takes him weeks to enter everyone's info and he works two jobs as it is (not including treasurer, volunteer). It is not ideal to not use the program for all it is worth, to be sure. Thank you for the link.

Zaina -- Thank you for the clarification. I've printed it out and will talk to the treasurer.

All who've responded -- thank you for your quick responses and help! It is very much appreciated!!

Aletha