One of our Contrib. Funds not posting in Accounting module.

[Jon]

Hello, good people.

Here's the issue I'm experiencing: I have 4 Contribution Funds set up in the Contributions Module, but only contributions made to Fund # 1 (Tithes & Offerings) are showing in the checking account after I post the Contributions. Contributions to Fund # 4 (Special Use Gifts) isn't posting anywhere in the Accounting module or in our checking account.

Fund 1 is used for our regular Sunday collections. Contributions to this fund show up on both the householder’s contributions statement and in the checking account as a deposit.

Fund 4 is used for “Special Use Gifts” (i.e., donations received for one-time fees or expenses we may incur). The problem is that contributions made to Fund 4 show up on the householder’s contribution statement (with the correct description), but doesn’t show up as being part of the deposit on our checking account.

Case in point: I did the data entry for one particular Sunday’s collections. All contributions were recorded as being for Fund 1, except for one donation of $400 that was for the Special Use Gifts fund. I entered the $400 contribution and changed the fund from 1 to 4 (to reflect the correct fund that should be credited). Everything seemed to post fine in the Contributions module, but the $400 didn’t carry over to the Accounting module. Everything from fund 1 showed up in the Accounting module and in the checking account deposit, but the $400 did not. Consequently, the amount showing for this date’s deposit into the bank is short $400. I can’t figure out why it’s not showing up in the checking account. 

When I go into Maintain List of Accounts, I see that Fund 1 is listed as:
Contributions Fund Type: General
Debit (Bank) Account: Our checking account
Credit (Income) Account: General Fund

Fund 4 doesn’t look much different:
Contributions Fund Type: Special Use Gifts
Debit (Bank) Account: Our checking account
Credit (Income) Account: General Fund

I tried changing the Contributions Fund Type to General, but that didn’t move anything around. I had originally had the Credit (Income) Account as a Temporary Restriction account called Special Use Gifts. When I bumped into the problem of the money not showing up in the checking account, I went into Maintain List of Accounts and changed the income account to the General Fund (same as Fund 1), but it STILL didn’t work!

Do I need to reverse the original Special Use Gifts contributions and re-enter them (because I changed the Credit (Income) Account after I posted the contributions)?

Any insight into what I’m doing wrong would be greatly appreciated.

Thank you.

Jon

[NeilZ]

Case in point: I did the data entry for one particular Sunday’s collections. All contributions were recorded as being for Fund 1, except for one donation of $400 that was for the Special Use Gifts fund. I entered the $400 contribution and changed the fund from 1 to 4 (to reflect the correct fund that should be credited). Everything seemed to post fine in the Contributions module, but the $400 didn’t carry over to the Accounting module. Everything from fund 1 showed up in the Accounting module and in the checking account deposit, but the $400 did not. Consequently, the amount showing for this date’s deposit into the bank is short $400. I can’t figure out why it’s not showing up in the checking account. 

When I go into Maintain List of Accounts, I see that Fund 1 is listed as:
Contributions Fund Type: General
Debit (Bank) Account: Our checking account
Credit (Income) Account: General Fund

Fund 4 doesn’t look much different:
Contributions Fund Type: Special Use Gifts
Debit (Bank) Account: Our checking account
Credit (Income) Account: General Fund

I tried changing the Contributions Fund Type to General, but that didn’t move anything around. I had originally had the Credit (Income) Account as a Temporary Restriction account called Special Use Gifts. When I bumped into the problem of the money not showing up in the checking account, I went into Maintain List of Accounts and changed the income account to the General Fund (same as Fund 1), but it STILL didn’t work!

Do I need to reverse the original Special Use Gifts contributions and re-enter them (because I changed the Credit (Income) Account after I posted the contributions)?

Any insight into what I’m doing wrong would be greatly appreciated.

Thank you.

Jon

First off ... you don't need to touch the Contributions already posted in Contributions. From what you're saying, they are fine so you don't need to 'reenter' them. If you need to correct the Accounting Module's deposit transactions, reverse the ones that do not reflect the proper deposits. Then recreate the transaction adding the additional amounts to the deposit, then post everything. That will correct the accounting module.

I'm going to assume you're using v11, you can merge funds so what I would do is: change the number of the current fund #4 to something like 1004, and make it inactive, then create a new fund, and set it up the same as the original fund #4 but use the same income and debit accounts as fund #1.

Use it for your 'special gifts' this Sunday, and then post using the Update Funds Accounting option. Check in the Accounting module for the created transaction under the Unposted Transactions, the totals should be the same as the deposit slip report from Contributions.

If this does work, then reassign the enumbered fund 1004 to fund 4, all the previously entered transactions will move to be reflected under the new fund.

[Jon]

Neil, thanks so very much for your in-depth reply. Sorry I forgot to mention what verion of PowerChurch Plus I"m using...it's 11.5.

I'm delighted I don't have to tamper with the contributiions module! I'm going to try tackling your directions for merging the funds, etc., and will let you know how I fared.

Many thanks,
Jon

[NeilZ]

Neil, thanks so very much for your in-depth reply. Sorry I forgot to mention what verion of PowerChurch Plus I"m using...it's 11.5.

I'm delighted I don't have to tamper with the contributiions module! I'm going to try tackling your directions for merging the funds, etc., and will let you know how I fared.

Many thanks,
Jon

Jon,

please note that the funds I was referring to, are the Contribution funds, so you'll be messing about in the Contributions module, but not with the actual contribution entries

[tborgal]

Jon,

Be sure that you do a backup before you start to make any changes. That way if anything goes wrong you can get back to where you started.