Entry Shows On Acct Activity-Does Not Show On Check Register

Pam · Post by **Pam** » Thu Mar 05, 2009 6:46 pm

I've set up a temporarily restricted account for Student Camp using Maintain Donor Restrictions.

I have several observations/questions on this:

1. If I take in DONATIONS, I am using this fund.

2. If I take in PAYMENTS for registration, I was crediting direct to the expense line item for student camp, since this is actually an expense reimbursement.

3. I also set up a fund for student registration fees, using a high number as suggested in the PowerChurch Help, so that it would not be included on contribution statements and then decided this would not be accurate, since payments received for registration fees are actually an expense reimbursement, and not a donation. If I posted through the contribution module to the high fund number as suggested, wouldn't it show as a CN?
I guess my question for this one is, can I post to a fund outside of the contribution module?

My problem(s): I posted a deposit for fees direct to the expense line item through general ledger. The entry shows up when I run a report for the account activity, but does not show on the check register and has not increased my bank account.

All entries have been posted.

In addition, I have some of the entries showing up in the fund, and some are not reflected, so I am not sure what I've done wrong.

Sorry, I know this is more than one question, but thought since it was all related, that perhaps you could help me pull it together.

Thanks so much for your help!

JohnDMeyers · Post by **JohnDMeyers** » Fri Mar 06, 2009 6:43 am

Here's how I would set up the accounts:

1110 General Checking
3210 Student Camp Income (Temp Restriction Equity)
4210 Student Camp Income (Temp Restriction) closes to 3210
4810 Student Camp Inc Release closes to 3210
4999 General Release closes to 3110 (unrestricted)
5510 Student Camp Registration Expense closes to 3110 (unrestricted)

Contribution Fund 899 (or some high number)
DB 1110
CR 4210

When you pay for student registration ($150.00 example)
CR 1110 $150.00
DB 5510 $150.00

Release
DB 4810 $150.00
CR 4999 $150.00

If you set up your contribution fund to DB checking and CR an expense account, you will eventually end up with a $0.00 balance in your expense account, after receiving all the income and paying all the registrations, but you won't have any (easy) way to figure out how much came in and how much went out.

It would be better to receive the money into a restricted income account, and pay out of the expense account. That way, when you are done, you can see how much came in and how much went out.

Pam · Post by **Pam** » Fri Mar 06, 2009 4:42 pm

I have set up the accounts as you said, so hopefully future transactions will show correctly.

Do you have any idea why the entry I posted is not showing on the check register? I have verified posting dates, months, etc. and cannot find a reason to explain why I can see the entry when I run the Account Activity report, but it does not show in the check register and the Balance Sheet is out by this amount.

Thanks so much for your help!

JohnDMeyers · Post by **JohnDMeyers** » Fri Mar 06, 2009 4:46 pm

Are you talking about the Contribution item? If so, go to Maintain List of Contribution Funds and bring up the particular fund and see which two accounts are set up.

Let me know.

Pam · Post by **Pam** » Fri Mar 06, 2009 4:46 pm

Please disregard! I found my mistake.

Thanks so much for everything!

JohnDMeyers · Post by **JohnDMeyers** » Fri Mar 06, 2009 4:59 pm

Just one more note:

The Fund Accounting item Maintain List of Donor Restrictions guides you through this process of creating the accounts and closings and even creating the Contribution fund.

Once you have them created through this "wizard", things update very well.

Be sure to use your "Release Restricted Funds" tab at the bottom of the Accounts Payable and Enter Transactions screens.

Pam · Post by **Pam** » Fri Mar 06, 2009 5:19 pm

Thank you for the information. I would only use this button when I am disbursing funds from the restricted account(s)?

I attempted to make entries last year using this method and got myself into a mess and had to make gl entries to straighten it all out.

I have decided that I need to learn use these accounts, so hope that I can do a better job of it this time around!

Thanks again for your help.