Reimbursement for products purchased with printed check

[tjevans74]

We often have members purchase items for use in our daycamp, VBS, general supplies, etc. How do I print them a check to reimburse them for the funds they spent? I've tried fiddling with funds accounting, as well as accounts payable. I don't want to set each and every person that does this as their own vendor record, but the printed checks need to have their information on them.

Thanks in advance,
Todd Evans
The Church @ The Rock

[NeilZ]

We often have members purchase items for use in our daycamp, VBS, general supplies, etc. How do I print them a check to reimburse them for the funds they spent? I've tried fiddling with funds accounting, as well as accounts payable. I don't want to set each and every person that does this as their own vendor record, but the printed checks need to have their information on them.

Thanks in advance,
Todd Evans
The Church @ The Rock

Well .. you're between a rock (no pun intended) and a hard place here. You either create invoices and setup each person as a vendor, or you create manual checks using a vendor you setup like "VBS Reimbursement", and then HAND WRITE the check with the person's information on it.

I have two pieces of advice:

First .. go the Manual Check route and hand write the check. Much easier all around.
Second .. get a church credit card setup, and then you have ONE person buy all the stuff needed on a weekly basis. As things are needed, or will be needed in the next few weeks, they are requested by entering the request on a sheet located in the office or somewhere that is easily accessible. Then once a week, the authorized person goes to Sams Club or another location where you have your SALES TAX EXEMPTION form registered, and purchases the supplies.

The people buying supplies probably pay sales tax, thus the congregation winds up paying such sales tax when it doesn't have to.

Does this make sense ??

[tjevans74]

Neil....it makes perfect sense. I have such a card, and I am listed as the guarantor on said card. Unfortunately, some people can't seem to wait to be able to meet up so that I can hand them the card, or for me to go shopping. They'll go out, get stuff, then hand me a receipt...for reimbursement. I had considered the "generic" vendor, but didn't even think about hand writing checks (it IS 2017 after all...who hand writes ANYTHING...lol)

I'll give that a shot and see how it goes.

Thanks a bunch...

P.S. I had sent you a facebook message with another question, but I actually figured that one out on my own...took a few days, and watching some youtube videos, but I think I have it handled...

[NeilZ]

Neil....it makes perfect sense. I have such a card, and I am listed as the guarantor on said card. Unfortunately, some people can't seem to wait to be able to meet up so that I can hand them the card, or for me to go shopping. They'll go out, get stuff, then hand me a receipt...for reimbursement. I had considered the "generic" vendor, but didn't even think about hand writing checks (it IS 2017 after all...who hand writes ANYTHING...lol)

I'll give that a shot and see how it goes.

Yeah . you have to 'think outside of the box' or in this case, outside of the 21st century

Thanks a bunch...

P.S. I had sent you a facebook message with another question, but I actually figured that one out on my own...took a few days, and watching some youtube videos, but I think I have it handled...

Glad to help .. about the FB message .. I'll have to check the 'bit bucket'.