Option to "Update Fund Accounting Via File" Not av

[Mary Anne]

I am the Financial Sec. for our church. I have been using PowerChurch Plus 10 since Jan 07. I've been just posting to the Contributions Module. I use my home computer. We have a new Treasurer who started using the program on her home computer. Our church is on a Sept. 1 to Aug. 31 year. I want to Update Fund Accounting Via File so I can give it to her for the Accounting Module which she has just set up. Why isn't this option available to me? The book said to choose this option if you run the Accounting system on a different, non-networked computer. I can understand the need for the Accounting information to be set up in order to Update using the same computer, but do I need to load her Accounting set up on to my computer first for this option to be available? And if so will I have the option to e-mail the file to her or will I have to put it on a disk and take it to her? When I tried to backup the Contributions files only I tried to save to a folder on my C drive and the program didn't allow me to do that either. I thought I would send her those files and let her post it from that but I didn't like the idea of sending her all of that private info anyway via e-mail.

[Jeff]

The update via file option is not available beacause you don't have account numbers setup in maintain list of contribution funds yet. However to get the account numbers setup, you need the chart of accounts information from the accounting module.

What you will need to do is:

• Get an accounting backup from the new treasurer. I am assuming she has already setup the chart of accounts in the fund accounting module.
  
  After restoring this backup, go into Maintain List of Contribution funds. You will now see additional options on this screen for the debit & credit accounts for each contribution fund.
  
  You will need to specify the debit & credit account for each contribution fund.

Now when you post you will have the option to update fund accounting via a file. You can then e-mail her the file and she will import it into Fund Accounting using the Import Accounting Transaction on the Fund Accounting menu.

This option was created for situations like your where one person is doing the contributions on a separate non-networked computer from the person who is working with the accounting module.

[Zorak]

On the Maintain List of Contribution Funds screen, there should be debit (bank) account and credit (income) account fields. If these fields are not showing, it means that you will have to "set up" accounting to be able to "Update Fund Accounting Via File".

Go to the Accounting menu and choose Setup Accounting. Simply click Next through all of the prompts. You will only be required to fill in the name of a checking account. Once that is complete, you can skip through the rest of the Accounting Setup Assistant and Complete it when finished.

You will then need to go back to the Maintain List of Contribution Funds screen and assign a debit & credit account to each fund. You will have to get these account numbers from the new Treasurer. We will use these accounts to build the accounting transaction that you will be sending her.