Posting Teens/Childrens Contributions

[Robin2]

Hi. We hae just purchased PowerChurch Plus Version 9 and I am trying to determine what is the best way to enter the offerings for teens and children. We are assigning envelope numbers (to the husband and wife) however are only going to use them internally. We do use envelopes for tithes/offerings but would rather not expect the congregation to use the numbers or even be aware of them as we have a large congregation (over 1000) and have a difficult enough time getting them to write their check number on the envelope. Smile. My question is when the children's ministry turns in the offering should I just create an envelope number (say 500) for Children's ministry and post the total there? If not, I would have to assign the child a number and we have in excess of 300 children! Someone suggested assigning children and teens numbers starting with like 5000 but that seems like a lot of work since they aren't looking to get a contribution statement at the end of the year. If I don't assign them each a number how would I account for an envelope that is put in by a teen that is included in the regular giving on Sunday morning verses coming to us by way of Children's Church. We are not using the accounting side at this time as we are using Quickbooks and did not want to make too many changes all at the same time. Previously our contributions were outsources. Any wisdom on this matter would be greatly appreciated. God Bless

[NeilZ]

Hi. We hae just purchased PowerChurch Plus Version 9 and I am trying to determine what is the best way to enter the offerings for teens and children. We are assigning envelope numbers (to the husband and wife) however are only going to use them internally. We do use envelopes for tithes/offerings but would rather not expect the congregation to use the numbers or even be aware of them as we have a large congregation (over 1000) and have a difficult enough time getting them to write their check number on the envelope. Smile. My question is when the children's ministry turns in the offering should I just create an envelope number (say 500) for Children's ministry and post the total there? If not, I would have to assign the child a number and we have in excess of 300 children! Someone suggested assigning children and teens numbers starting with like 5000 but that seems like a lot of work since they aren't looking to get a contribution statement at the end of the year. If I don't assign them each a number how would I account for an envelope that is put in by a teen that is included in the regular giving on Sunday morning verses coming to us by way of Children's Church. We are not using the accounting side at this time as we are using Quickbooks and did not want to make too many changes all at the same time. Previously our contributions were outsources. Any wisdom on this matter would be greatly appreciated. God Bless

I'm not sure where you started your envelope numbers, we started ours at 101, so we have a range of numbers below 100 that we use to track loose plate cash, as well as our Sunday School kids collection.

We created a separate number, out of the normal range to cover these collections. You should also have one for loose plate offerings. Here's a thread that covers all of this:

http://powerchurch.com/forum/viewtopic.php?t=1569

Hope this helps.

[Robin2]

We also started our numbers at 101. We are going to use a number for what we call public offering (loose cash). The dilemna is that children's church uses envelopes for offerings so the children's names are on the envelopes and only a few give with no name or envelope. I could either assign all of these children who are identifiable with a number or just input the total amount for the children's ministry as a whole to an envelope number assigned children's ministry without regard to who gave it. That would be okay except for one Sunday a month is family day and the children's envelopes are included in the regular offering buckets. We would have to look at each envelope and put it aside to be counted as children's ministry if we just group all of the children's together. That would be very time consuming. The further I go the more questions I have. Any wisdom on this is greatly appreciated. God Bless

[NeilZ]

We also started our numbers at 101. We are going to use a number for what we call public offering (loose cash). The dilemna is that children's church uses envelopes for offerings so the children's names are on the envelopes and only a few give with no name or envelope. I could either assign all of these children who are identifiable with a number or just input the total amount for the children's ministry as a whole to an envelope number assigned children's ministry without regard to who gave it. That would be okay except for one Sunday a month is family day and the children's envelopes are included in the regular offering buckets. We would have to look at each envelope and put it aside to be counted as children's ministry if we just group all of the children's together. That would be very time consuming. The further I go the more questions I have. Any wisdom on this is greatly appreciated. God Bless

OK .. if the children also have envelopes, they you're going to have to assign them numbers in Powerchurch if you want to keep track of their contributions. You didn't say if these envelopes are the same as the adults use, or are they different.

Also, are they numbered ?? If so, here's some advice. Give the kids numbers starting at 5000. So the first child will have an envelope number of 101, in powerchurch make it 5101, and just remember to include the 5 when entering the envelope number in the Contributions module.

[Robin2]

The children have their own envelopes which they use when they are in children's church. They are not numbered. The problem exists when they are in the regular service for family day once a month. They then use the envelopes that the adults use which are not numbered either. thanks

[NeilZ]

The children have their own envelopes which they use when they are in children's church. They are not numbered. The problem exists when they are in the regular service for family day once a month. They then use the envelopes that the adults use which are not numbered either. thanks

Oy ... perhaps on that Sunday, you can have both types available for distribution ? Or else, on that Sunday, all unmarked envelopes be listed as 'loose cash' whether they be the kids or adults.

[Robin2]

On that sunday anything unmarked would be put in public offering. I mean the ones that have names. On that day the children that put their names on the envelope would have to be input by envelope which would mean having to assign 200 or 300 envelope numbers. Maybe I'm not explaining this right. I was just wondering how everyone else input the teens/children. I guess I either have to assign them each a number which is time consuming and they don't want a contribution statement at the end of the year anyway, so I'd be doing all that really for nothing. Just seems like alot of work. Guess I can't have it both ways. It will just add alot more numbers to the system to keep track of all the kids. In our church almost everyone uses envelopes but they are not numbered. We are growing on a weekly basis and it will be very time consuming to enter 300 extra envelopes or more for kids who don't want a statement anyway. Help!!!!! Smile

[NeilZ]

Robin,

If you're not tracking the kids offerings to give them a statement, then I would lump them all, whether during Children's Church or Family Day under one envelope number.

That is, if you can separate them from the adult's offerings on that one Sunday.

What we do is this:

Sunday School collections are all entered under one envelope number. Teens that are become members of the church, get their own envelope number if they ask for one. If not, they just place it in the plate and it gets collected as 'loose plate offerings'.

All our envelopes are numbered, each member gets a box of offering envelopes every December. We usually have them pick them up in our Narthex, we tend to leave them out through February. Those that have not been picked up, we verify that the member is still attending and contributing, or not; and we either mail the envelopes or reuse the number by reassigning the current number to a different number sequence which is researved for 'inactive' members.

[Robin2]

Ok now I get it. Our envelopes do not have numbers so everyone uses them; the children, teens, members and guests alike. Maybe I'll just assign the children a number starting like at 3000 as they give in an envelope. That way only the children that actually give will get a number rather than assigning numbers to all children who may never give in an envelope with their name on it. (We have lots of children and that would be quite time consuming to assign each one a number) We probably have over 300 children and maybe only 50 or so give in an envelope with their name on it.

We are going to use the envelope numbers internally and not issue them out at this point. (We have a very large supply of envelopes on hand which are not numbered). Can anyone tell me of the advantage of assigning the numbers to the congregation? I'm just trying to get all the facts and wisdom from ones that have gone before me so we can make a quality decision. Thanks so much for all your help

[NeilZ]

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We are going to use the envelope numbers internally and not issue them out at this point. (We have a very large supply of envelopes on hand which are not numbered). Can anyone tell me of the advantage of assigning the numbers to the congregation? I'm just trying to get all the facts and wisdom from ones that have gone before me so we can make a quality decision. Thanks so much for all your help

For us, having numbered envelopes makes it alot easier to enter contribtuions, as you have one person opening envelopes, reading off the number, and reading the amount, and one at the computer entering the data. This helps as the person opening envelopes does not have to try to decipher a name on an envelope, if the envelope contains cash.

For loose checks (not in an envelope) we run them through a check reader, as it reads the account number and matches it up with the contributor. The person at the computer does this, while the other person is assembiing the loose cash, and doing the first count.

After all the loose checks and envelopes are entered. The 'reader' is stamping the back of the checks, while the data entry person verifies the initial cash count.

When both cash counts agree, the check entry is verified by one person reading off the check amount, and the other verifying that data via the 'bank deposit slip'. This way any data entry errors are caught.

[Robin2]

Oh, okay. We are not using a check reader nor are we going to enter the contributions at the time that we do the count in the beginning at least. Maybe it'll be something to incorporate at a later date when I get used to the software. We actually haven't started using it yet so we're still in the "what's the best way for us to do this in the least amount of time" mode. How large is your congregation and how long does it take to count using the envelope numbers and the check reader? If it speeds up the process I'm all for it. Thank you again for your responses. It has been very helpful.

[NeilZ]

Oh, okay. We are not using a check reader nor are we going to enter the contributions at the time that we do the count in the beginning at least. Maybe it'll be something to incorporate at a later date when I get used to the software. We actually haven't started using it yet so we're still in the "what's the best way for us to do this in the least amount of time" mode. How large is your congregation and how long does it take to count using the envelope numbers and the check reader? If it speeds up the process I'm all for it. Thank you again for your responses. It has been very helpful.

We have a congregation of over 600, and on a really good Sunday, it takes about an hour. On special occasions (Christmas & Easter) it takes alot longer.

[Robin2]

Wow!!!! We are currently running about 12 or 1300 members and it takes 3 of us about 5 hours to count the Sunday and Thursday offerings. We prepare the deposit but the contribution input is not done at the same time. We were concerned about using a check reader thinking it would take us even longer to finish counting and doing all the input on the same day.

[NeilZ]

Wow!!!! We are currently running about 12 or 1300 members and it takes 3 of us about 5 hours to count the Sunday and Thursday offerings. We prepare the deposit but the contribution input is not done at the same time. We were concerned about using a check reader thinking it would take us even longer to finish counting and doing all the input on the same day.

We do everything at one time ... it makes no sense trying to count up funds separately, when what your doing is entering the numbers twice. Let the system maintain the totals, all you need to do is enter the amounts against the contributiors.

Using the check reader on loose checks, it takes about the same amount of time it does when entering an envelope. The first time the reader is used, it may take a bit longer as you have to enter the amount and contribution fund; but if you have people contributing the same amount each week, the reader will pull up the last entry, and all the data entry person needs to do is: 1) Verify the name on the check is the name that was pulled up, and 2) verify the amount is the same and is going to the same contribution fund. Two hits on the enter key, the check amount is saved, and you're ready for the next check.

Entering numbered envelopes is just as easy, all you need is the keypad on the keyboard. The person reads off the envelope number, reads the contribution fund (Operations, building, deacons fund, etc), and the amount. The data entry person just types in the numbers, and hits the enter key when all is entered. You're ready for the next envelope.

[Robin2]

We currently divide the envelopes between 3 people who open the envelopes, verify the contents, keeping checks and cash separate. We then each run an adding machine tape of checks and check envelopes. We do the same for cash and cash envelopes. We then complete a report listing the totals which is then used to fill out our deposit slip. Our contributions were then outsourced to an accounting firm who issued the end of year giving statements. This will be our first time doing the contributions in house. The vast majority of our envelopes are from members so we would have very few loose checks. I guess I thought you would run all checks through the reader not just the loose ones. On any given Sunday we receive several hundred envelopes (like 4 or 500)and the majority of the people do not give the same amount each week. Thanks so much for your responses. They have been a big help.