Contributions for Dummies (or a Very New User)

[WFBCTreasurer]

Just started using PC+ v9 on January 3, 2010. The program was purchased for (and underutilized) by the previous Treasurer of our Church. I'm a relatively computer savvy person and would like to start migrating some of our antiquated processes to the PC+ package.

I would like to first start using the Contributions module only. There are currently 192 individual profiles already in the Membership module (hope my lingo is understandable). I would like to have the ability to track Tithes, Offerings, and Ministry Contributions (Women's Ministry, Music Ministry, etc.).

Questions:

Are the Membership database and Contributions database technically the same animal?

To track the contributions of Ministries, is it easier to create "dummy" envelope numbers/profiles or does it make more sense to create individual funds?

I don't intend to use the Fund Accounting module at this time. Do contributions need to remain "unposted" in this instance?

Any additional guidance you have is greatly appreciated. Feels like I'm rowing upstream and being required to build my own paddle.

[NeilZ]

Questions:

Are the Membership database and Contributions database technically the same animal?

To track the contributions of Ministries, is it easier to create "dummy" envelope numbers/profiles or does it make more sense to create individual funds?

I don't intend to use the Fund Accounting module at this time. Do contributions need to remain "unposted" in this instance?

Any additional guidance you have is greatly appreciated. Feels like I'm rowing upstream and being required to build my own paddle.

1. Yes, the membership module's personal profiles are linked by envelope number to the contributions database. Remember, Powerchurch is an integrated package, which can be used to maintain all church information in one place, thus eliminating many separate mailing lists, Access databases, etc.

2. It depends on how you normally track this type of income. Are these fundraising types of income? Do the individuals contributing to these ministries expect to be able to deduct these donations from taxes? If you need to track individual donors, you may need to create a separate contribution fund to track these things. That said, if this income is a 'bulk' collection, then you may not need to track it in contributions at all, just track it in your normal accounting system.

3. You can keep the Contributions unposted if you wish, or just post to the Contributions module only, which is one of the posting options. When you're ready to start using the system for accounting, you can restart accounting (to eliminate anything already setup in FA) and then start posting contributions directly to FA to track that income.

Your best bet to use Contributions properly is to read the manual. It will give you fairly good instructions on setup and use.

Finally, version 9 is no longer being actively supported. That is, since version 11 has been released, the Powerchurch developers will be working on support of versions 10 and 11. I do suggest that you think about moving to version 11, which will give you all the additional functionality of v10 plus more !! That said, you will want to make sure that your version 9 setup has the latest Maintenance Release, which is dated 10/16/2008. You can check your program date by pressing the ALT & F1 keys. Then look at the tab for System Information.

If you need more advice, please ask, many of us users are willing to assist.

[WFBCTreasurer]

Thanks Neil.

This information is very helpful.

I did leave out a tidbit of information. There is no manual. However, it may be pointless now as I plan to go ahead and upgrade to v11.

[NeilZ]

Thanks Neil.

This information is very helpful.

I did leave out a tidbit of information. There is no manual. However, it may be pointless now as I plan to go ahead and upgrade to v11.

It is a great upgrade, and will make your life easier in many ways. That said, if you press the F1 key anywhere in the program, context sensitive help will appear, and its basically what the manual would say. So you could get started with some of the setup if you wanted to.

[victory4me]

This information was helpful, but I need you to go a step further in your explanations. The original qestion #3 is also my question.
You said, "if this income is a 'bulk' collection, then you may not need to track it in contributions at all, just track it in your normal accounting system."
As a brand new user, entering my very first offering info, I am still trying to find what is what and where. how do I "track it" in the "normal acctg system?" Where is that?
I've gone through the manual several times, but just can not find how to enter the general cash and "lump sum" cash from the youth group.
Thanks in advance for your help.
Wanda

[NeilZ]

This information was helpful, but I need you to go a step further in your explanations. The original qestion #3 is also my question.
You said, "if this income is a 'bulk' collection, then you may not need to track it in contributions at all, just track it in your normal accounting system."
As a brand new user, entering my very first offering info, I am still trying to find what is what and where. how do I "track it" in the "normal acctg system?" Where is that?
I've gone through the manual several times, but just can not find how to enter the general cash and "lump sum" cash from the youth group.
Thanks in advance for your help.
Wanda

Wanda,

by bulk collection, I meant that it was a collection taken up as a 'free-will' offering at a luncheon, or something like that. This type of money is not a donation as such, but is used to offset the costs of the luncheon or affair. In this case, you would have the money deposited by the Treasurer, and they would use the Funds Accounting system to process the deposit, and to credit/debit the proper accounts.

In the case of Loose Plate cash, it is recommended that you create a Dummy Envelope number. In the case of many churches, the envelopes start at 100; you would add a person just as you would a new contributor. We name this person Lucy Cash (or Loose Cash) with the address of the church. We then give this dummy entity the envelope number of 99, which is outside the normal envelope system.

All loose plate cash and coin are then credited to this number. Any checks are given a regular envelope number using the name on the check, then giving them the next number in series.

Now, you can do the same with the Youth Group collections. If this is a collection taken up as donations to the church by the Youth Group you can credit Loose Cash if the money is to go directly into the general fund. However, if this money needs to be tracked by the Youth Group to offset ministry costs, you can create another dummy entity if you want, with a dummy number of 98 for Contributions. I would also create a separate Contribution Fund that would Debit the general checking account, and Credit the Youth Group's account. I would check with the Treasurer on the exact accounts they would want you to use.