Reversing Entry for Fund Account and Accounts Payable

[wmorgenstern]

I am not sure how to do this:
We had special contributions made to Florida Relief Efforts.
We bought some supplies to send a truck down to Florida with Food, etc.
To do that, the church ordered the supplies, and when I entered the Payments into Accounts Payable, as well as charges to a credit card, it was told to me, that these were to be underwritten by the Church's General Account. Now, however, I was told that these expenses are to come out of the money collected, as it has been used for those reasons.
I have set up an Fund for General, and for the Florida Effort (two different funds).
How can I move the expenses from the General Fund to the Florida Fund?
I have the following setup for now:
GF (for General Fund), and FF for Florida Fund.
GF-7240-118 Florida Payments
FF-7240-118 Florida Payments
GF-7241-118 Florida Supplies (amount of 118.00, paid through Accounts Payable)
FF-7241-118 Florida Supplies (this is where the 118 should go to
GF-7242-118 Other Supplies (34.00, entered as a Liability to Credit Card, and then paid in Accounts Payable)
FF-7242-118 Other Supplies (this is where the 34.00 should go to)

Both Accounts Payable Invoices (118.00 and 34.00) have been paid out of the General Fund's Checking Account.
However, with the change, they need to be paid out of the Florida Fund's Checking Account).
It is the same physical checking account, but separated in PowerChurch.

I can't move an account in Chart of Accounts between 2 different Funds, as that would be perfect (I think).

I hope somebody can help me.
I am not sure if this explanation makes sense.

Thanks
Werner Morgenstern

[Randy B]

From what I understand, I think you need to go into fund accounting and do either one or two if you prefer journal entries and then post them.

1. Debit Florida Fund Expense Accounts totaling $142 and then credit the general fund expense accounts where the amounts were debited when you paid the bills. This will zero out the general fund expense accounts and place the expense in Florida Fund.

2. Next you need to show cash was spend form Florida Fund instead of general fund. To do that debit general fund cash and then credit Florida Fund cash.

These two components should get your desired results.

[wmorgenstern]

Will that fix the accounts payable module as well?
I read the manual, and it says that to reverse an entry, it should rather be made from the originating module.
Werner Morgenstern

[Matt]

As long as the vendor, check number, and amount are ok in Accounts Payable, inputting this JV in Fund Accounting only should not cause a problem, as the Accounts Payable module does not keep track of what debit and credit accounts were posted to in the Vendor history. Randy's suggestion will correct this for you. However, I would recommend posting the JV as follows so that the entry is balanced within the funds:

DR General Fund Cash - $142
CR General Fund Expense Accounts - $142

DR Florida Fund Expense Accounts - $142
CR Florida Fund Cash - $142

I would also recommend using the same reference number (i.e. check number) on the JV's for audit trail purposes. If you wrote 2 checks you would need to do the above entries twice.