RE: OPERATING A/C & MISSIONS A/C -FUNDS DEPOSITED IN ONE

[oztheguitarman]

1st July, 08

I need help and advice on the following:

a) We have a General Operating Account 01-1110-000 whereby all the funds received i.e. Sunday's thites & offerings (which include funds for Missions, designated funds for missionaries, benevolent etc) rentals etc are deposited into this account.

The following transactions are carried out in the FUND ACCOUNTING MODULE (example say we received total $ 1000.00 as contributions towards General Donations, Loose Fund, General Missions and Missions designated:


Debit a/c 01-1110-000......$ 500.00 (General Operating Fund)
Debit a/c 02-1110-000......$ 500.00 (General Missions Fund)

Credit a/c 01-4020-000.....................$ 300.00 (General Donations)
Credit a/c 01-4045-000.....................$ 200.00 (Loose Funds)
Credit a/c 02-4040-000.....................$ 200.00 (General Missions)
Credit a/c 02-4047-000.....................$ 300.00 (Missions Designated)


b) When making the cheque payable to the " SPECIAL MISSIONARY PROJECT " say for example to pay $ 250.00 the following transactions is done through the FUND ACCOUNTING MODULE:

1) Accounts Payable - Maintain Manual Cheques - Add etc etc
2) Credit account 02-1110-000 $ 250.00 (General Missions Fund) and Debit account 02-7300-214 $ 250.00 (Special Missionary Project).


Since all the funds are combined into one General Operating account number 01-1110-000 with the bank I believe I am missing one step and would like your help and advice preferably with step by step instructions on how this transaction should be done so that General Operating Bank account no 01-1110-000 is in balance.

Thanks and regards

Osvaldo De Souza

[Zorak]

Debit a/c 01-1110-000......$ 500.00 (General Operating Fund)
Debit a/c 02-1110-000......$ 500.00 (General Missions Fund)

If what you stated there is correct, then the money was actually deposited into the 02 fund checking and the check can be written from that same 02 account without causing any issues.

[oztheguitarman]

2nd July, 08


Dear Zorak,

Thanks for your promt reply.

When the church originally purchased the Powerchurch version 8.0 the following chart of accounts were created :

a) 01-1110-000 Coast Capital General Operating account
b) 02-1110-000 Coast Capital Missions Fund Operating account
c) 03-1110-000 Coast Capital Capital Fund Operating account
d) 04-1110-000 Coast Capital Memorial Fund Operating account
e) 05-1110-000 Coast Capital Vehicle Fund Operating account
f) 06-1110-000 Coast Capital Women's Ministries Operating account
g) 07-1110-000 Coast Capital Youth Operating account

All cashh/cheques received for thites & offerings (which include for general operating, missions fund, benevolent etc) + rentals etc are deposited into one main general operating account 01-1110-000 wih Coast Capital.

My question is when I am making payments to any sub accounts say under Missions Fund Operating account 02-1110-000 do I have to first make a transfer of funds from 01-1110-000 to 02-1110-000 and once this is done out of this Missions Fund A/c 02-1110-000 make payments to
say Missy Gospel Fellowship a/c 02-7300-214 (the cheque will still be issued from 01-1110-000 Main General Operating account).

Alternatively is it OK to create a new account for Missy Gospel Fellowship as 01-7300-214 instead of the various Missy Gospel Fellowship accounts created as 02-7300-214, 03-7300-214, 06-7300-214 so all transactions can then be done from one general operating account 01-1110-000?

As I am new to this, I am not sure how the various Charts of Accounts operates.

Thanks in advance for your advice.

Regards

Osvaldo De Souza

[Zorak]

The easiest way to handle this would be to set up Contributions to deposit this money into the proper Accounting Fund at posting time. PowerChurch Plus will recognize that all of the bank accounts end with the same numbers, 1110-000, so it would be treated as a single bank deposit, even if you had money being debited into each of those accounts in a single transaction. The bank reconciliation would show you a total deposit amount for that transaction.

To set it up this way, go to Contributions > Maintain List of Contribution Funds. Each Contribution Fund has a debit (bank) and credit (income) account assigned.

If you set it up here to use both debit and credit accounts in the appropriate Accounting Fund, you wouldn't have to worry about transferring balances each time you need to spend money from one of these accounts.

If you prefer to leave it set up the way that you have it, with everything being deposited into the General Fund, you could either transfer money each time, or simply set up all of your Income & Expense accounts in the General Fund and eliminate the multiple accounting fund setup.

PowerChurch Plus will work fine either way, with as complex or as simple of a setup as you like.

[oztheguitarman]

3rd July, 08

Dear Zorak,

Thanks for your advice.

I am a bit confused and would really appreciate if you can give me examples based on the chart of accounts provided in my earlier e-mails.

I understand the part of transferring the funds from 01-1110-000 to
02-1110-000 etc.

Also after entering the contributions (Thites & offerings) and when I select POST TRANSACTIONS what should I select so it gets posted to Fund Accounting!

Thank you once again for your help and advice.

Regards

Osvaldo De Souza