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ON TARGET – Mastering Church Pal 3

Presenter(s): SWRC Treasury Team

By Doris Counts, Treasurer Tech; Edited by: Joselyn Mejia, auditor

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Treasurers Update

ALL TREASURERS ARE ASKED TO UPGRADE YOUR CHURCH’S ACCOUNTING PROGRAM TO CHURCHPAL 3!!!• FOR INFORMATIONAL PURPOSES:

• We are no longer able to receive technical support for the previous version.• And updates are no longer available either.

• For us to get started now. Open your ChurchPal 3 programs.• Check for updates. Remember to check for updates frequently. • From the disk provided, restore the SWRC sample church.

• HOW TO RESTORE: AT THE TOP OF YOUR SETTINGS SCREEN, CLICK BACKUP/RESTORE. Select “Restore your data” (at which time you will be prompted to type the word restore. Once typed, go to your start menu, computer, find your cd drive, click on it select SWRC sample church. The location will transport into the program. Continue to follow the on screen instructions.

• ARE YOU READY?

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Entering Checks/Transfers

Workshop Goals

Reporting

Closing Month/Year/Remittance

Reconciling Bank Statements/Creating AdjustmentsCounting/Entering Envelopes

Questions/Answers

Knowing your stuff backwards and forwards

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REPORTINGSection 1

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REPORTS/REPORTINGQuick Quiz:• Name one report included in the Conference Reports

• Offerings By Donor• Offering Summary• Remittance Report• Check Listing• Transfer/Adjustment Listing• Financial Report (Month)• Financial Report (YTD)

• FOR INFORMATIONAL PURPOSES: • There are two parts of the conference reports that you should be mindful

NOT to give to the board.• *Offerings By Donor (NEVER)• **Offering Summary (SOMETIMES)

• NSF Reversal entries WITH THE DONOR’S NAME are shown on this report .

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WHERE can this information be found…•On which report can you find the following information?

Write down THE AMOUNTS for those items previously listed items?•Use the same sample questions

Prepare to Report•A name will be drawn to do the following:

• How much came in for Church Expense for January 2013?

• The balance in the checking account EOM

• Electronic Payments (for the electric bill)

• Nancy Jones contributions for January

• How much is Evangelism receiving from the budget?

Answers: • Church Expense:$1000 from offering$3500 from budget• Checking $75133.98• Electric $699.00• N. Jones $5400.00• Evangelism $498.78*

*the monies are being allocated to the conference’s Evangelism instead of locally. How do we correct this?

Selected Treasurer: Give the monthly report to the board of the January 2013 (reports provided).

Audience/Board: Ask them questions regarding the report you have received.

HANDS-ON SEGMENT

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CLOSING MONTH/YEARSection 2

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Closing MonthQuick Quiz:• What are the steps to closing a month?

• Select method of payment• Enter check/transaction #• Select bank• Create memo (optional)• Click “close ‘specified’ month”• Backup data• Click “View Conference Reports for the Closed Month” (Print report)• Click “Transmit Reports electronically to the Conference Office”

• FOR INFORMATIONAL PURPOSES: • The Remittance check to the conference is AUTOMATICALLY

CREATED when the month closed. There is no need to enter it manually.

• In ChurchPal 3, the distribution of the remittance check is listed (itemized) on the check listing report. (ChurchPal 2 only listed the check number at the close of the month.)

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END OF MONTH REMITTANCEQuick Quiz:• When remitting the conference funds it should be accompanied by

what information?• Remittance Report

• FOR INFORMATIONAL PURPOSES:• The remainder of the conference reports are being transmitted at the time

that you electronically submit it to the conference.• There has been a DELAY in the time of receiving the remittance

into the conference office. Once all of the envelopes for the month have been entered, THE REMITTANCE CHECK CAN BE SUBMITTED. There is no need to delay.• Print a remittance report

• The amounts and itemizations to be remitted are listed on this report.

• The check can be issued after entry of the last Sabbath offering envelopes.

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Closing Month/YearQuick Quiz:• How do you correct a donor’s envelope entry where you allocated their

$200 to the wrong department but the month is closed? (Ex. You placed it under Communications, but it should have gone into Community Services)• You must re-set the month and make the necessary correction..• You must contact your treasurer tech or auditor for a reset code.

• FOR INFORMATIONAL PURPOSES: • Resetting a Month – PRIMARILY, resetting the month should only be done to

correct envelope entries or checks. • What if a correction made during a reset affects the amount of

what has already been included in the remittance check?• Make the corrections and use a “TEMPORARY ADJUSTMENT” to

record the difference for bank balancing purposes. List it as an INCOME, if you sent the conference more than what you should have. List it as an EXPENSE, if you sent off less than what should have been sent. Be sure to make the appropriate correction on the physical remittance check for the following month. (Steps listed on next slide)

• Do not post TEMPORARY ADJUSTMENTS.• What if the remittance check has not been sent yet, but you had

just closed the month?• CALL YOUR TREASURER TECH for a reset code.

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Once the envelope has been corrected and you realize the remittance check that was submitted was affected:1. Wait for the remittance

check to clear the bank.2. During reconciliation –

Create the temporary adjustment to explain the difference

3. Do not post the adjustment.

4. Remember to add/subtract the amount from your next remittance check.

5. Once this check clears the bank, during reconciliation you can now delete the adjustment.

Steps for Creating/Deleting a Temporary AdjustmentCreated for the purpose of explaining a difference that will not remain on the books.

QUESTION: Is there any other occasions when this may be used?ANSWER: When converting from ChurchPal 2. At reconciliation if there are outstanding checks from the previous program that difference should be noted with a temporary adjustment until it clears the bank. Delete them accordingly.

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Close the Month of January

Getting the Totals

Answer the items Listed below:

The Results

Let’s close the month of January

The remittance check number is 5.

Backi t up to the DESKTOP

How much needs to be remitted to the conference at the close of January 2013.

What are the different types of conference funds included in this remittance.

Answers: $8,060.00

Tithe: $6,800.00SW Initiative: $900.00SS Regular: $160.00Community Service: $200.00

Hands-On Activity

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Closing the YearQuick Quiz:• What happens if you close the month of December, but fail to close the

year?• The beginning balances will not carry over into the new year.

• FOR INFORMATIONAL PURPOSES: • In the previous version, if you needed to view information from the

previous year you could change the year on the setting screen. All the information for the previous year can be still be viewed without having to change any thing on the setting screen. All reports can be view, by simply changing the calendar date range for that report.

• On previous version’s year end receipts, there was a line stating that “the donor received no goods/services for their donation.” There is an UPDATE COMING that will include this information on the receipts as well.

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What if the receipts failed to print?

YEAR-END RECEIPTS

Where do you go to print year receipts?

What is a receipt summary?

Can reprint a single donor without having to reprint the full set?I have over 100 donors. Do I have to sign each individual receipt?Questions/Answers

Quick Questionnaire

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What if the receipts failed to print (due to running out of ink or paper)? Ans. An information box will pop up to confirm if all the receipts printed correctly. Be sure to check your receipts first, prior to selecting yes or no. (More information is provided on the next slide)

YEAR-END RECEIPTS

Where do you go to print year-end receipts? Ans: Reports; Category: Receipts> Select “Receipts”; Click “Run”What is a receipt summary? Ans: This is a new report that shows you a list of all the donors who were issued receipts and the number assigned, or if reprinted the new/old receipt number

Can I reprint a single donor without having to reprint the full set? Ans. Yes. This is what the reset receipt feature is for – individual reprints not the full set. (Explained further on next slide)I have over 100 donors. Do I have to sign each individual receipt? Ans: COMING VERY SOON is a way to import your signature to the signature line of the receipts to be printed ONLY. This feature can not be used with the checks.Questions/Answers

Quick Questionnaire Answers

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Select Yes when:1. You have confirmed that

all receipts printed correctly. This confirms that there is no need to reset the receipts, thus creating your receipt summary list (showing all the numbers assigned to each donor’s receipt).

Select No when:1. If your printer runs out

of ink, prior to finishing the batch,

2. Your printer ran out of paper or shut off prior to finishing.

3. Selecting no allows you to reset the receipts at this time.

Did receipts print correctly? Yes or NoImportant to understand the reset receipt feature.

Why is this so important? The program is designed to use the same number only once. Should you need to reprint the entire batch, your data would need to be sent to the Program designer’s team for a complete override reset. The reset receipt feature is designed for reprinting /replacing lost receipts.

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How to import signature to the receiptsSteps for importing signature1. Write you signature on a blank white

sheet of paper2. Scan it into your computer as a

graphics file (ex. .jpeg or .png). Be sure to save it in a folder that you can find. (Ex. My Pictures) You may have to resize the image later.

3. In ChurchPal 3, go to the settings screen, click on Church settings (the church settings window will pop up.)

4. Go to the Folder Settings5. Under Treasurer signature, click the

(…) to browse for the saved signature file.

6. Once selected, Save that file.7. Go back to Reports, run the receipts to

verify its import.1. If not there, try resizing the

image.2. If there, you can now print your

receipts.

Steps for Resizing the signature1. Open the file for which your signature

was saved.2. If it opens in the Windows Photo

Viewer, select Open on the Menu bar and open in Microsoft Office (2010). (The header will change.

3. Click Edit Picture4. Click Resize Picture

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CREATING CHECKS/TRANSFERS

Section 3

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CREATING CHECKS/TRANSFERSQuick Quiz:• For what purposes do you use the electronic check feature

• Automatic drafts• Card purchases

• For how does a transfer differ from an adjustment?• A TRANSFER is to move money from one department to another, and does not affect the

bank balances• An ADJUSTMENT is used to record miscellaneous items that affect the bank balances;

such as: interest income, other discrepancies. • FOR INFORMATIONAL PURPOSES:

• When entering the vendor you must type first name first. (Previous versions required you to type the last name first.)

• Electronic payments can be individually numbered for record keeping purposes. (not available on previous versions)

• When entering the MEMO on the check, it only appears on the CHECK SCREEN.• When entering the DESCRIPTION of the check, it only appears on the CHECK

LISTING report.

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Enter the Checks• Hand-out Provided

Enter and electronic check• Same Hand-out used

Void a check• Same hand-out

This activity gives you the hands-on experience of entering checks.

Do Part 1 of your hand-out…

This activity gives you the opportunity to see how the electronic payments are different from regular checks.Remember electronic checks can be numbered.

Do Part 2 of your hand-out…

This activity will give you the opportunity of voiding a check from the current month and a closed month.

Do Part 3 of your hand-out…

Hands-On Segment

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RECONCILING STATEMENTS

Section 4; Part 1

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RECONCILING STATEMENTSQuick Quiz:• If you have multiple bank accounts, do you have to reconcile those that

had no activity for the month?• Yes. Although you can reconcile statements individually, the bank

reconciliation Report, reports the reconciliation of the accounts. If one bank account has not been reconcile it will report that difference.

• FOR INFORMATIONAL PURPOSES: • Bank reconciliations should be done MONTHLY. This allows you to

catch any discrepancies before the next month or dispute time expires.

• Bank reconciliations should be done by the internal auditor, or someone who does not sign on the count.

• Don’t forget that the pastor’s signature is required on this report.• ASK YOURSELF: Are there any temporary adjustments that I need

to address this month?• If yes, follow the previous steps mentioned. (see slide 11)

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Create a Transfer• Information is provided

below

Reconcile Statement • Hand-out is provided

Re-Closed the Month

The church has voted to help support VBS with an additional $500 from Church Expense. Create a transfer for this voted item.

This activity gives you a chance to complete a bank reconciliation.

Did you run into any problems?

Go to REPORTS to view your Bank Reconciliation Report

What’s the difference (at the bottom of the report)?

Go through all of the steps EXCEPT ELECTRONICALLY SUBMITTING IT.

Back it up to your DESKTOP

Hands-On Segment

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CREATING ADJUSTMENTSSection 4; Part 2

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CREATING ADJUSTMENTSQuick Quiz:• If your bank made an error and the statement shows your deposit on

January 28, 2013 was $2.00 less than what your Sabbath deposit showed, would you enter this adjustment as income or expense?• EXPENSE – Expenses decrease the balance on your books; while Incomes

increase those balances.• FOR INFORMATIONAL PURPOSES:

• ADJUSTMENTS – entries made to denote discrepancies between the churches book and the bank statements (such as bank fees or interest income)

• TEMPORARY ADJUSTMENT – an adjustment to explain a discrepancy that will not remain on your books. This adjustment made be deleted in a following month when the matter is resolved. So, DO NOT POST IT.• EX. You submitted a remittance check and realized later after closing

the month that you had misallocated local funds to the conference OR conference funds to the local depart; Or maybe you have just converted to ChurchPal 3, and some of the checks from the previous version have not cleared, follow the steps covered on slide 11.

• POSTING ADJUSTMENTS – Adjustments DO NOT AFFECT the financial report until it is posted.

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Create an Adjustment• Information listed below

Post the Adjustment

Delete an adjustment and Reconcile other

account.You need to record the interest earned on the Revolving Fund account

Statement Date: December 31, 2012Interest Earned: $30.00

DO NOT POST YET

Go to the financial report and see your results.

Go back to the reconcile screen to post the adjustment

Go back to the financial report to see your results.

Delete the adjustment you just made.

Did you run into any problems?

Reconcile your Revolving Fund account. Ending balance on statement for January is $22,143.85. NO ACTIVITY FOR THE MONTH

Hands On Activity

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WEEKLY OFFERINGSSection 5

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WEEKLY OFFERINGSQuick Quiz:• What information is needed to start entering envelopes?

• The totals for that offering• Donor envelopes

• FOR INFORMATIONAL PURPOSES: • There are two steps to entering envelopes.

• Entering the totals for that offering• Entering the donors envelopes

• This program allows you to enter two or more offerings for the same day.• Offerings that would require two separate deposits.

• Ex. Divine worship program and evening programs that were held the same day and deposited separately to avoid keeping in safe the remainder of the week.

• You can track your progress for entering envelopes.• Whether you have entered all offerings• Whether you have you appropriated the cash and check properly

• You can preset commonly used offering codes for entry.

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Step One• Select the date on

calendar• Click “New”• Enter offering totals• Envelopes• Cash (Currency &

Coins)• Checks

• Click “Save”

Step Two• Start typing names (last

name first)• Select appropriate donor• Enter the total of the

envelopes• Enter how much was

check• Enter how much was cash• If a check was enclosed,

DON’T FORGET to enter the check number.

• Allocate to the appropriate department account

• Click Save

Steps for Entering EnvelopesDesigned to help you eliminate omissions/errors

QUESTION: What if there are two or more checks in a donor’s envelope?

ANSWER: The CURRENT solution is to this create separate envelopes for each check (disbursing the offering accordingly.

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NSF CHECKSQuick Quiz:• How do you handle returned checks for donor?

• In the offering screen, you used the NSF Check Reversal feature.

• FOR INFORMATIONAL PURPOSES: • The NSF Check Reversal feature will walk you through the steps of

reversing a NSF check and applying any charges sustained. The program will automatically create A NEGATIVE ENVELOPE for the check reversing all contributions . • For Documentation Purposes: When it asks for a date enter

the date found on the return check notice you received from the bank.

• This information is listed on two reports:• Offerings by Donor*• Offering Summary**

• REMEMBER: These two reports should not be given to the board for this reason.

*Should never be given to

board.

**Caution should be

used if you are forgetful, so as to avoid accidentally

make it public knowledge.

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Enter Envelopes• Sheet Provide with the

information.

NSF Check• Information listed

below

Correct Envelope Entry• Information Listed

below:

During this activity you will learn, • How to preset

code for envelope entry

• How to enter envelopes from start to finish.

• How to create new donors

• How to monitor your progress

• How to enter a new department account

You received a notice from the bank dated February 6, 2013 for a NSF check for

Doris Counts Check # 2594Amount: $100.00

Bank Charges sustained: $5.00

Make the following correction to Bro. Timothy Fuller’s envelope for February 2, 2012

$50 dollars should have gone into Community Services instead of Communications

(Why can’t I just transfer the funds?)

Hands On Activity

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QUESTIONS/ANSWERSSection 6

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Correct Envelope for closed month• Information Listed

Below

What all has been affected by this

change?

What additional steps do I need

to take?

You need to correct Sis. Nancy Jones’ envelope for Jan. 19, 2013. $200 was allocated to Community Service (on the local level) but should have gone to the conference.

• The remittance amount

• The bank reconciliation

• All the conference reports except: the transfer report.

• Make note to self to send an additional $200 on the next remittance check.

• Create a temporary adjustment to record the discrepancy for the revised bank reconciliation.

• Re-close the month (Memo should reflect that revision have been made.)

• Re-submit the reports electronically to the conference

Your Final Test

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Continue to Press toward the Mark…How well did you do on the quizzes? These quizzes were included to help you evaluate your knowledge of the Churchpal 3 program and accounting procedures.