ON TARGET – Mastering Church Pal 3

1. ON TARGET – Mastering Church Pal 3 Presenter(s): SWRC Treasury Team ByDoris Counts, Treasurer Tech; Edited by: Joselyn Mejia, auditor

2. 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?

3. Workshop Goals Entering Checks/Transfers Reporting Closing Month/Year/Remittance Reconciling Bank Statements/Creating Adjustments Counting/Entering Envelopes Questions/Answers Knowing your stuff backwards and forwards

4. Section 1 REPORTING

5. REPORTS/REPORTING • Quick 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 .

6. HANDS-ON SEGMENT • 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.

7. Section 2 Closing Month/Year

8. Closing Month • Quick 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.)

9. END OF MONTH REMITTANCE • Quick 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.

10. Closing Month/Year • Quick 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.

11. Steps for Creating/Deleting a Temporary Adjustment Created for the purpose of explaining a difference that will not remain on the books. Once the envelope has been corrected and you realize the remittance check that was submitted was affected: Wait for the remittance check to clear the bank. During reconciliation –Create the temporary adjustment to explain the difference Do not post the adjustment. Remember to add/subtract the amount from your next remittance check. Once this check clears the bank, during reconciliation you can now delete the adjustment. 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.

12. Hands-On Activity • 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: $6,800.00 • SW Initiative: $900.00 • SS Regular: $160.00 • Community Service: $200.00

13. Closing the Year • Quick 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.

16. YEAR-END RECEIPTS What if the receipts failed to print? 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

17. YEAR-END RECEIPTS 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) 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

19. Did receipts print correctly? Yes or No Important to understand the reset receipt feature. Select Yes when: 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: If your printer runs out of ink, prior to finishing the batch, Your printer ran out of paper or shut off prior to finishing. Selecting no allows you to reset the receipts at this time. 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.

20. How to import signature to the receipts Steps for importing signature Steps for Resizing the signature Open the file for which your signature was saved. If it opens in the Windows Photo Viewer, select Open on the Menu bar and open in Microsoft Office (2010). (The header will change. Click Edit Picture Click Resize Picture • Write you signature on a blank white sheet of paper • 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. • In ChurchPal 3, go to the settings screen, click on Church settings (the church settings window will pop up.) • Go to the Folder Settings • Under Treasurer signature, click the (…) to browse for the saved signature file. • Once selected, Save that file. • Go back to Reports, run the receipts to verify its import. • If not there, try resizing the image. • If there, you can now print your receipts.

21. Section 3 Creating Checks/transfers

22. CREATING CHECKS/TRANSFERS • Quick 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.

23. Hands-On Segment • 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…

24. Section 4; Part 1 Reconciling Statements

25. RECONCILING STATEMENTS • Quick 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 requiredon 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)

26. Hands-On Segment • 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

27. Section 4; Part 2 Creating Adjustments

28. CREATING ADJUSTMENTS • Quick 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.

29. Hands On Activity • You need to record the interest earned on the Revolving Fund account • Statement Date: December 31, 2012 • Interest 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

30. Section 5 Weekly offerings

31. WEEKLY OFFERINGS • Quick 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.

32. Steps for Entering Envelopes Designed to help you eliminate omissions/errors 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 QUESTION: What if there are two or more checksin a donor’s envelope? ANSWER: The CURRENT solution is to this create separate envelopes for each check (disbursing the offering accordingly.

33. NSF CHECKS *Should never be given to board. **Caution should be used if you are forgetful, so as to avoid accidentally make it public knowledge. • Quick 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.

34. Hands On Activity • 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 # 2594 • Amount: $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?)

35. Section 6 QUESTIONS/ANSWERS

36. Your Final Test • 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

37. 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.