JEWEL Accounting Software Informational Resource

Transcription

1 JEWEL Accounting Software Informational Resource Contribution tips 1. EDIT WEEKLY CONTRIBUTION WHEN MONTH IS NOT CLOSED (p3) 2. SIMPLIFY CONTRIBUTION ENTRIES (p3) 3. DEPOSIT IN OTHER THAN DEFAULT CHECKING (p3) 4. TAX-DEDUCTION FOR STORE RECEIPT GIVEN BY MEMBER (p3) 5. NSF CHECK REVERSAL (p3) Check Entry tips 1. ELECTRONIC PAYMENTS (p4) 2. VOID A CHECK IN CURRENT MONTH (p4) 3. VOID A CHECK IN A MONTH ALREADY CLOSED (p4) Budget, Transfer and Adjustment tips 1. BUDGET ALLOCATION (p4) 2. TRANSFERS (p5) 3. MAKING A GENERAL JOURNAL ENTRY (p5) 4. TRACKING LOAN BALANCES (p6) 5. TRUST ACCOUNTS (p6) 6. REMITTANCES (p7) 7. WRITTEN CHECKS (p7) Report tips 1. COPY TO CLIPBOARD FEATURE (p7) 2. CONTRIBUTION DETAIL ON MINISTRY ACCOUNTS (p7) 3. DONOR INFORMATION FOR A PARTICULAR MINISTRY (p7) 4. ACCOUNT DETAIL REPORT (p7) 5. CHECK DETAIL REPORT (p7)

2 Miscellaneous tips 1. ACCESS TO TASKBAR (p8) 2. JEWEL ON MULTIPLE WORKSTATIONS (p8) 3. ORDER CHECK INFO (p8) 4. ENVELOPES FOR DONOR RECEIPTS (p8) 5. MONTH CLOSURE (p8) 6. BACKUPS (p8) Maintenance tips 1. PROPERTIES SETTINGS (p9) 2. CHECK FORMAT (p9) 3. REPORT AND CHECK ALIGNMENT (p9) 4. REPORT FORMATS (p10) 5. DEPOSIT FEATURE (p10) 6. REPORTING FEATURE (p10) 7. UTILIZE SECURITY FEATURE (p10) 8. CLEAN UP NAMES AND ACCOUNTS (p11) 9. DONORS THAT PASS AWAY OR MOVE (p11) 10. TAX-DEDUCTIBLE VS. NON TAX-DEDUCTIBLE (p11) Year-end tips 1. PRINTING SINGLE RECEIPTS (p11) 2. CREATING YEAR-END RECEIPT MID-YEAR (p11) 3. YEAR-END SETTING (p11) 4. YEAR-END PROCEDURE (p11) 5. PREPARING 1099S (p12) 6. PUTTING SIGNATURE AUTOMATICALLY ON RECEIPTS (p12)

3 EDIT WEEKLY CONTRIBUTION WHEN MONTH IS NOT CLOSED Go to Reports and Graphs, Contribution Report. Double click on the date of the envelope that needs to be changed. Click on Edit Envelope, and change the Donor name or any of the offerings. If changing an amount, then the total of the envelope must be changed and add another envelope for the difference or also change the total deposit by clicking on Edit Deposit Slip. If not using the Deposit Slip, then click on the Edit box in the upper left hand corner and change the amount. SIMPLIFY CONTRIBUTION ENTRIES You may save yourself time and effort by updating the default account order for contributions feature (Maintenance, Properties, Accounts tab) to ministries that donors commonly give to. Multiple checks given by the same donor in the same envelope should be entered separately. DEPOSIT IN OTHER THAN DEFAULT CHECKING To enter a deposit into an account other than the default checking account, enter contributions as normal. When the amount of entered envelopes equals the offering total, respond YES when a dialogue box appears stating, Would you like to proceed to make a deposit?. On the next screen press the down arrow button in the field entitled: Bank Account for Deposit, select the account of your choice, and select OK. TAX-DEDUCTION FOR STORE RECEIPT GIVEN BY MEMBER Create a mid-week offering with a zero total consisting of two contribution entries. For the first contribution, enter the church member and the receipt amount in the Cash field of the contribution entry for the account the purchase was made for. The second contribution, enter Store Receipt in the Donor field of the next entry and the negative amount of the receipt in the Cash field, and the same negative amount to the same account used in the first contribution. Proceed to Make Deposit, and select OK. NSF CHECK REVERSAL Go to Offerings (upper left header), select NSF Check Reversal, select the check using whichever sort feature you find most helpful, enter any bank charge in the expense box and the appropriate account (i.e. Bank fees, General church expense, etc) and click OK.

4 ELECTRONIC PAYMENTS Use the Write Checks feature, click on the Electronic Payment box, and enter the Payee, Amount and Account info as you would a check. VOID A CHECK IN CURRENT MONTH Go to Reports and Graphs, Check Report. Double click on the check to be voided. Click on Edit Check. Change Pay to the Order of to: Void. Click OK. It will ask if you really want to save this as a void check. Answer "Yes." That's it! VOID A CHECK IN A MONTH ALREADY CLOSED Go to Write Checks. Write a new check to the same person as the one to be voided. The same amount, but put a minus (- ) in front of the number. Type on the Memo: To void check #xxxx. Charge to the same accounts as the check to be voided, but again put a minus in front of each number. Click on Electronic Payment box (this takes off the current check number and assigns a negative number on the check report.) Click OK. On the next bank reconciliation, clear the original check and the negative check as neither will ever appear on the bank statement. BUDGET ALLOCATION Choose the account that the allocations (transfers) are to be made from and press Enter. Typically, donors contribute to the Church Budget and this fund is then allocated to the various budgeted accounts. 1. Choose an account to receive allocations and press Enter. 2. Type a dollar amount and press Enter. 3. OR, type a number followed by the percent symbol (%) and press Enter. Note: A fixed dollar amount of funds may be allocated (such as $100 to Pathfinders each month) OR, a percentage of the Church Budget received each month may be allocated. Monthly allocations can include both percentages and fixed dollar amounts. BE AWARE that if this allocation table has a combination of fixed dollar amounts and percentages, during the actual allocation process the dollar amounts are subtracted FIRST from the total to be allocated, then the remaining amount will be divided by the percentages specified. Insert feature: Inserts a new account ahead of the one that is highlighted. Delete feature: Deletes the highlighted account. Total Annual Budget: In order to have budget reports, you must enter this figure. Monthly Allocation Totals Dollar Amounts: The number printed here represents the total of all the dollar amounts specified to be allocated each month. Percentages: The percentage listed here represents the adding of each of the percentages listed in the table to the left. When finished, the percentage listed here must equal 100% or 0%. OK: When finished editing Budget Allocations click OK. Cancel: Clicking the Cancel button will cancel any changes during this edit session. **Entering the Next Fiscal Year s budget numbers and/or percentages prior to the year-end will save time!

5 TRANSFERS If you wish to transfer funds from one bank account to another, you may write the check manually. Enter the check using the Transfer feature. Enter Transfer funds Ck# in the Memo field, and enter what account the funds came out of and where they were deposited. Your local funds are not changed because the money was not spent. The money still belongs to the local funds -just kept in a different bank. **Keep in mind that transfers are DIFFERENT than electronic payments. TRANSFERS TO/FROM CONFERENCE You will need to click on Maintenance (in the upper menu), choose Properties, select the General, mark the Allow Transfers Between Conference and Local Accts box and click the OK button. To make a correction, you will select the Transfer Funds option on the opening screen. Mark the Transfer To/From Conference box and specify 'Reallocate donation (specify the offering date) in the memo field and enter what accounts should be affected. MAKING A GENERAL JOURNAL ENTRY The General Journal is for miscellaneous entries that don't fit anywhere else. Because of its general nature, there are fewer safeguards against mistakes here than in the other areas. Some categories of entries that should NOT be made here include Deposits, Transfers, Checks, NSF Check Reversals, Budget Allocations, and Bank Reconciliations. Bank Account Changes: If increasing a bank account: Either: Increase local funds by the same amount, Or: Decrease other bank accounts by the same amount. If decreasing a bank account: Either: decrease local funds by the same amount, Or: Increase other bank accounts by the same amount. Local Funds Changes: If increasing local funds: Either: Decrease other local funds by the same amount. Or: Increase bank accounts by the same amount. If decreasing local funds: Either: Increase other local funds by the same amount. Decrease bank accounts by the same amount. Deposits and Interest Earned Choosing this option will record the entries as Deposits and the amounts will be listed in the Deposit column of the Financial Summary. Checks Written and Bank Fees Choosing this option will record the entries as electronic checks with the next available negative sequence number. The amounts will be listed in the Checks column of the Financial Summary. An entry may be deleted or changed if made during the current month. Click on Previous Entry until you reach the entry you wish to change, then click on Edit Entry or Delete Entry. Once the month is closed, entries cannot be edited; correcting entries must be made in the new month. Be sure to type a memo in the Memo box. There needs to be precise documentation as to why the entry was made. Be sure to reference the specific item being corrected for auditing purposes.

6 TRACKING LOAN BALANCES Three accounts and two sub accounts need to be setup; LOAN PAYMENT (901), LOAN PAYABLE (60), Principal Paid (60.1), LOAN REDUCTION (950), and Principal Reduction (950.1). Main accounts are capitalized, and sub accounts are lower case. Setup accounts: Go to Maintenance, choose Edit Accounts and select the New Account button Highlight Account Type as Local Fund Type in ID number and type in the account name (capitalize main account) Unmark tax deductible box Mark sub account box of LOAN account when setting up 60.1 and Select down arrow button, scroll and select proper main account 60.1 (Principal Paid) main account is LOAN PAYABLE (Principal Reduction) main account is LOAN REDUCTION Setup initial balances: Go to Accounting and select Make General Journal Entry Type loan setup under Memo and leave button filled for deposit and interest earned Select Bank Account as Checking and do not enter anything for income or expense Under Accounts: o Type 60 (LOAN PAYABLE) and the mortgage principal under the Expense field o Type in 950 (LOAN REDUCTION) and the mortgage principal under Income. Recording Loan Payments: There are two steps to recording mortgage payments. Step 1: To record the mortgage payment, write a check to record the full payment Charge to account 901 (LOAN PAYMENT) It should be noted any donations or transfers for the mortgage are also deposited in this account Step 2: To record the reduction of the loan principal, Go to Accounting and select Make General Journal Entry Under Memo, type Principal applied to loan Ck#### Leave button filled for deposit and interest earned Select Bank Account as Checking and do not enter anything for income or expense Under Accounts: o Type 60.1 (Principal Paid) and enter principal amount in the Income field o Type in (Principal Reduction) and enter the principal amount in under Expense TRUST ACCOUNTS For churches that maintain 'trust accounts'...treasurers would set up accounts in the 800 series and, for example, name one 'Building FUND' in which donors will make contributions to... If the church has a budget for Building, then funds will be allocated to the account series. It will then be up to the

7 board as to which funds get spent. REMITTANCES Please make sure that a copy of the remittance check is printed on a full-size blank sheet of paper and mailed with your check. Keep the 2 nd and 3 rd stub for your records. You may generate a manual remittance check prior to month-end. WRITTEN CHECKS If you are manually writing checks and using Jewel as a check register you will want to UNCHECK Print this Check so the program won t ask you to print checks that have already been written. COPY TO CLIPBOARD FEATURE You can make additional reports for your board or financial committee without having to type all the data into a spreadsheet. If you wish to present your data in a different format, bring up the report of your choice and use the Copy to Clipboard button (located in the upper right corner of the report screen). Once in Excel, you will want to Paste feature in an unformatted text and then organize the data as you please. CONTRIBUTION DETAIL ON MINISTRY ACCOUNTS You can get a list of donor for any particular ministry by going to reports and graphs, choose contribution report, and in place of all accounts in the top left field you would enter a specific ministry. DONOR INFORMATION FOR A PARTICULAR MINISTRY You can get a list of donors for any particular ministry by going to Reports and Graphs, choose Contribution report, and in place of all accounts in the top left field you would enter a specific ministry. ACCOUNT DETAIL REPORT For ministries that wish to see a detailed report of their funds on a monthly basis, you may go to Reports & Graphs, choose Account Journal, specify Pathfinders or another ministry (in the upper left field which first defaults to Checking) and enter "This year-to-date" in the date field. Print the detail as shown or use the Copy to Clipboard option, open an Excel spreadsheet, paste the data (Control V or Alt Edit Paste) and sort the data as you wish. CHECK DETAIL REPORT You may sort by payee and review the payments issued during the fiscal year to determine if it is necessary to issue a 1099 form. When an individual is reimbursed for services that are not an employeremployee relationship and the total amount for the year is greater than $600, a 1099 form needs to be filed.

8 ACCESS TO TASKBAR If you do not have access to your taskbar, when using Jewel press the Microsoft Window key (usually found near the left side of the space bar) or ALT Tab to get to another opened file. JEWEL ON MULTIPLE WORKSTATIONS Jewel may be installed on multiple workstations for any given church. It is important to store the Jewel CD in a common, safe place for future use. The church will incur a $45/replacement fee is the CD needs to be replaced. ORDER CHECK INFO You can order 500 blank checks for $30.90 (this includes shipping) or 300 pre-printed checks for $40.90 at or you can call the company at If your bank is one of the few that still requires magnetic MICR ink on their checks, you'll want to order pre-printed checks. It is important that you choose the check format used with QuickBooks. ENVELOPES FOR DONOR RECEIPTS Jewel prints both the church address and the donor name and address so that it can be mailed in a double window #10 envelope-displays both addresses. Example, envelope is the Columbian Dubl-vue form envelope (Code # C0165). Office Depot # MONTH CLOSURE Selecting Print Reports closes the month and you cannot go back into the month. Be sure to have everything completed for the month before selecting this next step. BACKUPS Backing up data prior to closing the month allows you restore easily and make adjustments. Sending your file to auditor or to a memory stick or designated place on your hard drive are options to consider.

9 Set Properties Church Address and Treasurers Name, Password **General tab specify drive to send backups and mark options that suit your preferences. ** File Transfer tab unmark both Disable Passive Connect boxes **Accounts tab allows you to modify contribution order to simplify input process. CHECK FORMAT 1. You can use blank check forms such as MIPS Versa Check form #1000. This form has one check at the top of the letter size page. The second panel is a stub to go to the payee. The third panel is the stub to be retained for your records. 2. The check forms are readily available at most office supply stores and are inexpensive. This check is the one used by Quicken, QuickBooks, MS Money, MAS90, MY Checkbook, MYOB and others. Available in different colors. 3. Before purchasing blank check forms, see if your bank is one of the few that still requires magnetic MICR ink on their checks. If they do, you will need to request the QuickBooks format that has the check at the top, and 2 stubs beneath. 4. Do NOT use pre-printed checks. Jewel will print ALL information onto the check including your church name and address, the banks name and address, your check number, date, amount, payee and memo. Only your signature will need to be added. 5. Pre-printed checks CAN be used if you wish by checking the box "Using Preprinted Checks." Go to Maintenance and the tab Accounts. Check information can be edited by going to the Main Menu Bar and select Maintenance, then Edit Accounts. In the left window click on the appropriate bank account. Click Edit to add or update information. REPORT AND CHECK ALIGNMENT Printer adjustments are made by nudging the print area left or right, up or down on your paper. This adjustment is especially important if checks are printed from Jewel. The most critical adjustments are needed for the printing of checks. Reports will usually print OK if the checks are adjusted correctly. Print a check on a regular check blank. If the print needs to be moved on the form then follow the procedures below. CAUTION: Be careful about the placing of paper in the printer. Be sure the tray is holding it firmly. If the sides are not snug, the paper will print differently from sheet to sheet or even turn slightly as it goes through. Be particularly cautious of sheet feeders. Keep the side guides snug against the paper, and the paper all the way in before printing. Horizontal Nudge: 1. Click on the Left or Right selection buttons to indicate the direction you need the print to move on the paper. 2. Type a value to nudge the print. Vertical Nudge: 1. Click on the Up or Down selection buttons to indicate the direction you need the print to move on the paper. 2. Type a value to nudge the print. Print Calibration: 1. Click the Print Calibration Page button to print a test pattern. It will help you determine the need of further adjustments. 2. Repeat the above process until the print is properly located. Pages per Print Job Lower the number of pages to print at a time in a print job if you are receiving "out of

10 memory error" while printing. All your work will still be printed-the computer will just send fewer pages at a time to the printer. REPORT FORMATS Printed reports can be customized to your needs. Here is where the settings are chosen for the paper orientation, margins, fonts, font size and column width for each of the printed reports. Start by choosing the report you wish to adjust, and then click on Edit. Font Name: Choose any font - the list you see is the fonts installed on your computer. Font Size: Select a font size - remember, the larger the number, the larger the size and the more space it will use on the page, requiring wider columns. Orientation: Click the Portrait button to print a vertical report or click the Landscape button to print a horizontal report. Column Width: Type the number of centimeters to use for the width of each column. Margins: Type each of the margins desired (distance from the edge of the paper.) The numbers are in centimeters. Print Test Reports Click Print Test Reports to print a test sheet to check the settings of your printer to the report appearance you desire. If you are not satisfied with the results, continue to adjust the settings again and try another test print. TRANSFERS: Write the check as usual, instead of charging to a local fund, charge to the Savings Bank account. (This will debit the bank account which ADDS to the balance) It is really a transfer from one bank account to another. Your local funds are not changed because the money was not spent. The money still belongs to the local funds -just kept in a different bank. DEPOSIT FEATURE: If you do not wish to have Jewel generate a deposit slip for your contributions; go to Maintenance, Properties, General Tab, and unmark Use Deposit Slip. REPORTING FEATURE You may change fonts, expand fields, and modify any report format by going to Maintenance, select Properties, choose Report Formats, select the report you want to modify, check the edit box, and make the desired changes. UTILIZE SECURITY FEATURE As another means of security, we encourage you to create a personalized password for your church database. Go to Maintenance, choose Properties, click on the Change Password button, enter a password and press OK; reenter the same password, press OK, and press the OK button to return to the opening screen.

11 CLEAN UP NAMES AND ACCOUNTS You may hide individuals who have moved away to keep your list of active donors from getting cluttered. You may also renumber inactive accounts to the bottom of your account list (and unmark the Allow Posting box to those accounts). DONORS THAT PASS AWAY OR MOVE You may archive a donor s name (go to Maintenance, choose Edit Names, select the edit active status button, uncheck box next to the name). TAX-DEDUCTIBLE VS. NON TAX-DEDUCTIBLE Women s Ministry or Pathfinder fees to retreats are not tax deductible. donations: enter as a No Name or setup an account that is not tax deductible. Two ways to enter such PRINTING SINGLE RECEIPTS You should go to Reports and Graphs, Receipts. Select single and enter the name, click OK. This will bring up all donations for the previous year. Choose what dates you want, choose summary or detail (for tax purposes, it needs to be detail), then click on Print button. If you have your scanned signature file in the Jewel folder, the receipt will be signed and ready to fold to fit a regular #10 double window envelopes. CREATING YEAR-END RECEIPT MID-YEAR You can get a single donor or group of individuals by going to reports and graphs, choose receipts report, mark single donor and specific the donor name. After selecting the donor, you must click OK to get the list of date options. YEAR-END SETTING Take time to review your Year-End Closing options. Go to Maintenance (upper left header), select Properties, and select the General tab. In the lower right hand corner, you should choose No Sub Accounts if you do not want Jewel zeroing out your sub accounts. YEAR-END PROCEDURE If there are Parent Accounts that you want to start with a zero balance for the new year (such as any excess Church Expense to a Reserve Account) the transfer must be made BEFORE the Month End Closing. Go to Reports and Graphs, Financial Summary and print a report manually to be used for your monthly board meeting. Then make Transfers you wish for year-end before printing reports to close the month from the NextStep button. BE AWARE that there can't be any entries made between the Month End closing and the Annual closing. The computer will close the sub-accounts if that choice is checked in properties, and the treasurer can't make any manual changes. All changes have to be made BEFORE the Month End closing.

12 The settings in Maintenance, Properties, General tab will determine which accounts to zero out. Check appropriate boxes that apply. All Sub Accounts: Every sub account will be closed into its parent account. If there is a sub account that should not be set to zero, go to Maintenance, Edit Accounts, remove the check in the sub account box before printing the annual reports. After the Annual Closing, the account may once again be marked as a sub account. Budget Sub Accounts Only: Only sub accounts used in the budget will be closed into their parent accounts. Budget accounts are listed in Maintenance, Make Budget Allocations, and in Edit Budget Allocations at the end of each month. No Sub Accounts: Every sub account will carry its balance over to the new fiscal year. You will need to close out desired sub accounts manually with a Transfer before doing the Annual Closing. Receipts will automatically be printed at this time. PREPARING 1099S Review Check Disbursement Report for the completed year, and make a list of vendors that were paid $600 or more. Complete appropriate tax forms, and mail out promptly. PUTTING SIGNATURE AUTOMATICALLY ON RECEIPTS SIGNATURE: 1. Create a bitmap (BMP) file of your signature. Scan your signature in at 300 DPI or at your printer's highest resolution, whichever is higher. 2. Crop the BMP file to its smallest possible size and not clip out any of your signature. 3. Put the BMP file in the Jewel directory, which typically is C:\Program Files\Jewel. 4. Click on the "..." button at the end of the Receipt Signature File box and select the signature file. 5. If you have selected a BMP file with your signature, then your receipts will your signature printed on them. See Menu, Properties, General tab.