ON TARGET – Mastering
Church Pal 3
Presenter(s): SWRC Treasury Team
By Doris Counts,
1 Treasurer Tech; Edited by: Joselyn Mejia, auditor
ON TARGET
Treasurers Update
ALL TREASURERS ARE ASKED TO UPGRADE
YOUR CHURCH’S ACCOUNTING PROGRAM
TO CHURCHPAL 3!!!
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FOR INFORMATIONAL PURPOSES:
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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.
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We are no longer able to receive technical support for the previous version.
And updates are no longer available either.
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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Workshop Goals
Knowing your stuff backwards and forwards
Reporting
Closing Month/Year/Remittance
Entering Checks/Transfers
Reconciling Bank Statements/Creating Adjustments
Counting/Entering Envelopes
Questions/Answers
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Section 1
REPORTING
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REPORTS/REPORTING
Quick Quiz:
• Name one report included in the Conference Reports
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Offerings By Donor
Offering Summary
Remittance Report
Check Listing
Transfer/Adjustment Listing
Financial Report (Month)
Financial Report (YTD)
FOR INFORMATIONAL PURPOSES:
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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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HANDS-ON SEGMENT
WHERE can this
information be found…
•On which report can you find the
following information?
• 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?
Write down THE
AMOUNTS for those
items previously listed
items?
•Use
the same sample questions
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?
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Prepare to Report
•A name will be drawn to do the
following:
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.
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Section 2
CLOSING MONTH/YEAR
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Closing Month
Quick Quiz:
• What are the steps to closing a month?
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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:
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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 REMITTANCE
Quick Quiz:
• When remitting the conference funds it should be accompanied by what
information?
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Remittance Report
FOR INFORMATIONAL PURPOSES:
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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/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)
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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:
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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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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:
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.
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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Hands-On Activity
Close the Month of
January
Getting the Totals
Answer the items
Listed below:
Let’s close the month
of January
How much needs to be
remitted to the
conference at the
close of January 2013.
The remittance check
number is 5.
Backi t up to the
DESKTOP
What are the different
types of conference
funds included in this
remittance.
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The Results
Answers: $8,060.00
Tithe: $6,800.00
SW Initiative: $900.00
SS Regular: $160.00
Community Service:
$200.00
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Closing the Year
Quick Quiz:
• What happens if you close the month of December, but fail to close the year?
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The beginning balances will not carry over into the new year.
FOR INFORMATIONAL PURPOSES:
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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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YEAR-END RECEIPTS
Quick Questionnaire
Where do you go to print year receipts?
What is a receipt summary?
What if the receipts failed to print?
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
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YEAR-END RECEIPTS
Quick Questionnaire Answers
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
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)
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
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Did receipts print correctly? Yes or No
Important to understand the reset receipt feature.
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.
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 receipts
Steps for importing signature
Steps for Resizing the signature
1. Write you signature on a blank white sheet
of paper
2. 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 Settings
5. 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.
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1. 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 Picture
4. Click Resize Picture
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Section 3
CREATING CHECKS/TRANSFERS
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CREATING CHECKS/TRANSFERS
Quick Quiz:
• For what purposes do you use the electronic check feature
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For how does a transfer differ from an adjustment?
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Automatic drafts
Card purchases
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:
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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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Hands-On Segment
Enter the Checks
•Hand-out Provided
Enter and electronic
check
Void a check
•Same hand-out
•Same Hand-out used
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…
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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…
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Section 4; Part 1
RECONCILING STATEMENTS
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RECONCILING STATEMENTS
Quick Quiz:
• If you have multiple bank accounts, do you have to reconcile those that had no
activity for the month?
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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:
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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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Hands-On Segment
Create a Transfer
Reconcile Statement
•Information is provided below
•Hand-out is provided
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)?
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Re-Closed the Month
Go through all of the
steps EXCEPT
ELECTRONICALLY
SUBMITTING IT.
Back it up to your
DESKTOP
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Section 4; Part 2
CREATING ADJUSTMENTS
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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?
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EXPENSE – Expenses decrease the balance on your books; while Incomes increase
those balances.
FOR INFORMATIONAL PURPOSES:
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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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Hands On Activity
Create an Adjustment
Post the Adjustment
•Information listed below
You need to record the
interest earned on the
Revolving Fund account
Statement Date:
December 31, 2012
Interest Earned: $30.00
Go back to the
reconcile screen to
post the adjustment
Go back to the
financial report to see
your results.
DO NOT POST YET
Go to the financial report
and see your results.
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Delete an adjustment
and Reconcile other
account.
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
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Section 5
WEEKLY OFFERINGS
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WEEKLY OFFERINGS
Quick Quiz:
• What information is needed to start entering envelopes?
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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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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 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 CHECKS
Quick Quiz:
• How do you handle returned checks for donor?
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In the offering screen, you used the NSF Check Reversal feature.
FOR INFORMATIONAL PURPOSES:
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*Should never be
given to board. •
**Caution should
be used if you
are forgetful, so
as to avoid
accidentally
make it public
knowledge.
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.
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Hands On Activity
Enter Envelopes
NSF Check
Correct Envelope Entry
•Sheet Provide with the
information.
•Information listed below
•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 # 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?)
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Section 6
QUESTIONS/ANSWERS
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Your Final Test
Correct Envelope for
closed month
What all has been
affected by this
change?
•Information Listed Below
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.
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The remittance
amount
The bank
reconciliation
All the conference
reports except:
the transfer
report.
What additional
steps do I need to
take?
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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
ON TARGET
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.
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