 | Membership
You maintain 2 types of records: For
Families, and for Members of Families. The Family records are
needed in order to attribute donations to a family unit. The member
records are optional, but are used to track important dates, individual
status, and activities performed by individuals. Additionally, CB/DB
has a special "Pledging Member" family record for individual pledging units.
One of the functions for Membership is the recording and reporting of
attendance.
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Assets, Funds, and
Liabilities - Income & Expense Accounts
You may define as many Assets, Funds, and
Liabilities as you think you can handle. Income and Expense Accounts
are linked to Funds and Liabilities, which in turn are linked to Assets
housing them. Thus any income and expense transactions flow through to
their related assets via the funds and/or liabilities. Balances are
calculated at the Fund/Liability level and summed to the Asset level.
Budgets are set at the Income/Expense account level by year. For
reporting purposes, funds may also be assigned to Mega Funds, so that
all the moneys dedicated to a specific purpose, but housed in multiple
assets, can be viewed and reported.
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| Income
Function
You are provided with a tailorable set of
accounts which can be grouped into standard and/or user-defined sets.
All income is entered via a user-friendly Offering Processing dialog,
which defines whom the gift is from (by referencing a Family), what it is for
(by referencing an income account), the amount, and how and when given.
Includes Envelope Number ID and donor's check number if desired.
A space is provided for comments if desired. Each day's offering generates a Register of Offerings,
listing the donors/amounts, as well as the totals by purpose (income
accounts). Quarterly
statements to donors are provided. Monthly reports compare actual to
budget or prior year: current month & year-to-date.
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| Relationships
All tables containing references to data in "related" tables have
"referential integrity" defined such that you are not allowed to "orphan"
any records by deleting parent records. For example, you cannot delete
a family record if any gift or member records refer to that family.
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| Expense
Functions
You start with a tailorable set of
accounts which can be grouped by standard and/or user-defined sets. As
you enter or write checks, the checks must have their gross amount
distributed to the appropriate expense accounts. The input is edited
to ensure foot and cross-foot of all values; expense accounts used for check
writing are restricted to those belonging to the asset on which the check is
to be written. Monthly reports compare actual to budget or prior year: current month &
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| Banking
A Bank Reconciliation process is built into the system which allows
the user to validate the deposits (and credit memos) and the checks cleared (and
debit memos) against the latest bank statement. A Reconciliation report lists all
open checks and produces a zero-balance calculation based on the statement's
closing balance and outstanding items as compared to the system's closing
balance for the period. An additional report allows you to "duplicate"
the current month's statement to help verify your reconciliation input.
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| Payroll Support
The program does not include gross-to-net
payroll calculation. Withholding of taxes
and benefits must be calculated by the user. (There is a FICA
calculator in the system to assist in this.) Repeatable
checks are normally used from Accounts Payable record for that
individual.
Once entered as payroll checks, the expense accounts identify the
presence of payroll data which are used for the creation of Payroll
Registers, a 941-formatted report, and W-2s.
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| Tools
The Tools menu
includes such helpers as Mortgage Calculator, FICA Calculator, and
direct access to the tables which control the groupings (system defined
and user defined) within the accounting system.
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| Reports
CB/DB has a special Report Selector that
allows you to locate all reports from any Switchboard. You first
select the type of report (Monthly, annual, labels, etc.), then select the
particular report that you want to see from the generic titles list.
At that point you see a description of the report, and can view it on the
monitor and/or print it on any system printer.
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| Summary Reports
In addition to the monthly-detail
accounting reports,
there is a summary report that summarizes both the Income and Expense line
items into system defined or user defined groupings (which are identified in
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Annual Reports
The Episcopal Church's "Parochial Report"
is included in the base system. The data required for other
denominations' annual reports can easily be obtained from the system.
ChurchMouse Development will program any denomination's annual reports
if the required data are in the system.
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