Scrip Store & Web Accounting Systems  0188-01  ZZall

                                                                                - - - Rejoice in the Lord always ... again I say Rejoice !!! - - -


                            TO:  Interested Ministries                                                                                FROM: Jim Bramer, Retired Auditor-CPA
                                                                                                                                                           FILE:  0188-01/all

                             RE:  Scrip Store and the Internet-Web                                                       Originated:  October 2001                                      


        Please go Here  for some background information about using QuickBooks for keeping the books for a Scrip Store. A Scrip program functions with a wide variety of merchandisers, as Buyers acquire the equivalent of gift certificates for, let's say, $100.00 via the Ministry's Scrip Store.  The Buyer uses it to buy something costing $100,00, but some $5.00 of their purchase goes directly to the Ministry ....  or arrangements are made so that the $5.00 accrues to the Buyer's credit at the Ministry as it is used for such Ministry things as event costs,  their student's tuition (if the Ministry is a school), or to applicable assigned Ministry projects.  Please Go Here for more Scrip Store info.

        Suffice is to say a Scrip program has a lot of logistical and record keeping issues. Please Go Here  for info about eScrip which greatly simplifies the effort, but substantially limits the choice of merchandisers.


        The  SCENARIO  below is where volunteers use the Internet to manage the Scrip Store within context of the following:
    Scrip Store location:
            Scrip Inventory is usually at the Ministry, but the Scrip operation could be from someone's home.

People involved:
                People who make use of the Scrip system.  For example, some Grand
                Parents buy for the credit of Buyer Parents/Grand children, etc.

                Sees that the Scrip Store functions as it should. 
                Sees that Inventory is ordered, on hand and gets distributed.

                Does the necessary financial record keeping re:
                    Scrip inventory on hand
                    Scrip Sales
                    Who owes money to the Scrip Store            
                    Residual amount that Buyers have on hand for Ministry use 
                Sees that money gets to the bank and bills are paid.
                Provides Scrip Store financial statements to those who should know.  
                Charges Buyers with applicable assessments.

            Logistics Manager (Courier Ministry)
                Sees that Scrip gets to Buyers
Often volunteers or youth are available to deliver to Buyers.  Of course, they should provide tips, etc.

      Buyers are encouraged to NOT use the phone, but communicate via the 
                Internet (do their buying) and/or Email to ask questions, etc.
      Via the Web - Internet accounting system provided by QuickBooks or others as it is accessible by 
                any authorized Internet Onliner as it provides info like:
                       Scrip Store Inventory details.
                       What Scrip to get to whom, etc. 
                       Who owes the Scrip Store money 
                       Buyer's Scrip account details/balances and related info


>>  Manager anticipates Buyer's needs and obtains Scrip Inventory Online; the Scrip Inventory provider has permission to charge the Scrip Store bank account for the amount of the inventory purchased.

>>  The Bookkeeper uses this info to increase the Scrip Inventory records and record the amount charged to the Bank.

>>  The actual Scrip Inventory is physically with the Logistic Manager (or Manager) who awaits Buyer's orders.

>>  Preferably the Buyer goes to the Ministry's web site and buys Scrip Online using their debit or credit card or the PayPal resources.  This automatically provides sales and deposit information for the Bookkeeper.  

>>  Sometimes the Manager will obtain Inventory for a specific Buyer's order.

>>  Preferable from home, the Bookkeeper accesses the Ministry's Web Site and obtains sales information. 
>>  Then processes this Online order using applicable Web or ASP service . This includes producing a cash sales invoice, recording deposit to the bank, reducing the Inventory on hand and placing the sale and cost of sale amounts into the Buyer's account.

>>  The Logistics Manager sees that the Buyer gets their order.  Send me email at for more information on this topic.

>>  The Manager or  Logistics Manager (from home or at the Ministry) accesses the applicable Web or ASP service and verifies that the Inventory physically on hand agrees with the recorded Scrip Inventory records.

>> The Buyer sends Email to Manager or Bookkeeper to find out details of their account; or at least their account balance.
Another option is for the Buyer to have a password and they use the applicable Web or ASP service to access only their account, etc.

>>  Either uses the applicable Web or ASP service via the Internet to obtain answers for the Buyer.

>> The Buyer uses Email to inform the Bookkeeper how they want to use their accumulated residual account balance. 

>> The Bookkeeper complies with their request and transfers money to respective Ministry purpose.          


             The thrust is for the applicable person to use the Web/Internet resources to:  

  • Order/obtain Scrip Inventory

  • Market or sell Scrip Online, 

  • Manage the Scrip Inventory,  

  • Do the needed Scrip Store bookkeeping. 

    Further, that, at anywhere/anytime, especially working from their homes --  via the Internet -- the volunteer Managers,  Bookkeepers, and Logistics Managers, and the Buyer, all have authorized access to their needed Scrip resources and/or information, etc from the same source.

      The bulk of this Publication originated in October 2001 and was .  UPTD: March 09, 2012


        (1) An Onliner Document, or WRIT (Writing), may be applicable to all Ministries, or it may be designed for just groups like: Evangelical Church, School, Missionary Agency or Organization, Christian Camp / Conference, or other named group.
        (2) WRIT formats include the perspective of via IOMs (Inter-Office Memos) to the Ministry Finance Team (MFTeam); THRDs, a hypothetical Online conversation with members of the MFTeam; GLEANINGS, or Scripture within context of the MFTeam; FWIW; A periodic editorial (For What it is Worth); TRUISM, or believed Ministry Finance principles; and via FAQ, response to Frequently Asked Questions