Big Pix Reporting - More Info         5022-02  ZZchu

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                          TO:  Interested Churches                                                                                  FROM: Jim Bramer Retired CPA-Auditor
                                                                                                                                                            FILE: 5022-02/chu    

                          RE:  Big Pix Reporting - More Info                                                                   Originated:  May 2001


    This a hypothetical Online Email thread (THRD) between any of the following MFTeam members: PAT (Pastor), LEE: (Ministry Volunteer Treasurer), or FRAN: (Ministry Computer Bookkeeper) and  Jim@bcidot.org  Click here and go to List of threads (THRDs) at www.bcidot.org


               FR PAT:

     Hi Jim ..... have just read 5012, Big Pix Reporting at a Church and frankly, I am having trouble understanding all of things you have recommended. You can no doubt understand, as the Pastor, I do not have much business or finance background. 
    Please provide me with some tools for grasping what this report is all about, etc.

FR  Jim@bcidot.org 

        No problem, Pastor. As provided in more detail via 0041, let me begin by stating that finances at a Church are in two basic major areas ... the first is what I call the General Purpose Fund (GPFund) and the other is a group of Special Purpose Funds (SPFunds).  The GPFund is under "per expense, or line item' budget control while SPFund spending control is by available SPFund balance of each fund.      

                           FR PAT:

        I get that .... although I use the term "General Fund" and "Designated Funds," but after reading 0041  I have a better grasp of all of this. Thank you.

FR JIM:

        What I am going to do next is take the Big Pix Sample within 5012 and divide it up into segments.

 1st  SEGMENT 

        This segment concerns the GPFund and appears below. Note the fact that $79,300 came in since the first of your year and $84,676 went out -- with groups of expenses compared to the total authorized budget amounts of $85,059 for that period of time. The GPFund operated at a deficit of $5,376.

    GPFund Budget

   GPFund

   To Date

  Variance

Revenue:

Donations

$77,800

Other

$1,500

Total

$79,300

Expenditures:

Salaries/Benefits

$57,500

$57,667

($167)

Operations

$47,926

$48,075

($149)

(Defrayment)

($50,000)

($50,000)

Mortgage Payments

$15,000

$15,042

($42)

New Equipment

$5,000

$5,000

Other

$9,250

$9,275

($25)

Total

$84,676

$85,059

($383)

Excess (Expenses)

($5,376)

2nd SEGMENT

        The emphasis to this segment is the SPFunds.  Below you see the Expenditures exceeded the Revenue by $74,526 of all of the SPFunds for the year and how that $95,000 was on hand (note that this shows up in this Big Pix report in the middle of the page) at the beginning of the year and as of  May 31, xxx2 which results in $20,474 being the balances of all of  SPFunds ; as sub-totaled by the named SPFund groups.  Or $20,474 of the money in the bank is "Spoken For."

 SPFunds

Revenue:

Donations

$111,000

Expenditures:

Operations

$110,026

Building Improvements

$74,500

Other

$1,000

     Total

$185,526

Excess (Expenditures)

($74,526)

Begin SPFunds Balances

$95,000

End SPFunds Bal as computed

$20,474

"Spoken For" as follows:

#1 Donor Restriction

$3,500

#2 Donor Restriction

$1,200

Board SetASides

$13,550

Board Discretionary

$2,224

    Total

$20,474

3rd SEGMENT

        The intent in this segment is for you to look at the entire Church financial operations for the year: or there is a combination of what actually happened in the GPFund with what also happened within all of the SPFunds. For example, below, you will notice that the total income from both the GPFund and all of the SPFunds amounted to $190,300.  At the same time, all expenditures amounted to $270,202.  The combined excess of expenditures over income was $79,902. Of course, this was only possible because the Church began the year with unspent money in the SPFunds.  Note below that $74,500 was spent during the year for Non Building Assets  or this Ministry has both a Building Fund below as well as a separate project,

   Totals

 SPFunds

  GPFund

Revenue:

Donations

$188,800

$111,000

$77,800

Other

$1,500

0

$1,500

Total

$190,300

$111,000

$79,300

Expenditures:

Salaries/Benefits

$57,500

$57,500

Operations

$157,952

$110,026

$47,926

(Ministry Reimb)

($50,000)

($50,000)

Mortgage Payments

$15,000

$15,000

New Capital Assets

$79,500

$74,500

$5,000

Other

$10,250

$1,000

$9,250

Total

$270,202

$185,526

$84,676

Excess Revenue (Expend)

($79,902)

($74,526)

($5,376)

Last  SEGMENT

        In the top portion of this segment, GPFund weekly giving information is emphasized so you can measure the weekly budget need to the average amount that has actually come into the GPFund.  Note below that the average weekly offerings for 48 weeks was $1,652 when the annual budget says you need $1,923. 
        The lower portion informs the reader that you have $16,879 in the Bank and you owe bills of $1,781. The difference of $15,098 belongs to the
SPFunds and the GPFund.

Annual Budget of

$100,000

Divided by:

52

(1) Wkly Need

$1,923

GPFund actual

Income to Date

$79,300

Divide wks to date

48

(1) Wkly Actual

$1,652

Wkly Difference

($271)

Ending:

Bank Balances

$16,879

Less: Liabilities

$1,781

Net Equity

$15,098

               FR PAT:

        Alright ... I think I have a grasp of these four segments.


FR JIM:

        Great!  Now see if you can spot these segments within the 5012 Big Pix report shown below .   You will notice that the Big Pix report below also includes a separate section for what happened within the Ministry Building Fund.

O P E R A T I O N S      

Sample Church - July 1, xxx1 thru May 31, xxx2

GPF Budget

     Total

  SPFunds

    GPFund

     to Date

Variance

Revenue

Donations

$188,800

$111,000

$ 77,800

Other

$ 1,500

$ 1,500

Total

$190,300

$111,000

$ 79,300

Expenditures

Salaries/Benefits

$ 57,500

$ 57,500

$ 57,667

$ (167)

Operations

$157,952

$110,026

$ 47,926

$ 48,075

$ (149)

(Ministry Reimb)

$ (50,000)

$ (50,000)

$ (50,000)

Mortgage Payments

$ 15,000

$ 15,000

$ 15,042

$ (42)

Non Bldg Assets

$ 79,500

$ 74,500

$ 5,000

$ 5,000

Other

$ 10,250

$ 1,000

$ 9,250

$ 9,275

$ (25)

Total

$270,202

$185,526

$ 84,676

$ 85,059

$ (383)

Excess Revenue (Expend)

$ (74,526)

$ (5,376)

Annual Budget

$100,000

Begin Balance represented by:

Divided by 52

Bank Balances

$ 97,500

(1) Wkly Need

1,923

Less: Unpaid Bills

$ 2,500

GPF Income to

Balance

$ 95,000

date

$ 79,300

Computed Bal                                       $ 20,474

Divided by 48

(1) Wkly Average

$ 1,652

"Spoken For" as listed below

Wkly Difference

271

#1-Donor Restriction

$ 3,500

Ending

Ending

#2-Donor Restriction

$ 1,200

General

Bank Balance

$ 16,879

Board SetASides

$ 13,550

(1) Fund

Less Unpaid

Board Discretionary

$ 2,224

bills

$ 1,781

Fund Totals

$ 20,474

$ (5,376)

Fund Balances

$ 15,098

(1) This info could appear in wkly Church Bulletin

                     

       BUILDING FUND

Receipts

Costs of completed Projects

� Donations

#1

$12,500

 B4 07-01-xxx1

$20,788

#2

$26,877

 Since 07-01-xxx1

$24,319

#3

$11,639

    Total

$45,107

#4

$27,723

� Loan Proceeds

$32,500

Total

$78,739

Total

$77,607

End Bank

Balance

$4,313

Begin Balance

$5,445

Total

$83,052

Total

$83,052

     FR PAT:     

       OK !!!!  ...... boy,  indeed this is neat to have all of these overview financial facts all on one sheet of paper.  I will do my best to see that this is used at our Church and one of us no doubt will get back to you.  Thanks again, Jim.


    Please Click here for list of Church resources here on www.bcidot.org.   The bulk of this Publication originated in May 2001 and was   UPTD: March 09, 2012

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