Accrual-Cash-eFINFAX method of Acctg -0935-07 zzfwi

Accrual-Cash-FinFax Basis of Acctg -0935-07 zzfwi

                     TO:   All Interested Onliners                                                                                     FROM: Jim Bramer. Retired Auditor-CPA
                                                                                                                                                            FILE:    0935-07/fwi

                      RE: Accrued Expense Acctg Equivalent & the "eFINFAX" System           Originated in April 2007

Today's "FOR WHAT IT IS WORTH" editorial

          It seems that issues regarding "Accrual Basis" and "Cash Basis" accounting methods/systems are continually before finance people at Ministries. Of course, this involves the preferred "Accrual Basis" method of reporting incurred bills that have not yet been paid out of the Bank Account as compared to the "Cash Basis" method whereby you reflect only what has passed through the Bank Account, etc.
         The thrust in this editorial is accruing aspects of EXPENSES and not the accrual features of any INCOME. Let me share about this from this "old codger's" perspective:

      A>       It is essential for applicable Ministry leaders to timely get, in a consistent format, meaningful up-to-date "Financial Facts"    of "What" is the situation or "What" has happened.   You, of course, must be the very best possible steward, as you are informed of all the applicable/known financial information that pertains to your part of the Ministry --- especially with regard to "General Fund - Actual to Budget" data. Please also Click Here for more information of this nature.     Please go HERE for the Mission Statement as to this electronic "Ministry Finance Internet Friendly" accounting system known as the Electronic eFINFAX" system that is detailed below.   A basic ingredient is to be able to answer this question: "Do we have money to spend in this area of the Ministry?"
      B>      Fundamental to all of this is knowing "What" has actually been spent "Now" in all applicable facets of the Ministry. Please note that I have said "What" has been spent and not "How" you have spent it, etc. As we all know, this involves disbursing money out of the Bank "Now" using mostly checks or debit cards.   But, equally important, it also includes that which has been spent "Now" via the use of Charge Accounts at Vendors or by using Plastic or Credit Cards ---- or you have incurred an expense but it has not yet gone out of the Bank.
    C>      Or you obviously need to use the Accrual Basis (or its "Equivalent" like the electronic eFINFAX System as described below) of accounting in order to get everything before you and meet the fundamental objective of knowing ALL of "What" has been spent "Now" information. Or we do not rely on "How" we do our spending as we get the essential financial facts via the electronic (eFINFAX) system.
      D>      In my judgment, as discussed Here, reporting expenses via the Accrual Basis is an essential part of day-to-day internal/operational GAAP (Generally Accepted Accounting Principles) as it applies during the year and not just at the year end.   In my judgment, internal/operational year GAAP matters should also embrace the peculiarities mentioned Here -- or we need to include "Actual to Budget" reporting of all of the usual known General Fund or the financial facts eFINFAX,    This also includes such matters as Debt Retirement, (not Depreciation Expense) , the acquisition of Equipment and Furniture , and also include Board SetASides issues.
      E>       I am fully aware that it is a challenge for Mom-Pop or SmallMins -to not only timely process paid bills (Cash Basis only) so they know who/what belongs to the money on deposit, but to also account for and make known current unpaid bills throughout the year.

"Electronic eFINFAX" System -

    Therefore, I set forth this electronic "HOW" eFINFAX system that is Ministry Finance Internet Friendly as well as provides the expense "Accrual Basis Equivalent" of financial facts showing "WHAT" is needed by Mom-Pop or SmallMins (Small Churches especially)    This "HOW" system can work even if you keep your books manually.
    By the way, as to Ministry Finance Internet Friendly electronic aspects, I am told that some 60% of US Household members now use mobile Lap top computers with high-speed fast Online connections. Another factor in all of this is that current users of the Internet are divided up in the following age groups: <01>   Almost three fourths of all people aged 18 to 49 <02>   Nearly two thirds of all people aged 50 to 64 <3>   Some one quarter of all people 65 and older.
      This is how the electronic eFINFAX" accounting system works for the applicable Mom-Pop or SmallMins :

       1>    This electronic eFINFAX accounting system has a weekly expense "Accrual Basis Equivalent" accounting and reporting thrust.
       2>     You buy everything possible via the Plastic system (preferable via a Debit Card) or you make full use of Credit Card --- but, of course, you do NOT have a "Debt Problem" since the Credit Card balance is paid off weekly (Preferable Online). Please note more information about all of this in the HELPFUL LINKS BELOW as you embrace the merits in using Plastic.
       3>     Your Bank and Plastic transactions either electronically come to you automatically each day, or you manually go Online and get this data. See the ATF process below per one of the HELPFUL LINKS BELOW. Before the weekend (let's say Friday) the person responsible for this (perhaps functioning from their home) would finalize these transactions plus know the total amount due to the Credit Card Company, etc. If you do not have online access then you pay using the known Credit Card slips. This person would then pay off the current Credit Card balance "Now"-- or you do not wait and do this monthly but you pay off the balance weekly.   Of course, such transactions then show up that week for reporting purposes like any other disbursement via the Bank Account.
     4>     Of course, you pay as many bills as possible via the Online Payment process (especially repetitive bills, etc.)
       5>     You then weekly hand-write checks and pay all of the other known operational bills. REMINDER: use the Plastic system or the Online Payment process to pay as many of your bills as possible.
     6>     On the following Tuesday this person would post the weekly receipts (for instance, a Church would make it's weekly deposit as soon as possible after the Sunday's offering, etc.) to this electronic eFINFAX accounting system and prepare, in essence the expense "Accrual Basis Equivalent" or Cash weekly report. At a Mom-Pop or SmallMin, this would be distributed to applicable Ministry personnel who would now have a complete "Now" financial facts report.    Please note the Spending Control system and report samples found Here per one of the HELPFUL LINKS BELOW. The content of this Website would also be of value.
      7>     Due to what we have done via this eFINFAX System there would be no known unpaid bills for this week, as this expense "Accrual Basis Equivalent" Cash report includes all known "Now" purchase information.

      COMMENT: While designed primarily for the Mom-Pop or SmallMin this method can also be incorporated into any size Ministry or Church. Let me know at Jim@bcidot.org if you have any comments or questions about this electronic "eFINFAX" system.

HELPFUL LINKS BELOW. -

0041-01 Fun (d) Accounting - not Fun
0004-01 Generally Accepted Accounting Principles - GAAP
1211-01 After the Fact (ATF) Accounting System
0201-15 Weekly Plastic Payment matters
0208-03 Debit Cards
4040-01 Righteous Use of Credit Cards, or Plastic
0002-99 BuxBox system which is an alternative to the usual General Fund Budget method
Please note this "Spending Control" website.

K E E P   L O O K I N G   U P !!

CLICK HERE for a list of our "For What it is Worth" Editorials or Online documents.

UPTD: January 04, 2010

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