Internet Friendly" resources - 0945-09 09-16-09
 
Use of "Internet Friendly" resources - 0945-09 09-16-09

                             TO:   All Interested Onliners                                                                           FROM: Jim Bramer. Retired Auditor-CPA
                                                                                                                                                            FILE:  0945-09/fwi

                            RE:    Use of "Internet Friendly"  Computer resources
                                       for Ministry Finance & Accounting purposes                                   DATE:  September 2009


    Today's  "FOR WHAT IT IS WORTH"   Editorial

        Like many of you I am convinced that we should be using all of the available tools to acquaint people with the Lord Jesus Christ  so they can be saved and to assist them in living for Him  and be mature in the Word.   This includes making the most of Online Tools (Being Internet Friendly) and resources as we make full use of the Internet and related Computer resources.   After June 2010 please Click Here and read our free WebBOOK on the topic of:  "A Journey to be Christian Ministry Finance 'Internet Friendly'" 

        But I am thoroughly convinced that such resources should also be utilized as tools to do administrative functions needed by �Christ Centered� groups/people.  This includes the management,  accountability and stewardship of tangible assets --- especially money matters and related fiscal affairs.  We need to make the most of such  Online Tools  for dollar transaction processing and reporting so that such entities timely have meaningful and complete �Spending Limit� data for decision making and management purposes, etc.

        As a retired �Auditor-Certified Public Accountant (CPA)� I am obviously biased as to these matters, but I count it an honor to function as would a fully supported Missionary and especially assist you  �Ministry Finance Internet FriendlySmaller Ministries� make full use of such resources  so you can be the very best steward of your finances. 
Many of you are comfortable using such accounting software as older versions of QuickBooks (QBs) so that after you record all of your transactions you can weekly answer this question:  "Do I have an approved balance of money to spend in my unique area of Ministry ?"  

         This question is answered when you use something like the eFinFax  accounting system as explained in more detail within the
"Link  contents below.  Examples of financial reports  (or Charts ) coming from this resource appear below.

BuxBox  (Same as  Envelope)  Balances
as of May 31, 2xxx

   500 Special Purpose Funds - SPFs BuxBoxes 

 

      501 Missionary Jones - Support

28.53

      502 Missionary Smith - Support

405.57

      590 GPF (Deficits) from previous years

(5,706.41)

      599 Board Emergency Fund

14,574.00

   Total 500 SPFs BuxBoxes

9,301.69

   

   600 Assigned for General Purpose Fund -GPF       

 

      601 Fixed Expenses #01

272.70

      602 Fixed Expenses #02

28.65

      603 Fixed Expenses #03

59.06

      681 Discretionary Operating Depart #81

37.30

      682 Discretionary Operating Depart #82

44.88

   Total 600  -GPF BuxBoxes for this year

442.59

   

Total Year To Date BuxBox Balances

$9,744.28


Photo (Balance Sheet) Report
As of May 31, 2xxx

ASSETS (Also see the BREC Sweep system)

 

      Bank Accounts

 

         101 Checking Account

100.00

         102 Savings - short term

8,508.61

         199 Savings - longer term

7,959.71

      Total Bank Accounts

$16,568.32

   Fixed Assets  - Memo only

 

      140 Equipment

15,633.00

      141 Accumulated Depreciation

-3,499.00

      149 Offset of Equity in Equipment

-12,134.00

   Total Fixed Assets  - Memo only

$0.00

TOTAL 

$16,568.32

LIABILITIES AND EQUITY

 

   Liabilities

 

            222 Credit Card 

724.04

            280 Unpaid Obligations

6,100.00

   Total Liabilities

$6,824.04

   Equity

 

      Year To Date  BuxBox Bal per above details

9,744.28

   Total Equity

$9,744.28

TOTAL 

$16,568.32

       This especially applies to what I define as �Small Christ-Centered Entities� -- or those who handle $500,000 or less per year.   This includes such entities as:   Churches, Mission agencies or like endeavors, Christian Camps, Christian Schools and even Christian Family Units.  Some of which are just beginning and they need to lay good finance management foundations.

        If this overall topic rings a bell with you, please read and digest the following
APPLICATIONS"  worksheet Found Here and indicate via the applicable column how they apply to you.  Please also read these  "Link"  contents - some appear  below. 

 

 

                 Online Tools/Resources

 

 

 

 

 

 

                            RECEIPTS

Now-in   Use

To-Place in Use

Perhaps

Not-an Option

 

 

 

 

 

 

 

 

1

    They come to your own Web Site for such action

 

 

 

 

 

 

and use either Credit or Debit Cards

______

_______

  _____

______

 

 

Some details 

 

 

 

 

 

 

Vow re using Credit Cards (Plastic) 

______

_______

  _____

______

 

 

Online Internet Receipt Provider Info

______

_______

_____

______

 

2

   Online Donations - via a DonaMail process

 

 

 

 

 

 

via its own batch proof etc  (a)

______

_______

  _____

______

 

 

(Electronically from their Bank to your Bank) 

 

 

 

 

 

 

-- One time

______

_______

_____

______

 

 

-- Repetitive

______

_______

_____

______

 

  3

   Events Sign up and Payment 

______

_______

_____

______

 

  4

   Scrip Ordering and Payment  (a)

______

_______

_____

______

 

  5

   Please Click Here and learn about your Ministry making a deposit of checks without having to go to your Bank. 

______

_______

_____

______

 

 

 

 

 

 

 

 

 

                           EXPENDITURES

 

 

 

 

 

             

10

Plastic Debit Card or the eCHECKS process

______

_______

_____

______

 

11

Online Payments

 

 

 

 

 

 

Via QuickBooks (QBs) resources

______

_______

_____

______

 

 

Via non QBs resources

______

_______

_____

______

 

 

By going to Vendor's web site

______

_______

_____

______

 

 

Repetitive -- same vendor amount 

______

_______

_____

______

 

 

Repetitive -- different amount up to certain limit 

______

_______

_____

______

 

 

Weekly pay off Credit Card (Plastic) Balance

______

_______

_____

______

 

 

      (Electronically from your Bank to their Bank) 

 

 

 

 

 

12

Payroll - direct deposit of Staffer's net pay

______

_______

_____

______

 

 

      (Electronically from your Bank to their Bank) 

 

 

 

 

 

 

Use of QB's Payroll system  (a)

______

_______

_____

______

 

 

Use of Remote Payroll system (a)

______

_______

_____

______

 

 

 

 

 

 

 

 

 

                            BOTTOM LINE

 

 

 

 

 

             

20

Acctg Software like QuickBooks (QBs)

______

_______

_____

______

 

21

"Control Spending" - BuxBox features

______

_______

_____

______

 

22

"eFINFAX" system

______

_______

_____

______

 

23

"ATF" - mostly electronic movement of tranx

______

_______

_____

______

 

24

Combined Sweep and Bank Rec 

______

_______

_____

______

 

25

GO HERE and learn about a tool whereby Onliners can use the internet to update and view supporting
financial transaction documents and related info.

______

_______

_____

______

 

 

 

 

 

 

 

 

 

                         RELATED MATTERS

 

 

 

 

 

 

 

 

 

 

 

 

30

Remote HOMER matters

______

_______

_____

______

 

31

Do buying Online

______

_______

_____

______

 

32

Online move Money from one Bank Acct to another

______

_______

_____

______

 

33

Remote viewing only  (a) 

 

 

 

 

 

 

Staff access restricted information

______

_______

_____

______

 

 

Board members access information

______

_______

_____

______

 

 

Auditors access information

______

_______

_____

______

 

 

 

 

 

 

 

 

 

        (a)   Contact Jim@bcidot.org or Brad@rpfin.org  for details


       Then let us know
if you think we can help by contacting me at
Jim@bcidot.org  ( An Outsider looking in) or by contacting Brad at Brad@rpfin.org  (An Insider looking out).  Of course, we would be happy to provide you with references. 

        Please see the following for more information about the
"eFinFax"  system mentioned above.

     >>   You go Online each week and access your Bank and Credit Card transactions and know your account balances.
     >>   Then you manually or electronically move individual transactions therefrom to -  
     >>   Your computerized Ministry accounting system (like QBs) which is set up so that-
     >>   You have weekly reports - See the report samples above --- please  (Go Here) and access more samples; your system would allow you to either print out or simply view Online.
     >>   These weekly reports are structured so that you are enabled to stay within your pre-approved spending limits and answer if you have money to spend.  This is essential !
     >>   Using Internet resources, you receive money that comes directly from their bank to your bank account -
     >>   And you pay bills via the Internet � or money electronically goes from your bank directly to their bank account.
     >>   The staff�s net pay goes electronically from your bank to their bank account.
     >>   You have a separate computerized �People� database which includes donation information that provides deposit information for this overall system.
     >>   Trained remote helpers are available via the Internet as you arrange for them to help you either each week or as often as they are needed, etc.

       There has also been some consideration about  an Online "Forum" for interested folk so that you can learn from one another as they help each other in such an effort as this.  For a "Forum" example,  please  Click Here Let me know if you think something like this would be of value.   

        Keep looking up !!

==============================================================================

Please click on the "Blue Links" below and digest their contents

Accrual Basis of Accounting and initial eFinFax Issues
After the Fact (ATF) features
Bookkeeper - Treasurer's Goals

BuxBox Method - Unique Spending Control features 

Compilation -  one of the Auditor - CPA's annual reports
eFinFax - Dialog with a Church's Bookkeeper about this accounting system
eFinFax - Accounting System information
eFinFax - numerous links on this overall topic

Evangelical Council for Financial Accountability - ECFA
Functional Expense
Fund Accounting at Ministries

HOMER Helpers  -  folk who remotely serve Christ-Centered Entities

How we help example

Ministry Finance Internet Friendly -- information on this overall topic  
Generally Accepted Accounting Principles - GAAP
Ministry Finance Team  (Board sub-committee) assistance -- web site for  
Mom-Pop Ministries -- those who handle $100,000  or less per annum
People Database and accounting for Donations

Plastic or Credit Cards - appropriate use thereof
References Information
QuickBooks (QBs) Accounting Software - used by Ministries  
Smaller - newer -  Ministries  - web site for

Spending control assistance  --- web site for
Where" and "Why" you have money Issues
 

==============================================================================

K E E P   L O O K I N G   U P !!

  Click here for a list of of our "FOR WHAT IT IS WORTH"  Editorials or Online documents.


UPTD: June 08, 2012

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