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TO: Interested Mission Agencies FROM: Jim Bramer, Retired CPA-Auditor
FILE: 8888-01/mis
RE: Mission Internet Contact and QB Monthly Settlement System Originated October 2000
FACT PATTERN
------ This is about a hypothetical Non-Denominational Mission ( or Mission Agency) headquartered in the USA.
------ Each Missionary Unit (could include spouse and kids) must raise their own financial support; no finances are guaranteed by the Mission from it's discretionary funds.
------ The Mission also collects money for specific Missionary area or HDQs (Headquarters) area Projects.
------ Mission HDQs uses QuickBooks and related Add-On software to do the appropriate bookkeeping and settles up (see below for details re remitting the remaining Fund balance) periodically with the applicable Missionary and/or Project.
------ Certain Mission and/or Project costs are also charged to the Missionary or Project Funds. Sometimes as a reimbursement from personal funds as advanced by the Missionary. Link to MER information.
------ The Mission's HDQs operational costs are funded by direct donations and/or by monthly charges, or Assessments, made to each Missionary and/or Project Fund.
------ Sometimes other Missionary or Project Fund Assessments are charged for such things as a Mission-wide "Emergency Fund", or other applicable ministry purposes, as administered by HDQs.
------ Each Missionary is a taxable clergy-person with authorized applicable housing allowance; Link here for more information.
------ Each Missionary receives an annual clergy W-2.
------ Every Missionary or Project administrator MUST establish a bank account at the applicable Credit Union.
----- The monthly net settlement amount (Missionary net pay) is electronically deposited to the above bank accounts at the Credit Union.
---- Each Missionary maintains their own records of their Contacts, or their prayer and financial supporters. This way they can do such things as write (via Snail or Email) regularly to their supporters.
---- HDQs processes all Donation receipts and maintains donation records. HDQs also makes applicable mailings (via Snail or Email) to their Mission-wide constituency.
----- HDQs has it's own Web Site.Via the Internet the entities below would have secure full access to the same Contact (Prayer and financial supporters; or constituency) information, or database; hereafter referred to as the INTERNET CONTACT SYSTEM.
1> Missionary
2> HDQs
3> Needed helpersThis is doable via such internet resources known as an ASP (click here and learn about Application Service Providers - ASPs). Under the ASP arrangement all permitted parties have Internet access to the same Contact information, but they use this information for different appropriate purposes.
FEATURES
> All Missionaries would be required to have the necessary Credit Union Bank Account plus Computer/Internet system as part of their initial Missionary Start up, etc..
> HDQs uses the INTERNET CONTACT SYSTEM to process the Donations and sends out the Donor's receipt ---- some via Donor's Email address.
> Or the Missionary might want to receive a copy of each Donor's Email receipt as they would Email forward on with their personalized remarks and "thank you" along with an Email attachment of their current Prayer Letter etc.
> HDQs electronically provides QuickBooks ™ (QB) with the necessary information for the Settlement System (see below) for financial transaction processing and monthly Settlement of money in the Missionary and/or Project Fund.
> HDQs updates the INTERNET CONTACT SYSTEM from latest information accompanying Donation processing
> Missionary updates the INTERNET CONTACT SYSTEM from anywhere in the world- especially providing the latest Contact Email address .
> Missionary would pick and choose who is to receive their Prayer Letter, etc.
> Missionary could pick and choose who is to receive HDQ's periodic Appeal mailing.
> Missionary uses this INTERNET CONTACT SYSTEM to do (or have someone else do) their periodic Supporter Mailing. Remember, the bulk of this mailing is to be sent via Email.
> HDQs uses this INTERNET CONTACT SYSTEM to process it's periodic Appeal or Contact correspondence to applicable constituent .... again, maximize the use of Email.THRUST
All Supporter, or Contact, information is in one secure place .....like names, snail mail and email addresses .... and used for multiple HDQs and Missionary, or Project, purposes.
QuickBooks ™ (QB) AND THE SETTLEMENT SYSTEM
>> HDQs uses the QuickBooks (™) Fund Accounting system.
>> Plus an add-on device that accepts and electronically posts periodic Donation deposit and Assessment information automatically to the QuickBooks ™ (QB) system ..... as supplied by the INTERNET CONTACT SYSTEM above.
>> This posting process to the QuickBooks ™ (QB) system includes as least the following:Re: Bank Account
-- The deposit amount goes to the HDQ's Bank account...that would later be reconciled to the bank statement.
Re: Missionary and/or Project Funds Only
-- The amount of each donation would be posted to the applicable Missionary and/or Project Fund. This includes number/letter codes to set forth such info as: Net pay direct deposit issues; whether Missionary or Project; types and amounts of Assessments; settlement timing, etc.
-- There is a weekly emphasis to this process
-- The detailed xxxx Donor code and name info is placed within the Memo section of the QuickBooks ™ (QB) Missionary and/or Project Fund QuickBooks ™ (QB) Register.
-- The Assessment charges (usually a percentage of the Donations) to the funds are determined and posted automatically --- no need to wait until periodic settlement times, etc.....
-- This information is needed for Settlement System purposes below.Re: Generic or HDQs' Donations
-- Prefer the posting of a batch total of money going to these Non Missionary and/or Project Funds.
Re: Weekly Transactions
--- Other bills will be paid and charged to applicable Missionary and/or Projects Funds; examples include: Retirement or TSA payments; Ministry expenses; personal expenses like kid's school expenses; donations or church tithes, etc.
--- Each Missionary and/or Project has a Web Page on the HDQs Web Site. See the above coding rationale.
--- The QuickBooks ™ (QB) fund content (including running balance) for these Missionary and/or Projects monies is uploaded weekly to their Web Page. Click here for helps re this process.
--- The Missionary accesses and views their Web Page and this weekly information at anytime and from anywhere in the world.>> This happens at the agreed time within the QuickBooks ™ (QB) system .
>> Click here for Missionary taxation aspects of all of this activity.
>> This would be proofed and ultimately the settlement amount would be determined. Some Mission Agencies will arrange this so such matters are cared for weekly, with bi-weekly settlements (or paydays - see below).
>> Click here for a QuickBooks ™ (QB) Monthly Settlement report sample. This report could flow through Excel or Adobe and ultimately formatted for placement in their personal Web page.
>> Make use of a QB's add-on whereby much of the following steps would happen automatically ----- especially production of the QB reports and their appropriate internal and external distribution.
>> From this information, HDQs has the necessary Missionary information to provide QuickBooks ™ (QB)/Intuit with payroll and net pay information.
>> Their net settlement (net pay) is automatically deposited into the Missionary's personal Bank Account or to the applicable Project Bank Account at the Credit Union.
>> The Settlement Report information would result in an update via the QuickBooks ™ (QB) Register (the running balance is now zero) to unique Web Page of the Missionary, or Project Administrator,--- see above re weekly or bi-weekly emphasis.
>> From these Web Pages, they can know how much was deposited to their Bank Account and how the amount was determined.E C C U Credit Union
Very knowledgeable about Mission Agencies and Missionaries as money is managed throughout the entire world.
Since the entire payroll is outsourced to QuickBooks ™ (QB) /Intuit, they take care of the necessary depositary receipt payments, plus care for the quarterly and calendar year end filings and reports .... W-2s, etc. This applies equally to Clergy and non-clergy payroll matters.
>> All too often HDQs and the Missionary maintains the same Supporter, or Constituency, facts via two separate systems -- either hand written or by some computer database system. As shared above, the ideal is to have an up to date common set of efficient set of facts re: 1> The most current snail and Email address; 2> a record of giving for at least last five years; 3> Missionary personal and written Contact info; 4> especially as to Email to/from Contacts.
>> For the past decade or so, it seems, to be effective in their Ministry, the Missionary MUST now have access to the Internet for at least Email etc .... even if via a slow modem connection etc.
>> It is important for detailed donations information to appear within the QuickBooks ™ (QB) Missionary Fund account .... not Donation batch totals only.
>> Efficiency is needed in compiling, proofing and distributing periodic Settlement information.
>> The INTERNET CONTACT SYSTEM is automatically updated with both Donation and other facts when donations are processed so Missionaries should have immediate access to current information for their appropriate use.
>> Mission Agencies need to effectively use their Web Sites that include use for internal, or INTRANET, purposes.
>> QB now has ASP capabilities; therefore access to memorized weekly QB Missionary - Project reports might be appropriate.
>> Information at 0109 0927 and 0175 will also be of interest on these topics.
Please Click Here for a list having to do with Mission Agencies topics here on www.bcidot.org. It was
UPTD: May 04, 2008.
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(1) An Online 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 Jim@bcidot.org 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; or via FAQ, response to Frequently Asked Questions
