User Support Forum

Hi,
We have PCP12.2. Til now, our treasurer has maintained accounting files in QuickBooks, and provided offering data to our secretary, who maintains the membership data in PCP. We have login control for the secretary at the Win10 level. Going forward, we will have accounting in PCP, as well as membership.
We will continue using one PC, since the secretary and treasurer will not overlap usage times. We will create a new Win10 login ID/pw for the treasurer. Have following questions:

1. Best way to port data from QuickBooks into PCP?

2. How do we setup two separate PCP users for the same workstation?

3. Gotcha's we need to be aware of?

Thanks for help,
Ken

shi45fty wrote: ↑

Mon Dec 07, 2020 10:57 am

Hi,
We have PCP12.2. Til now, our treasurer has maintained accounting files in QuickBooks, and provided offering data to our secretary, who maintains the membership data in PCP. We have login control for the secretary at the Win10 level. Going forward, we will have accounting in PCP, as well as membership.
We will continue using one PC, since the secretary and treasurer will not overlap usage times. We will create a new Win10 login ID/pw for the treasurer. Have following questions:

1. Best way to port data from QuickBooks into PCP?

There is no good way to port data from Quickbooks as it does not 'expose' its double entry transactions. If you've not yet started Accounting, what I would do is follow the directions as listed in the PCPlus v12 User Manual for Running the Accounting Setup Assistant. Starting on page 192 it lists all the items you should have available when you begin. Please note, they will need the 'check register balance' from Quickbooks for the current balance on the checking account. This is NOT the last bank statement balance.

2. How do we setup two separate PCP users for the same workstation?

First off, you should make sure that only one person has the SYSTEM ADMIN access, they will be the person who will grant access, and have access to the entire system. This should not be the office admin or the treasurer.

You setup each users permissions under the FILE -> PREFERENCES -> Passwords & Permissions. Each user will have a password created, then you will go through the list and grant access to the areas each needs. For example, the Secretary will maintain the membership data, she does not need access to contributions, accounting, etc. Likewise, the Treasurer will not need access to the Membership or Contributions, only Accounting, so they should have access there. You should have someone who only does Contributions, and the same applies there. One person who is a contributions secretary should have access to add/change, delete, and post. Whereas those who count on Sunday need only Data Entry Only permissions.

3. Gotcha's we need to be aware of?

Make sure that you have your entire chart of accounts designed before you start. Think of what are liabilities (funds that must be paid out to other entities like taxes, and passthrus), what are restricted income accounts used only by certain ministries, or to support certain activities, and so on.

Thanks for help,
Ken