camp payments

[mksgrl1500]

Does anyone have a suggestion on how to keep track of camp payments? I realize the obvious solution would be to use the AP module but my dilemma is how to deal with scholarship payments. For instance, Little Joe's camp bill is $100. He put a deposit down of $15. The church then paid $50 out of a camp account (unrestricted funds). Finally, it is agreed that the rest of the bill will be paid from a Camp Scholarship account (Restricted Fund). How do I show this invoice paid and the proper accounts DB/CR?

Humbly,
Kim Lewis
Treasurer
Onion Creek Baptist Church

[JohnDMeyers]

I have to make some assumptions.

1) you want the $15.00 down payment to go toward paying the $100.00

2) you have a restricted income account setup to receive the $15.00 camp down payment.

Receive $15.00
contribution fund 101 (or whatever number)
DB checking $15.00
CR (restricted income) Camp down payment registration $15.00

Pay Camp $50.00 unrestricted
CR checking $50.00
DB camp expense account $50.00

Pay remaining $50.00 from Camp Scholarship / Down payment account
CR checking $50.00
DB camp expense account $50.00
*Release $35.00 from Camp Scholarship
**Release $15.00 from Camp Down payment registration

You can simply click on the Release Restriction button in Accounts Payable, and locate the proper restriction, or do the following:

*to Release the Camp Scholarship Income:
DB Camp Scholarship Release (contra-income)
CR General Release Income (usually 4999)

**to Release Camp Down payment registration
DB Camp Down Payment registration Release (contra-income)
CR General Release Income (usually 4999)

[mksgrl1500]

Thanks for the information. Is there a way to do invoices in AR for each individual camper even though in the end the church will probably help pay some of their fees? How would I show payments on invoice if those payments came in the form of a scholarship from the church? I need to be able to keep up with what each individual owes. I don't even know if this is possible.

Learning,
Kim Lewis
Treasurer
Onion Creek Baptist Church

[JohnDMeyers]

How would I show payments on invoice if those payments came in the form of a scholarship from the church?

Here's a case where using Contribution Pledges may make a little more sense than AR.

The answer is this: If you bill someone for an amount that you know the church will cover if they don't pay, then, you will eventually have to simply abandon the AR record and delete it after a few years when you clean up old data.

It's kind of analogous to what you do with pledges that are not honored, you simply abandon them.

We had a previous discussion on AR vs. Contributions:

http://powerchurch.com/forum/viewtopic. ... receivable

I can't think of properly showing money that is already in the church checking account (Camp Scholarship), being redirected as income a second time.

Better to just pay the remainder of the bill as I described before and abandon the AR record or pledge.

[mksgrl1500]

Thank you for your help!