Budget, Non-Budget, Donor Restriction?

[Kristi]

I am using PC version 9

When we began a building project 2 years ago I was told repeatedly that I would only have to write checks to the company in charge of the building & they would deal with paying everyone else.

I only created a Building Fund...Fund 16.

I did not create sub-accounts, in the Accounting Module: for pews, bibles, etc. because I thought I was going to write checks to just one company. So, depoist all money into one Fund and write the checks out of it.

I keep track of all my dedicated income through Contributions, because I get a lot of memorials & can run a report from there to write acknowledgement letter;. I keep them in groups, in Contributions.

600 Mem:John Doe: Pew
601 Mem:June Jay:Pew

700 Mem:Art Adams:Bible
701 Mem:Beth Bean:Bible

For Fundraisers contrib. don't get credit on Contrib. Statements:

800 New Sanctuary:Auction
801 NS:Fish Fry Dinner

All this money got posted to bank account 16-1111
When I wrote a check to cover the Fish Fry, it came from 16-1111 bank account.

Our loan goes through a contruction bank account 1112

Now the committee wants an itemized report of all income and expenses for each group. This is 2 years worth of income for me to track. It only shows up as Designated Income on the Inc/Exp. Report & they don't want to present that to the Finance Committee.

Someone helping me is going to go through 2 years of Account Activity reports run month by month and try to track all expenses to contributions, deducting loan monies and general operations monies we used to begin our project.

We will put this information on an EXCEL spreadsheet.
Since I can't run a report telling them what they want...all money collected for each fund raiser and money spent from each fund raiser. They want me to keep folders for each fund raiser and keep track on EXCEL!!!! I said NO! This is what POWERCHURCH does, track our money.

What is the BEST way to get the report they want?:

I am looking into creating a new fund for the Furniture and Fixtures for the new building...Fund 15 because we are getting receipts from vendors other than the main company. We are using the money we raise, not the loan money, to pay these bills. I can print the Inc/Exp with Funds 15 & 16 to show all building activity. So, I can create sub-accounts.

However, my committee wants me to BUDGET the pews, bibles, etc. that are designated income and not in our general budget and not in the building budget. This confuses me. Do I create a budget, or sub-accounts, or both or Donor Restrictions?

Do I now try to recreate Donor Restrictions & create new numbers in Contributions to link with a DR income number? How do I keep track of people who are paying for pews on installments...who began paying last year?

If I am creating DR for pews, bibles, altar, etc. for my new Fund 15 is that like creating sub-accounts?

Or can I keep the DR in Fund 15? We have budgeted the 2.9 mil that the company is supposed to stay within on their expenses. They don't want the expensed of the building to be combined with Furniture/Fix. expenses.

They are requesting this to be all done by Friday for Sunday's meeting. I was approached with this request last Friday and the more people trying to help, the more confused we get.

Thank you~Kristi

[Kristi]

I give our committee two options:
1. Create a Furniture/Fixtures Fund
2. Find out what expenses are expected and let me create line items for them in the New Sanctuary.

They chose neither.
They decided that each Fund Raiser chairperson would keep track of their indiviual income, expenses and profits. They would present their report to the Finance Committee.

The Furniture/Fixture had been in our New Sanctuary budget under Owner Contingency. All F/F expenses will be applied there in one lump sum, instead of being itemized.

That makes my life easier at the moment.

I found the link to the Donor Restrictions report and printed it out. I really suspect that is what we needed...I'll try that next time we build a sanctuary.
Thanks anyway~Kristi