Records system tracks revenue from members, non-members or visitors.
Revenue is tracked by funds, both designated and undesignated .
Up to 9999 different funds and 999 revenue accounts can be accounted for.
Interfaces general ledger eliminating the need for double entry.
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- Keep contribution and pledge records for each individual and/or couple (husband, wife, couple, children), and for each revenue account, based on the user's desired accounting needs. Principles of fund accounting are used, but the accounting system places no limitations on the accounting methods desired, and there is no limit to the number of accounting period dates.
- Financial records is simplified by common files with the Member Records system. During entry of contributions, individuals may be selected by name, family number, or by optional envelope numbers, and may be automatically entered by a check reader or imager.
- Automatically create entries to the General Ledger to balance each fund when cash is deposited to a bank account in one fund and the revenue belongs to another fund.
- An optional Check Imager stores a copy of each check during data entry..
- Revenue entries automatically post to the proper accounts according to "identified pledges", "identified unpledged", and "unidentified revenue."
- During revenue data entry the user can specify the bank account, deposit date, deposit number, and week. Posting by bank and deposit automatically consolidates all entry batches within a deposit.
- Due-to and Due-from entries may be kept for each fund/bank account combination. Entries are recorded by deposit and bank account number, allowing the system to generate the correct Due-to and Due-from entries automatically.
- Inquiry windows allow inquiry for any accounting period, current, or past, or from any beginning date.
- Print account Status Reports by individual or by revenue code. Options for month and week summaries, optional addresses and more make these very flexible reports.
- Contribution Records print for a range of revenue codes, and may be printed on pre-printed forms or on plain white paper. Records may be summarized to group all contributions below a specified amount into one total for the revenue code and to print all records equal or greater than the specified amount. “Benefits received' (i.e., a ski trip) revenue codes may be omitted from the contribution record.
- Send contribution reports by e-mail. The system automatically prints address labels or envelopes and a printed copy for those without an e-mail address.
- Print contribution reports for non-contributors. These reports may be made by ages, member status, accounting periods, from history files, and by other selection criteria.
- Merge posted pledge and contribution information to word processing for communication purposes. Up to eight ranges of revenue codes may be specified.
- Statements (contribution reports) can be printed on an Annual, Semi-annual, Quarterly, Monthly, or on any other "as needed" basis. Statements display, on a balance forward (summary) and/or detail basis, individuals' contributions by fund. Contributions may be summarized if the individual checks are under a specified amount and printed ‘if equal to or over' the specified amount to comply with current tax regulations.
- A contribution analysis by range gives information as to the size of contributions received and averaged on a weekly, total or monthly basis without identifying specific individuals.
- Recurring contributions can be established in batches to process contributions that are received on a regular basis, such as direct debit contributions handled by bank automated processing. EFT (electronic funds transfer) using NACH protocol is built into the system for contributions.
- Using an optional Check Imager, checks can be scanned during data entry that identify the contributor and the check number, and store an image of each check, which can be viewed, printed or sent by e-mail.
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