Table of Contents
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Recording Income
Receipting Income
Click this link to view a Video - T&O – How to receipt income
All income processed under Income Entry must be receipted. This is best done once a batch (e.g. a week) has been entered as it allows for the total receipted to be checked against the total banked.
- In the Income menu, select Income Search. Note, there are further details available about searching at Income Search
- Ensure that the period selected is the period in which the income entries were done.
Click in the Unreceipted Only square– this isolates the current unreceipted batch.
Click Search.
- A list will be produced of all unreceipted entries for the period. If you are up-to-date with your receipting, the only entries here will be the ones you have just entered into Income Entry.
- In the bottom left hand corner, you will have a Total of your entries. Compare this total to the amount of cash and cheques you have for banking – they should be equal.
- Check for any errors to income entries.
If an entry needs deleting, click the Delete button.
If an entry needs correcting, select the relevant entry. This will take you back to the Income Entry screen. Edit the necessary information and click Next Entry. - When satisfied that all income entries are correct and the totals are equal, click Receipt at the bottom of the Income Search screen. Receipt numbers in sequence will appear in the right hand column.
- To view receipts, click Print at the bottom of the screen. To print hard copy receipts to hand out to the givers, click on the printer icon.
Cut the receipts along the lines indicated. Be careful not to cut more than one sheet at a time as each receipt depth may vary depending on the number of splits in the offering/income. - The Income Search screen can also be used to search for any past income entries.
Reversing Incorrect Receipted Income Entries
Any receipt errors found after receipt numbers have been allocated must be corrected with a negative Income Entry. The original entry must be reversed exactly. To do this, place a minus sign '-' in front of the amounts, both in the cash/cheque amount and in the allocation grid. In the details section include the original receipt number that is being reversed. Then, if required, the correct Income Entry may be completed. All of these entries must also be receipted under Income Search.
Note for Local Churches
Local Church - Income is handled on a weekly basis, starting with the collection of the offerings
- Cash collected from offerings is counted and allocated to the appropriate offering accounts for the week
- Record the offerings (income) one by one (Sabbath school, church, etc)
- Envelopes are individually opened, counted, and allocated to the accounts nominated on the envelope
- Record the envelopes (income) one by one
- If any cheques were received which do not require individual receipts, enter the total of these at Cheque Amount received (loose cheques are usually treated as envelopes)
- Record any miscellaneous income amounts (eg facilities hire, catering, etc) in a similar manner. These types of income may attract tax.
- A receipt is then created for each offering and envelope
- A deposit slip is prepared
- Cash is banked into one or more bank accounts
The handling of income in the Tithes and Offerings System involves two stages:
recording, where the amounts received are recorded and allocated to income accounts, and
banking, the recording of deposits made into bank accounts
If you choose not to use the system at all, but continue to send paperwork to the conference, the conference treasury will perform Summary Recording on behalf of the local church
Glossary - Income entry screen
Fields
Account | The income account to which a portion of this income is to be allocated. This field is mandatory. |
Allocate Amount | The amount of income to allocate to this Account, inclusive of tax (if applicable). This field is mandatory. |
Allocation Details | Any additional information describing this allocation. This field is optional. |
Card Type | The type of credit card being used to make a payment. This field is mandatory when Card Amount contains a value, and disabled otherwise. |
Cheque Bank/Cheque Branch | The issuing bank and branch of a received cheque. These fields are mandatory when Cheque Amount contains a value, and disabled otherwise. |
Create New Giver | The checkbox that allows the user to create a new Giver if the giver does not already exist within the Giver list. When selected, Surname and Given Name is displayed, ready to capture the Giver’s details. Note, the Giver Surname may also be a business name. The selection of this field is optional. |
Currency | Displays the local currency of the current organisation. All amounts must be recorded in this currency. |
Date | The date on which the income was received. It is not necessary for this date to be within the selected period. In capture mode, when Next Entry is pressed and the screen is reset, the value selected here is retained as the default value for the next entry. This field is mandatory. |
Details | Any additional information describing the income. This field is optional. |
Given Name | The Given Name of the newly created Giver. This field is only displayed when Create New Giver has been selected (ticked). This field is optional. |
Giver | The source of the income. The drop down arrow opens a list of names allowing the giver to be selected. The list of clients includes individual church members, plus offering collectors such as “Deacons” and “SS Secretaries”. This field is mandatory. |
Notes/Coins Amount/Cheque Amount/Card Amount | The amount of income received, split into notes & coins, cheque and card. Negative amounts are not permitted. Although the individual fields are optional, an amount is mandatory. |
Period | The period to which the income is to be allocated. The drop-down list contains the current period and future periods. When capturing a new entry, it defaults to the current period. When displaying an entry from a period which has been closed, the closed period must also be included in the list. In capture mode, when Next Entry is pressed and the screen is reset, the value selected here is retained as the default value for the next entry. This field is mandatory. |
Surname | The surname or business name of the newly created Giver. This field is only displayed when Create New Giver has been selected (ticked). This field is mandatory when the Create New Giver has been selected (ticked). |
Tax Amount | The amount of tax included in Allocate Amount. When capturing a new allocation, this defaults to Allocate Amount multiplied by the rate of tax associated with the selected Tax Category. This field is mandatory. |
Tax Category | The type and rate of tax (for example, GST 10%) which applies to this allocation. The drop-down list contains only those tax categories which belong to the country of the current organisation. When capturing a new allocation, this defaults to the tax category stored with the Account. This field is mandatory. |
Yet to be allocated | The amount left over after all Allocate Amounts are subtracted from the sum of Cash Amount, Cheque Amount and Card Amount. This number must be zero before the income entry is Saved. |
Buttons
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Allocate
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Adds a new row to the Allocation table, ready to capture details of an allocation. Whenever Allocate is pressed to add a new allocation, the amount is defaulted to the value of Yet to be allocated. This button is disabled when an existing income entry has been receipted or banked, or belongs to a period which has been closed.
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Cancel
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Discards any changes made, and clears the screen ready for capture of another entry (capture mode) or returns to the Income Detail Search screen (edit mode).
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Next Entry
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Validates that mandatory fields contain values, saves the entry to the database, and clears the screen ready for capture of another entry (when in capture mode) or returns to the Income Detail Search screen (when in edit mode). This button is disabled when an existing income entry has been receipted or banked, or belongs to a period which has been closed. In Edit mode, this button should be relabeled as “Save”. The validation must also prevent creation of an income detail entry if any (manually-created) income summary entries exist for the selected period.
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Unallocate
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recorded using the Receipt Entry screen. The complete process from recording the income to banking is as follows:
Enter all of the receipt income as individual receipt entries (further details at Receipt Entry).
Print or email the receipts from the Receipt Search screen (further details at Receipt Search).
Navigate to Bank Deposit Entry and select all amounts that you wish to deposit to a bank account (further details at Bank Deposit Entry).
Once a Bank Deposit Entry has been entered, do a Bank Deposit Search and view/print the deposit slip so the amount is transferred from the Cash Drawer account to the selected bank account (further details at Bank Deposit Search).
If the church is an Income Summary church, information on recording these entries is at Income Summary.