Table of Contents

Recording Income

Completing Income Entries

In order to complete the weekly income entries, you will need to have all of your weekly tithe and offering information ready for entry – including envelopes, Sabbath School offerings and Church offerings.

1. In the menu list, on the left hand side of the screen, select Income then Income Entry.
   

   

2. Check that the Period and Date for the entry are correct – change if necessary. Press Tab to move forward to the next field; press Shift+Tab to move back to the previous field
3. Choose the Giver from the list provided. Bulk offerings should not be written to an individual, but instead to a church position such as 'Deacon' or 'Sabbath School Secretary'.
   If the Giver is not in the list, tick Create New Giver to the right. Enter the giver's Surname and Given Name in the relevant fields. This new giver will be available in the giver list for the next income entry.
4. Enter the total amount of cash in the Cash Amount field. Use this field for any direct deposit income entries also.
   Enter the cheque amount in the Cheque Amount field. Enter cheque details. Note the Cheque Bank and Cheque Branch fields are only active if an amount is entered into the Cheque Amount Field. 
   Do not use the Card Amount field, as it is not a validation field. All credit card details are to be submitted to the conference office for processing or the giver encouraged to use eGiving.
5. In Details enter a brief description of what the income is for (e.g Tithe/Budget).
   These details are reproduced onto the receipt for the giver, so it is important that this field is completed correctly.
6. Click the Allocate button. This will provide a line in the grid in which you then select the income Account you wish to allocate the money too – this list will include all local Income accounts and conference offering accounts.
   Enter the Amount relevant to the account you have chosen first. Ensure that the Tax Category is correct. Add any specific Allocation Details at the end of the line. =
   If the amount is to be split into more than one account, proceed to Allocate until the total amount has been allocated by clicking the Allocate button, entering the Amount, and checking the Tax Category and Tax amount and adding Allocation Details.
   

   

7. If you click Allocate unintentionally, or over allocate, click on the line, which will border in yellow, then click on the Unallocate button to remove the line. Then, return to step 6 to Allocate monies (if required).
   If you wish to delete all data in the fields on the screen and begin your entry again, click on Cancel. Then, return to step 6 to Allocate monies (if required).
8. When the Yet to be allocated field in the bottom left hand corner of the screen is 0.00, click Next Entry to save the data.
   If the Income Entry screen is incomplete when you click Next Entry, you will see a pop-up prompt to advise of any incorrectly formatted or missing data. Correct as necessary and click Next Entry again.
9. After saving an Income Entry, a blank Income Entry screen will appear ready for more information to be entered.
10. Enter all weekly income entries.

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.

1. In the Income menu, select Income Search.  Note, there are further details available about searching at Income Search
   
2. 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. 
   
3. 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.
4. 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.
   
5. 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.
6. 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.
7. 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.
8. 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

1. Cash collected from offerings is counted and allocated to the appropriate offering accounts for the week
   1. Record the offerings (income) one by one (Sabbath school, church, etc)
2. Envelopes are individually opened, counted, and allocated to the accounts nominated on the envelope
   1. Record the envelopes (income) one by one
   2. 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)
   3. Record any miscellaneous income amounts (eg facilities hire, catering, etc) in a similar manner. These types of income may attract tax.
3. A receipt is then created for each offering and envelope
4. A deposit slip is prepared
5. Cash is banked into one or more bank accounts

The handling of income in the Tithes and Offerings System involves two stages:

1. recording, where the amounts received are recorded and allocated to income accounts, and

2. 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

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