QuickBooks for Churches & Other Religious Organizations



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The only church accounting manual for Quickbooks Pro, Premier, or Nonprofit (Desktop Versions)!

Includes:

  • How churches can save money by tracking payroll without an outside service,
  • How to record a mortgage, and
  • How to track member accounts for fundraisers and mission trips.

 

View Bundles for Churches and Religious Organizations!

Church accounting is not only challenging but is quite different from for-profit businesses. Other QuickBooks guides exist, but those do not focus on the specific necessities that churches have.

Lisa London, CPA, knows and understands that not everyone thinks like an accountant. She walks readers through the process of setting up QuickBooks from a chart of accounts custom designed for churches, to running the reports for the year-end and preparing for an audit. QuickBooks for Churches and Other Religious Organizations is written for beginners in a friendly and easy-to-understand style, while also including tips that even experienced CPAs may be surprised to find. In fact, many of London’s readers are CPAs looking to streamline their church’s (or client’s) accounting system.

The step-by-step instructions and hundreds of illustrations will describe how to:

  • Design a chart of accounts for churches that will give you the information you need,
  • Set up internal accounting procedures and controls to safeguard the money,
  • Track tithes and related cash flow,
  • Send year-end donor acknowledgments,
  • And much more!

QuickBooks for Churches and Other Religious Organizations is written for readers running the Windows desktop version of QuickBooks Pro, Premier, or Nonproft versions from 2013 to 2018. If you are using Quickbooks Online (QBO), see  Using QuickBooks Online for Small Nonprofits and Churches.

Shipping costs are a flat rate of $3.95 for media mail or $7.95 for 2-3 day USPS Priority Mail, no matter how many books you purchase. E-Books have no shipping costs and are available for immediate download. 

ISNI 0000 0004 5059 7909 Lisa London, Author

Table of Contents
I. Fundamentals: Fund Accounting, & Controls
II. Acquainting Yourself with QuickBooks
III. Setting up Your Church File
IV. What is the Chart of Accounts?
V. How do I Track My Grants & Programs?
VI. How About Members & People I Owe Money To?
VII. Inputting Members & Vendors from Files
VIII. Items-Tracking the Transactions
IX. Money In-Recording Donations & Revenues
X. Money Out-How Do I Pay the Bills?
XI. Entering Payroll
XII. Bank Reconciliations & Other Reconciling Issues
XIII. Where Do We Stand? Designing Reports
XIV. Am I Meeting My Targets? Budgeting
XV. It's Month End and/or Year End-What do I do?
XVI. What About...???
XVII.  Appendix

Index

A
accountant changes 282
accountant copy 279
accounting controls 6, 100, 128, 247
accounting year 5, 20, 202
accounts (see: chart of accounts)
accounts payables 49, 138, 188, 221, 241
accrual method 127, 134, 201
accrual option 201, 237
acknowledgement 107, 247, 264
adjusting entries 56, 245
allocation of expenses 151
amortization schedule 284
ask my accountant 34, 53, 303
assets 3, 4, 33, 35
audit
audit adjusting entries 245
audit committee 7, 194
audit trail 186, 292
authorized signers 129
autofill 25
B
backing up 12, 17, 19
backup automatically 16
bank
bank fee 183
beginning balance 57, 192
deposits 57, 118, 122
drafts 146, 190
online banking 11, 28, 142, 143, 180, 236
bank reconciliation 180
adjustment 193
 
 
reconciliation discrepancy report 192
beginning balance entry 57
bill payment
memorize the bill 142, 153
online payments 66, 125, 130
paying 131,138
recurring bills 135
void bill payment 188
voucher 129, 195
voucher-style check 128
bounced check 183
brokerage reconciliations 237
budget
budget by grant 222
budget by month 229
budget process 222
forecasts 232
C
calculator 133
calendar 11, 26
capital campaign 3, 35
cash basis 127, 201
cash receipts 109
cash transfers 180
cash-flow projector 234
chart of accounts 22, 33, 36, 42, 43
active/hide 47, 71, 72, 202
add new account 39
designing the chart of accounts 33
upload 304
check  register 189
checking account 40, 41, 57, 122
Church Accounting: The How-To Guide for Small & Growing  Churches 126, 154, 167, 178, 179, 247, 258, 264, 287, 309
Circular E 168
classes 50
class lists 53
class tracking 25
classes vs. jobs 50
naming of classes 51
parent classes 217
subclass 51, 55
closing date 25, 245, 282
collapse 209, 214, 237
comments 210
conflict of interest policy 7
contact sync 79, 81
credit cards
balance 241
charges 147, 278
discounts 301
receipts 147
recurring donations 125
CSV(comma separate values) 78
current assets 33, 35
current liability 33, 35
custom fields 68
Customer Center 116
customers
add new members 61, 109
attaching files 72
type 63, 109
customized reports 198
naming protocol 291
D
deposit 118, 121
desktop versions 2
dividing date 280
donations 41, 66, 147, 149, 183, 190, 195, 196, 259
entering pledges 113
entering 61, 104, 110
in-kind 264
miscellaneous receipts 117
pass-through collections 119
recurring 125
restricted 116
donor acknowledgments 247
donor database 111
donors (see: customers)
duplicated donor/ vendor accounts 291
E
editing or deleting classes 55
EIN (Employer Identification Number) 20, 76, 295
EFTPS (Electronic Federal Tax Payment System) 178
tax deposits 178
electronic payments received 102
electronic signature 141
email 22, 61, 65, 78, 284
employee payroll 165
envelope number 12
escrow payments 282
expand button 209
exporting reports to a spreadsheet 215
express start 20
F
federal tax withholding rates 168
FUTA (Federal Unemployment Taxes) 167
fiscal year 202, 247
fixed asset item list 96
forecasts 230, 232
fraud 7, 128
fund accounting 2, 3, 41
fund balances 241
fund classes 51, 107
fund transfers 274
G
general journal entry 25
general fund 58, 298
general ledgers 98
gift cards 195
governing council 7
grants 28, 50, 64, 87, 116, 270, 291
group allocation 153
H
handbook 8
handwritten checks 145, 146
header/footer tab 204, 244, 248
hide
header  209
detail 214
subaccounts 209
accounts 43, 47
historical information 224
home screen 10
hovering your mouse 214
I
iif (QuickBook files) 304
importing 86
inactive accounts 47
independent contractors 250, 251
insufficient funds 180, 186
insurance  settlement 118
intangible religious benefits 247, 287
inter-fund transfers 274
internal accounting controls 1, 6, 100, 128
internet-based donor record systems 110
investment  accounts 41, 244, 296
investment earnings 3
invoices (see: pledges)
IRS
Circular E 168
Form 1096 256
Form 1099  250, 257
publications 247, 293
W-2 wage-and-tax-statement 258
items
add more items 94
group 93, 151
types 93
to allocate expenses 96
to save  time 153
to track by organizations 120
to track volunteer hours 96
tracking 93
items, account numbers, and  classes 99

J
jobs (see: grants)
journal entries
autofill the memo line 25
beginning balance 55
credit card charges 125
to record payroll 154
to record postage usage  196
year-end adjusting entries 245

L 
labels 129, 221
layout designer 287
liabilities 4, 198
licenses 274
limitations 4, 41
limits on names 61
loan 282, 283, 284, 295
long-term asset 35
long-term liability 35, 282

M
make deposits 118, 122, 190, 238, 272
mapping data fields 83
mapping to a tax line 42
member-specific accounts 259
members (see: customers)
memorize 135, 138
  reports 208
bills 234
transaction list 153
mission-trips 259
modify report 200, 268
month-end checklist 235
mortgage 282
multiple subaccounts for cash 41
multiple-users 274
N
naming protocol 23, 36, 61, 65, 78, 89
net assets 4, 34, 57, 198, 235
net earnings 4
non-operating income 215
non-operating revenues 34
non-pledged donations 223
notes 73, 74, 210
numbering structure 33, 194
O
online backups 14
online banking payments 142, 236
online versions 2
opening balance 40, 65, 298
ordinary income 215
outstanding pledges 11, 113
overpayments 25
P
parent  account 39
parent organization 141, 142
partial payment on the pledge 115
pass-through  payments 120
pass-through donations 119
passwords 130, 141, 274, 275
payee 27, 128, 182
paying  sales taxes 293
paying bills online 130
Paypal 103, 255
payroll
add new employees 165
employee benefits 161
generating payroll 173
in house 158
miscellaneous additions/ deductions 164
payroll liability payments 177
quarterly filings 178
setup checklist 160
withholdings and credits 167
permanently restricted funds 3
petty cash 128, 195
pledges 112, 114, 125, 142, 201, 220, 245
preferences 23
premier & nonprofit versions 2, 232, 259
prepaid
postage 197, 296
accounts 239
assets 33, 244, 296
preview 22, 250, 256, 290
principal 284
print
deposit slip 124
mailing labels 129
paychecks 175
checks 139, 141
forms and labels 129
signature image 141
reports 207
1099s 255
pro version 2, 228, 232, 287
proadvisor 2
programs
budgets 222
classes and fund classes 51
track 50
R
receipts (see: donations)
receivables 112, 113
reconciliation discrepancies (see: bank)
recurring donations from credit cards 125
reimbursements 145, 250
report center 211
reports
balance sheet 4, 33, 198, 237
designing & running 198
income statement 4, 198
most useful 211
pdf  207
scaling option 207
statement by class 262
statement of  financial position 4, 198, 237
statement of activities 4, 198
statement of functional expenses 212
reserve account 270
restoring the data 17
restricted cash 40, 41
restricted funds 241
restricted vs unrestricted cash 242
restricted vs unrestricted funds 51
returned checks 183
reversing entry 189
RID (remote imaging device) 73, 101, 121
S
sales receipts (see: donations)
sales rep 78
scaling 207
scanner (RID) 73, 101, 121
selective access 277, 279
sensitive financial reporting 279
service item (see: items)
set date/password 246
states' department of  revenue 168
stealing 7, 102
sub-items 93, 120
sub-types 63
sub-columns 202
synchronization 78, 79, 84, 85, 126
T
tax form worksheets 178
tax id 21, 76, 253, 295
taxable earnings 164
techsoup.org 2
template 113, 209, 284, 290
temporarily restricted funds 53, 298
temporarily restricted class 115
thank-you note 284
threshold payments 255
time-saving downloads 309
timesheet 96, 266
tithes (see: pledges)
to-dos 72, 74
tooltips 30
track restricted cash 41, 156
track restricted vs unrestricted funds 51
transfers 180, 274
transmittal form 256
transpositions 193
U
undeposited funds 32, 121, 125, 183, 189, 192, 238
unemployment 167, 168, 169, 170
unrestricted cash 40, 41, 242
unrestricted funds 51, 241, 274
unrestricted net assets 4, 58, 235, 242, 298
upload a chart of accounts 304
V
valuation of a donation 264
vehicle donations 264
vendor  center 131
vendors 74, 78, 79
video 259, 284
void a check 186
volunteer hours 96, 266
volunteers 100, 267
W
withdrawals 191
withholdings 155, 156, 167
wizard 253
write checks 143, 145, 146, 154, 181
Y
year-end
closing date password 247
year-end adjustments 5
year-end checklist duties 236
year-end donor acknowledgments 247
year-end payroll filings 178
year-end requirements 250