Accounting Companies
- The Accounting Companies page is found under Church Structure.
- Most churches should only ever have one Accounting Company record. This one record is created during implementation and discussed with your coach when setting up your system.
- Sometimes, additional Accounting Company records are appropriate. But additional records should only exist when a church is engaged in supporting a church plant or running an integrated auxiliary that has separate books from the church.
- But even if more than one Accounting Company record does exist, donations and registration payments can only be designated to one accounting company. They can't be split between companies. It's also important to note that getting aggregated data across multiple accounting companies is tricky, as many of the finance-related reports require you to select only one company at a time.
Impact on Other Parts of the Platform
The following items depend on the Accounting Company record:
- The Portal's My Contribution Statement page.
- Donor Statement reports found on the Donors page are impacted by Statement Settings on the Accounting Company record:
- Pledge Campaign: Donors with Pledges to the Pledge Campaign identified here have a summary of their pledge appear on the top corner of Donor Statement reports. Only one Pledge Campaign will show up on Donor Statements at a time.
- Statement Footer: The legal language entered here appears at the bottom of Donor Statement reports.
- Statement Cutoff Date: The date set here determines the cut-off date for Donation that appears on the My Contribution Statement page of the Portal.
- Statement Cutoff Automation: Select a value other than Manual if you want your Statement Cutoff Date updated automatically. Options include:
- None/Manual: Someone on your staff will edit the accounting company record manually and change the Statement Cutoff Date value manually.
- Last Day of Last Month: On the 15th day of each month the system will update your statement cutoff date to be the last day of the prior month.
- Last Day of Last Quarter: On the 15th day of January, April, July, and October the system will update your statement cutoff date to the last day of the prior quarter.
- Last Day of Last Year: On the 15th day of January the system will update your statement cutoff date to be the last day of the prior year.
- Standard Statement: The values in this section determine the statement archive date and how the Standard Statement appearance.
Warning: The Accounting Company Statement Cutoff Date is a date/time field used when generating all statements for the Accounting Company, including those available on the My Contribution Statement page and Standard Statements. Standard Statements considers both the date and time when determining the statement cutoff date. Want to include all donations made through December 31st? Set the Statement Cutoff Date to 12/31/[year] 11:59 PM.
- Whether Non-Cash Gifts appear on statements globally. If List Non-Cash Gifts is set to Yes, then the My Contribution Statement and Donor Stmt reports from the Platform list non-cash gifts. Non-Cash/Asset Payment Type is set to Omit Amount on Statement is set to Yes (this cannot be modified), thus, gifts for the date range appear with no dollar value and don't affect the overall giving total.
- Ensure all Congregations are associated with the appropriate Accounting company.
Create a New Accounting Company
- Go to , and click New to create a new record. Indicate the company you made in the previous step in the Company Contact field.
- In the navigation menu, click . Ensure at least one Congregation has the Accounting Company you made in the previous step in the Accounting Company field.
- In the navigation menu, click . Create at least one Program for Events and Donations and assign it to that Congregation and Ministry.