Untitled Document

Fellowship Admin

 

 

Interim Report on Fellowship Financial System
January 2006

Robert Burns

 

I have worked diligently to explain the Fellowship POS needs in the simplest way possible in the outline below.  Questions are welcomed and encouraged.  This is a big step for the Fellowship.  It will be a powerful tool.  Instead of digging a ditch with spoon, we will be able to dig it with a tractor.

 

I have also been working on the procedures and protocols that will be required to efficiently operate the database and POS in a cost effective manner.  I am researching the benefits of the Quickbook system (and attendant cost) versus the Peachtree system I believe we already own.  A single user edition is only $320 for the Premier Non-profit addition and 5 users is only $1,119.  It can be made web accessible.  I think we need a single edition and not web accessible (the POS and database must be multi user and web accessible).  Quickbooks for Non-profit integrates with Skipjack and should be easily connected directly to the Fellowship database if needed, which I do not think is required.  The Quickbook edition has a nice budget feature that is easy to use and would be helpful to committees.

 

 

Fellowship Point Of Sale System Outline

 

POS to Database to Accounting software.

 

This is an outline for a web based POS system that is integrated to the Fellowship database.  Integration must be automatic and seamless.  The amount totals in each GL account is then manually (or automatically) transferred to the accounting software on a daily or weekly or monthly basis.  Detail of each POS transactions is maintained in the database (gross numbers only transferred to accounting software) and detail for all accounts payable (checks and expenses) are maintained in the accounting software.  Accounting software will give Income/Expense reports, Balance Sheet info, deposits made (balanced to the POS reports) and all accounting reports.  Detail of any transaction is found in the database.

 

There are two options with Skipjack for the POS.  One is for us to have all the POS info (all items codes for services, products, donations, registrations etc) that we could possible charge located on the Fellowship database and the Skipjack POS part connects only to the customer ID  info and completes the transaction tranaction.  Or all possible POS transactions is on the Skipjack side and is updated to the Fellowship database on a daily or weekly basis.

 

There are benefits to each and must be decided after careful consideration of both options.  It will take an hour or so with David and Steve to sort through the issues (I would prefer a small group for this) and then a conference call with Skipjack coordinators to become fully clear of the advantages and opportunities for each.  It may be decided to have David program our side or higher an outside team to program our database side.  Skipjack will program its side.

 

Either way, the POS should be able to do these things:

  1. POS transactions can be taken for cash, check, Visa, Master Card 
  2. POS transactions record check # if check or last 4 digits if a credit card.  Would show it is a cash transaction if cash. This helps coordinate the daily/weekly receipts with daily/weekly deposits. 
  3. All POS transactions have date and time recorded, what it is for, who it is from, who operated the POS transaction
  4. POS transaction records the item code and puts it into the proper General Ledger (GL) account. 
  5. GL code for Retail to include item codes for Hard Cover UB, Leather UB, soft cover UB, Paramony and other books under the GL account for books.  Also any item that is retailed by the Fellowship will have an item code attached to the Retail GL code.
  6. GL code for Vendors.  A different GL code for conference retail items being sold by vendors, not the Fellowship itself.  It may be best to have a GL code for each vendor and their item codes under that, to make it easier to run a report for what is owed to each conference vendor and the percentage owed back to the Fellowship. 
  7. GL code for Donations to include item codes for General or General auto-debit,
  8. GL code for earmarked or Restricted donations like Pipeline of Light.  These would then include Pipeline of Light donation and auto-debit Pipeline of Light.  If other earmarked donations become possible, then these Items would be under the GL code for Restricted Funds and shown as either one time or auto-debit.
  9. GL code for Services and Conferences, item codes would include: Child, teen or adult registration, room fee (single day or multiple days, single occupancy, double occupancy, and other room item codes as needed), meals (with each variable including children meals), Children program fees other program fees, Commuter fees, parking fees, etc   This group of item codes needs to be fully expanded to include any service, room, meal, optional day trips etc that can come up in an IC or SS.  These options would be put on a special web page (but is really just a modified POS for the purpose of registration).  The totals and the deposit are recorded, with balance amount due being easily checked or put in Accounts Receivable report.
  10. GL code for Shipping, item codes for single book, case book, and maybe two options for shipping fast and expensive or slow and cheap.  A set price is best for each option.
  11. GL code for taxes? Do we need tax item code for books sold, conference items sold or for other services?

Basically, if we can charge for it, we need an item code.  Each item code needs to be associated with its proper GL code.  Listing all the possible items for the POS will be the most difficult part to collect.   Items can be added when needed, but will cost each time we change or add items if on the Skipjack side or requiring David or someone if hosted on our side.  Cost will not be much either way, but the hassle will there though.   It is important to remember that any item code must be associated with one of the basic GL codes.  GL codes should rarely need to be changed or added to. The major GL codes I can think of include:

·                     Donations

·                     Restricted donations

·                     Retail

·                     Vendors (people selling stuff at conferences)

·                     Services and/or conferences

·                     Shipping

·                     Taxes

Again, these GL codes will have various item codes attached to them.  ie. under the GL code for Retail, there would be Item codes like leather UB, hardback UB, soft cover UB, Paramony, T-shirts, caps and any other items the Fellowship itself sells.  Under the GL code for Services/Conferences the Item codes would be adult registration, child registration, meals etc.

 

I do hope this makes sense to you.  I will do my best to explain any confusion.  The next step is deciding where the GL and Item codes are hosted (Fellowship database or Skipjack database). Then being sure we have the vast majority of items that can be donated to or purchased.  Then program the POS system, then install the system on the computers that will have access to the POS.  Computers can be added or deleted as need be.

 

Robert Burns