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Let's take a look at tracking fundraiser or donation revenue in the family accounting or expenses and ledger module you can the first set up a couple of
charge descriptions that would work for you if you're good to the configuration and system area
and under the accounting management section first place we'll look is the chart of accounts I've
created a revenue number here for donations and fundraisers specifically
and then I'm going to show you the charge description that I created an attached to that revenue type so we'll go to the charge credit
descriptions here and we'll go to the other charges and I've created a charge description down here are called donations and another one
called fundraiser and they both point to that general ledger number for the revenue so depending on
what type of revenue I'm posting fundraiser or donations I can use either of those descriptions
so then you have two ways that you can post
in Procare'ss family data and accounting module if you have the desire to track donations that are made by individual families then just simply go to
the family for example the Combs account here you would go to the ledger post your
donation amount whenever that would be
description here called donations and that could be for a bake sale
something like that
and that would be $20.00
and then I would probably post a payment by check
or payment by cash whatever they've done
on the next line
and that would be for the fundraiser or the donation
we'll post those and now if we go back... so now I've got a charge of $20 and payment of $20
on the individual family ledger if any other hand you have and at large were community type fundraiser where you may not have people who
are giving you money set up in Procare as families you could create a catchall family are called donation
and just make the primary payer fundraisers and donations if I go to their name you'll see that donations is the last name
the fundraisers and the & is the first name and that's how to set them up as a primary payer record
and then just post the donations total when you get the total amount in
whatever you took in total for the whole bake sale
for that day and then probably break out how much of it was checks
if you took in $150 in checks
then you would probably post it like that and the remainder would be paid by cash
let's say
there we go
and there's $100 for cash and so that accounts for all the payments that you took in for the bake sale on the 19th. we'll post that and
then when you go to your deposit report you'll have those
payments sitting out there waiting to be deposited when I click the view current button we'll see those three
of payments sitting here two checks there you go and that's just exactly how we've posted them so if you post to a generic account you can tell that
those amounts were for fundraisers and then you would close these out just like you would any deposit report
your checking account and close that report
Now let's take a look and see how those donation charges show up on reports we'll go to the reports, standard reports and I've selected report
here the specific charge credit summary and the date range I've selected as this week we'll go ahead and run that report
and we'll notice that we've got our donations right here I can double click to get the detail on that and I'll see the Combs account for $20.00 and
then our total donations entry there that we made on the donations account for 250 so you can
see all of your donations that way on the specific charge credit summer report
you can also tracked donations and fundraisers for the expenses and ledger module however if you enter these as a journal entry in expenses
and ledger they will not be included on your deposit reports in the family data on accounting module
so let's move or to expenses and ledger and go to my general journal here and I've got my journal picked donations and grants
and this will be bake sale
and we're going to put in our bank account that's gonna be our first national checking that went up by $250
and we select our donations
count right there and that went up $250 as well
and now we have a balanced entry with the debit and credit that equal each other the bank account one up by 250 and the donations and fundraisers
revenue went up by $250 and then post it.
that is a reconcilable transaction in the bank reconciliation part of expenses and ledger but will not show up on the deposit report in family data
and accounting because it was entered in the expenses and ledger module
and those are ways you can track donations and fundraisers in Procare