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= How to Use Your Handbook =
= How to Use Your Handbook =


welcome
Welcome to the Jewel Church Accounting System! Thank you for choosing Jewel for your church's local accounting needs. Jewel is designed to make your work as local church treasurer as easy and enjoyable as possible. We understand that most of you have taken time out of your busy lives to volunteer your time and effort for your church. This handbook is just one more way to make Jewel even easier for you to use. It is also a means for you to get help without needing to contact tech support.  
introduction
Welcome to the Jewel Church Accounting System! Thank you for choosing Jewel for your church's local accounting needs. Jewel is designed to make your work as local church treasurer as easy and enjoyable as possible. We understand that most of you have taken time out of your busy lives to volunteer your time and effort for your church. This handbook is just one more way to make Jewel even easier for you to use. It is also a means for you to get help without needing to contact tech support. It is divided into three parts: Part I: The Local Church Treasurer, Part II: Using Jewel, and Part III: For Future Reference.


Part I will give you information about your actual role as church treasurer and your specific responsibilities. We will also give you a little background into fund accounting, which is the type of accounting you will be performing as part of a non-profit organization. Maybe the most important part of this book, Part II will show you how to actually USE Jewel for your accounting needs. We provide you with the detailed, step-by-step process of setting up as well as all procedures you will encounter with Jewel. This will prove very useful to you, especially if you are a first-time Jewel user. Part III is simply a reference for your convenience. It provides a description of the reports you can find in Jewel, as well as Frequently Asked Questions. Part III is meant as an easy way for you to find the information you need - without having to call tech support!
We recommend that you read at least <strong>Chapters 1 through 3</strong> before you begin using Jewel. It doesn't take long to read, but will give you a great advantage as you begin using Jewel, especially if this is your first time!


We recommend that you read Part I and II before you begin using Jewel. It doesn't take long to read, but will give you a great advantage as you begin using Jewel, especially if this is your first time! Let this Handbook guide you through the set up process, weekly contribution recording, month closing, and year-end. Use Part III as a reference for when you have specific questions about a topic. The best way to find information in this Handbook is to use the index. The index provides a list of topics (in alphabetical order, as well as by procedure) and will give you the page numbers where you can find the information you are looking for.
As you read, notice the many links sprinkled throughout the handbook. Any time you see words in blue type, you can click on them to see more information. The link may take you to a definition, more in-depth instructions for completing the step you're working on, or even an entire article about the topic you're studying. So please, poke around!


= Introduction =
= Part I - Intro to Jewel Church Accounting =


&quot;Bring the whole tithe into the storehouse, that there may be food in my house. Test me in this,' says the Lord Almighty, 'and see if I will not throw open the floodgates of heaven and pour out so much blessing that you will not have room enough for it.&quot; Malachi 3:10
===[[What Does a Treasurer Do?|Chapter 1: What Does a Treasurer Do?]] ===
<ul>[[What Does a Treasurer Do?#Basic Treasurer Responsibilities|Basic Treasurer Responsibilities]]<br>


The local church treasurer holds a position of high responsibility. He/she is the custodian of all funds passing through their local church. They are therefore responsible for the monies given to further the Lord's work. Part One of this handbook is an effort to aid the treasurer in understanding their specific responsibilities as well as the basic principles of church accounting. The majority of this section is based on the &quot;Local Church Accounting Manual&quot; printed by the General Conference Auditing Service. Please refer to this manual for a definitive, detailed description of the treasurer's responsibilities.
[[What Does a Treasurer Do?#Fund Accounting Basics|Fund Accounting Basics]]<br></ul>


= Chapter 1: [[Responsibilities]] =
===[[Getting Started|Chapter 2: Getting Started]] ===
<ul>[[Getting Started#How to Get Help|How to Get Help]]<br>


= Chapter 2: [[Principles of Church Accounting]] =
[[Getting Started#Navigation within Jewel|Navigation within Jewel]]<br>


= Chapter 3: [[Installation and Setup]] =
[[Getting Started#Installation|Installation]]<br>


= Chapter 4: [[Your First Month]] =
[[Getting Started#Setting Up Your Database|Setting Up Your Database]]<br></ul>


= Chapter 5: [[More Accounting Processes]] =
= Part II - Using Jewel =
=== [[The Basic Jewel Processes|Chapter 3: The Basic Jewel Processes]] ===
<ul>[[Receiving and Handling Offerings]]
<ul>[[Receiving and Handling Offerings#Counting the Offering|Counting the Offering]]<br>
[[Receiving and Handling Offerings#Start New Offering - Recording Offerings in Jewel|Start New Offering - Recording Offerings in Jewel]]<br>
[[Receiving and Handling Offerings#Deposit Slip|Deposit Slip]]<br>
[[Receiving and Handling Offerings#Contribution Entry|Contribution Entry]]<br>
[[Receiving and Handling Offerings#Trial Deposit|Trial Deposit]]<br>
[[Receiving and Handling Offerings#Make Deposit|Make Deposit]]<br>
</ul>


= Chapter 6: [[Reports]] =
[[Entering Common Transactions]]
<ul>[[Entering Common Transactions#Checks and Other Payments|Checks and Other Payments]]<br>
[[Entering Common Transactions#Transfer Funds|Transfer Funds]]<br>
[[Entering Common Transactions#Void a Check|Void a Check]]<br>
[[Entering Common Transactions#Returned Offerings|Returned Offerings/NSF Checks]]<br>
[[Entering Common Transactions#AdventistGiving Offerings|AdventistGiving Offerings]]</ul>


choose reports
[[Month End Processes]]
reports choosing
<ul>[[Month End Processes#Remit to Conference|Remit to Conference]]<br>
dates
[[Month End Processes#Send Remittance Report|Send Remittance Report]]<br>
copy to clipboard
[[Month End Processes#Make Budget Allocations|Make Budget Allocations]]<br>
print
[[Bank Reconciliation|Reconcile Bank Statements]]<br>
The purpose of this chapter is to give you a description of each report provided by Jewel. These reports are made automatically, with no extra work from you. Jewel simply takes the data that you have entered week to week and organizes it in these reports, providing a clear picture of your church's financial status currently, as well as compared to the last couple of years. Jewel is capable of storing many, many years of data.
[[Month End Processes#Print Monthly Reports|Print Monthly Reports]]<br>
[[Month End Processes#Back Up Data|Back Up Data]]<br>
[[Month End Processes#Send Backup to Conference|Send Backup to Conference]]</ul>


There are a few common elements throughout most of these reports. Firstly, as you look through them, notice in the upper left corner of each report is a section titled Dates. Here, you can select from a list of date ranges by clicking the down arrow. These include ranges such as this month to date, last month to date, last fiscal year, etc. You can also choose to see a report of a more specific date range. If so, just to the right you can type in the beginning and end dates of the report you would like to see. As you change the date, notice that the report below changes according to the time frame you have chosen.
[[Year End Processes]]
<ul>[[Year End Processes#Year-end Budget Tasks|Year-end Budget Tasks]]<br>
[[Year End Processes#Zero Out Funds|Zero Out Funds]]<br>
[[Year End Processes#Contribution Receipts|Contribution Receipts]]<br>
[[Year End Processes#Print Reports|Print Reports]]<br>
[[Year End Processes#Form 1099 Payments|Form 1099 Payments]]</ul></ul>


The other functions common to all of the reports are Copy to Clipboard and Print, both located in the upper right corner of the screen. Clicking Copy to Clipboard enables you to copy the report and paste it into another document, such as Microsoft Word. Simply right click in the new document and choose Paste, or select Paste from the menu at the top of your text editor. The Print button enables you to print the report. You can also select how many copies of the report you would like printed, by clicking the up and down arrows in the small text box beside the Print button. Also, notice especially in the first column of most of the reports, some of the text is too lengthy to fit in the area provided for. If you want to see all the text, simply move your cursor over the header line between the first column and second column. The cursor will change into a different symbol. When it does, click and drag the column to the right until you can see all of the text. You can also make the columns smaller with the same process, but by dragging the line to the left.
=== [[Bank Reconciliation|Chapter 4: Bank Reconciliation]] ===


== Financial Summary ==
=== [[Budget|Chapter 5: Budget]] ===


financial summary
=== [[Less-common Transaction Types|Chapter 6: Less-common Transaction Types]] ===
balance sheet
assets
liabilities
fund equity
detail
summary
This report is likely the one you will encounter and use the most. It is generally reported monthly and annually and Jewel will print the Financial Summary as part of Month- and Year-End reports. This is an excellent summary of all the financial transactions which have taken place during the time period you have selected. The financial summary is very useful for presenting to the church board, and you may want to consider printing out a copy to distribute to each board member.


This report is the equivalent of what you may have heard referred to as a &quot;Balance Sheet.&quot; The first section of the report shows all conference funds. This is the equivalent of your Liabilities (these are funds you owe to another party). If the report you are viewing was after the close of a month or year, the ending balance should be zero. If not, it means you have not remitted all conference funds yet.
=== [[Making Corrections|Chapter 7: Making Corrections]] ===
<ul>[[Corrections In the Current Month|In the Current Month]]<br>
[[Corrections In a Previous Month|In a Previous Month]]<br>
[[Correcting Transactions Involving Conference Funds|Transactions Involving Conference Funds]]</ul>


The middle section shows Local Church Funds, which is the equivalent of your Fund Equity. This shows how the money you have in the bank is to be spent in your church.
= Part III - For Reference =
=== [[Reports|Chapter 8: Reports]] ===
=== [[Maintaining and Customizing Jewel|Chapter 9: Maintaining and Customizing Jewel]] ===
<ul>[[Edit Names]]<br>
[[Edit Accounts]]<br>
[[Budget|Edit Budget Allocations]]<br>
[[Properties]]<br>
[[Cleaning Up the Bank Rec]]<br>
[[Jewel and AdventistGiving]]<br>
</ul>


The third section is your bank account(s), which refers to your Assets. The money amount in your bank account(s) must be equal to the amount listed under Local Church Funds (Assets = Liabilities + Fund Equity). As you look at this report, notice that it shows all deposits made, checks written, as well as any funds transferred between accounts. It also shows your beginning and ending balances.
=== [[Frequently Asked Questions|Chapter 10: Frequently Asked Questions]] ===


Notice to the right of the date selection box there are is an option to select either Summary or Detail. The report defaults to Summary, which only shows all parent accounts. If you click on Detail, the report will show all of the sub accounts falling under the parent accounts and the specific transactions taken place in each.


== Monthly Budget ==


monthly budget report
monthly budget
year-to-date
month actual
difference
This report is only useful if you have made a budget allocation for your church budget. It shows you on a month by month basis how your actual spending compares to what was budgeted for each month. It also shows a year-to-date (YTD) comparison so you can see how your spending compares overall to the budgeted amount since the beginning of the year. This report is fairly self-explanatory, but we will discuss what each column of data shows. The first column to the left is the Accounts which have been budgeted for under Church Expense. The second column entitled &quot;Month Actual&quot; shows the amount of money which has been spent on each account. Say you wrote a $100.00 check for your electric bill for the current month. This check will show up under the Month Actual beside the Utilities account. The next column over is Month Budgeted, which tells you the amount which was budgeted for this month (calculated by Jewel when performing Budget Allocation). The next column is Difference, which tells you what the difference is between what you have spent and what was budgeted for each account. The next three columns show the same information, but for year-to-date. This may also be a very useful report to present to the church board to illustrate how your church is doing regarding following the planned budget.


Near the bottom is a summary of Church Budget income and income from all other funds as well as funds spent and difference for current month and year-to-date. The last line shows a total of all funds at the beginning of the year, beginning of the current month, and end of the current month.
[[Linda's Jewel How-to's]]
 
== Contribution Report ==
 
contribution report
contributions
all accounts
summary
detail
This report shows how much money has been contributed during the selected time frame, and which accounts the monies were donated to. You can either view all accounts, or select only one to view. Do this by clicking the down arrow by the text box in the upper left corner, and select which account you would like to view. This report defaults to showing All Accounts. This report also defaults to a detailed report, showing the contributions by donor and date. However, you can also look at a Summary report which adds up the totals donated from each donor for all dates within the time frame selected and shows you how much total was donated to each account for conference and local funds.
 
The detail report does have a summary at the bottom of the report as well. When viewing the detail report, notice that your cursor changes to a magnifying glass when you are over any of the entries. This means then when you click, it will take you to the contribution entry screen for the entry you clicked on. You can use this either to view the entry screen, or to actually make changes. You may have noticed while looking at the Contribution Report, that the wrong amounts may have been keyed in to the account. You can correct this by clicking on that entry and making the appropriate changes in the Contribution Entry screen. However, you can use this method ONLY to change how much was in each account. You CANNOT make a change to the total amount contributed.
 
== Contribution Statistics ==
 
This report summarizes church giving patterns. For each fund which received contributions during the report period, several pieces of information are shown:
 
* Donors: The number of donors or families who gave to this fund. (A husband and wife, for example, are a family, not two individual donors, if they are listed together in the Names List, and receive a single receipt.)
* Donor %: The percentage of donors who gave to this fund, out of all donors who gave anything for any fund.
* Amount: The total amount contributed to this fund.
* Amount %: The percentage given to this fund, of the total contributed to all funds.
* Per Capita: The per capita (average) amount given by those who donated to this fund.
* Average: The average amount given to this fund by all donors who gave for any fund.
 
One useful calculation that can be made from this report is Church Budget as a percentage of Tithe. This can also be seen in graphical form by choosing Reports and Graphs, Graphs, Percentage Comparison.
 
== Deposit Report ==
 
deposit report
offering deposits
interest earned
edit deposit
The Deposit Report shows all deposits you have made into your checking account(s) during the selected time frame. This includes offering deposits as well as any interest earned. If you have multiple bank accounts (such as checking and savings), you can choose to view any of these individually by clicking the down arrow in the upper left corner text box and selecting the desired account. This is an easy way to view only the deposits made, and how each deposit was divided into the church accounts. As with the contribution report, you can click on any deposit which will take you to the Edit Deposit screen for the respective deposit. You can also make corrections here if needed, by clicking Make Corrections on the Edit Deposit screen, and then making the appropriate changes in the Contribution Entry. Any new changes will be stored, overriding previous entries. However, remember that you cannot change the total amount deposited - you can only make corrections to how much was to be put in each account - the total MUST remain the same, as this has already been deposited in your banking account.
 
== Check Report ==
 
check report
checks
account
sort
This is a report of all checks which have been written during the selected time frame. This will also include any bank fees, etc which were keyed in as a General Journal Entry. As with the deposit report, you can also choose which account to view in the upper left corner. Notice to the right of account and date selection is a box entitled Sort Order. Here you can choose in what order you would like your checks to be sorted in. You can sort by date, check number, payee, or account. Notice that your cursor turns into a magnifying glass over this report as well. By clicking, you will be taken to the actual check written. However, you cannot make any changes if the month is closed where the check was written, as the check has already been processed! You may want to view the details of the check, such as the memo written. This is a convenient way to view the check.
 
== Transfer/Allocation Report ==
 
transfer report
transfer/allocation report
budget allocation
This report shows you all the transfers which have been made between accounts. Also, if you have made a budget allocation for the year, this report will show the allocation as well. The memo will indicate the allocation and what month it was for.
 
== Account Journal ==
 
account journal
fund transfers
budget allocations
deposits
checks
The Account Journal is a summary of the deposit report and checking report combined - showing all monies which have been deposited into or taken out of the account you have selected (by default, your checking account). It will also show fund transfers and budget allocations. The first column &quot;Type&quot; shows what type of transaction it was - if it was a check, the check number will show here; if it was a deposit, this column will say &quot;DEP&quot;. The next column is date, showing what date the transaction took place. The To/From Account column lists the account the transaction took place for. Under Amount, the amount added or subtracted is listed. Positive numbers under this column indicate a deposit or interest earned. Negative numbers indicate checks written or bank fees. The Account Journal should match up exactly with your bank's records.
 
== Receipts ==
 
receipts
contributions
donor
This is a report of all contributions, listed by donor and in the form of the Contribution Receipts you will send out at the end of each calendar year. Printing contribution receipts is included in the &quot;Next Step&quot; process of calendar year end, but you may need to look at the receipts at other times during the year. If for some reason a donor wants to see their donations so far in the year, you can print their year-to-date contribution receipt from this report. When you click on Receipts on the Reports &amp; Graphs main screen, a dialog box will come up asking which receipts you would like to view. You have the option of viewing all, a single donor, or a range of donors. Fill in the appropriate range and click OK. If you are viewing All receipts, they will appear in alphabetical order. Each ****** line indicates a page break. This means that when you print, all the information between these lines will print on its own page.
 
== Lists ==
 
Names
 
names list
donors
vendors
ID number
address
phone number
edit names
The Names List is a record of all donors and vendors. You can view donors, vendors or both. You can also view names by hidden or active status. This list shows donor/vendor ID number, address, phone number, and codes. These codes indicate whether they are a donor(D) or vendor(V) and whether or not they are to receive receipts at year end(R). You can also edit any name by clicking on it - you will be taken to the Edit Names screen where you can make appropriate changes.
 
Accounts
 
accounts list
conference accounts
local accounts
ID number
account name
tax-deductible
non-posting
edit accounts
The Accounts List is a record of all accounts listed in Jewel for your local church as well as your local conference. This list can be sorted by ID number or account name. For each account, this list shows tax-deductible status (TD) and Non-posting (NP) status. You can edit an account from this report by clicking on the account you want to edit. You will be taken to the Edit Accounts screen.
 
== Comparisons ==
 
comparison reports
monthly expense
annual comparison
Monthly Expense
 
This is a report comparing your current monthly expenses with the same month's expenses from the last year. There is also a year-to-date(YTD) comparison. This is useful for finding spending trends and catching any significant differences in spending from year to year.
 
Annual
 
This report is just like the Monthly expense report except that it is comparing the entire year with previous years. This is more useful for finding overall spending trends. You can compare your spending with up to two years previous from the current year.
 
== Graphs ==
 
graphs
contributions
percentage comparison
donor counts
This is yet another convenient method of presenting your church's financial status. This is an excellent tool to help visualize your church's finances. You can view graphs of contributions, percentage comparison, and donor counts. As with all other reports, you are able to select the time frame you would like to view. You can also view by account - conference, local, individual, or all accounts. Notice that you can change the format of your graph to either line, bar, area, step, or pie chart. Whether or not you use this will depend on the preferences of your church board and how you would like to present your data to them.
 
''FAQs''<br />
 
 
''Can I transfer Jewel reports into an Excel or Word document so I can change the report format?''
 
Yes. All you need to do is select the report and Copy to Clipboard (Ctrl+C) and then Paste (Ctrl+V) into your Excel document.<br />
<br />
 
 
= Chapter 7: [[Customizing Jewel - Properties]] =
 
properties
customize
preferences
options
In this section, we will discuss how to make Jewel work for your church's specific needs. Jewel has many customizable options which you can adjust as needed. All changes can be made from Jewel's Properties screen. You can get to Properties by going to Menu Bar → Maintenance → Properties.
 
== Church Info ==
 
church information
entity ID
password
receipt signature file
signature
Your church name, entity ID, address, and treasurer's name should have been filled out during your initial Set Up. If you need to make any changes, this is where you will update that information. If you have a password set, this is also where you can change your password. Simply click on “Change Password,” and follow instructions for creating a new password.
 
Notice the area below Church information: Receipt Signature File. This is where you can scan in your signature to be printed out on the receipts. This can save you a lot of time at the end of the year! If you would rather sign your receipts manually, simply leave this area blank. If you would like to scan in your signature, follow these instructions:
 
# Create a bitmap (.bmp) file of your signature. Scan your signature at 300 DPI or at your printer's highest resolution - whichever is higher.
# Crop the BMP file to its smallest possible size without clipping out any of your signature.
# Save the BMP file in the Jewel directory (C:\Program Files\Jewel.)
# Click the &quot;...&quot; button at the end of the Receipt Signature File box and select your signature file.
# Your signature should now appear in the textbox and will be printed on all contribution receipts.
 
== General ==
 
Back Up Path
 
back up path
back up
external back up
At the end of each month, you will create a personal back up of your database. In this text box, you will select the drive for your database to be backed up to. Follow these instructions for creating your month-end external backups:
 
# Go to My Computer (or Computer if using Vista or Windows 7) and under “Devices with Removable Storage,” find what letter the computer has assigned to your flash drive.
# Then in Jewel, go to Maintenance, Properties, General Tab and change the letter in the Copy to Disk Path to match the letter the computer assigned. It must be typed in this format: e:\ (letter colon backslash). Click OK to leave Properties.
# When you click on Backup on the NextStep button or click on File, Copy to Disk the backup should go to the appropriate drive.
 
Options
 
options
sort order
show donor address
check numbers
deposit slip
transfers
print setup
printing checks
This section will likely be one you will be making adjustments to the most. We will describe here what each of the options does and how to change them for your needs. Simply click to check or uncheck options depending on if you need them or not.
 
''Sort Envelopes by Order Entered:''Check in this box if you wish the Trial Deposit report and the Contribution Report to print out sorted by the order that you entered the envelopes. Leave the box blank to print the envelopes in alphabetical order.
 
''Always Show Donor Address:''When you enter envelopes, you can have Jewel show the address of the donor. If this box is not checked Jewel will only display an address for donors with the same last names.
 
''Require Check Numbers for Contributions:''The NSF Check # feature of Jewel will not function if check numbers are not entered. However, if you choose NOT to enter each donor's check number, and lose the NSF Check # function, then click to remove the check mark. Check #'s will display on year-end receipts if entered. Having this box checked (using check #s) will require the check number to be entered each time a donation by check is entered in Contribution Entry.
 
''Use Deposit Slip:''This option provides use of the Deposit Slip which adds up the amount of the cash and checks and provides a slip for use when making the deposit at the bank.
 
''Allow Transfers Between Conference and Local Accounts:''If this is checked, you can use Conference funds in the Transfer Funds window. This is only necessary in exceptional circumstances, since by definition all Conference funds are normally forwarded directly to the Conference. Any changes to Conference funds made in Transfer Funds will not be reflected on the donor's receipt. It is important to turn this feature off when you are done using it to prevent an accidental transfer of Conference funds.
 
''Show &quot;Print Setup&quot; Before Printing:''Unchecked, this feature allows printing without using the &quot;Print Setup&quot; window. Jewel uses the default printer set up in Windows.
 
''Print New Checks:''Click to put a check mark in the box if you normally want to print the checks you enter into the computer. If you do NOT want to print the checks, do not check this box. If you are hand writing your checks, you may not want Jewel to print your checks.
 
''Using Pre-Printed Checks:''Check this box if you are printing your checks on Jewel but the checks are preprinted with the bank name, check number, &quot;Pay to the Order of:&quot; etc.
 
''Print Memo on Check:''Use this option to utilize the checks memo feature on the bottom left hand corner of the check or to turn it off. Either way, the memo will still print on the check stub for your records.
 
Fiscal Year and Closing Dates
 
closing dates
fiscal year
zero accounts
Use the drop-down menu to select the month which starts your church's fiscal year. The fiscal year is the 12-month period (cycle) your church uses for the church budget. This has no effect on the calendar year and Donor receipts, which will always print out in January.
 
Click on the Close ......Fiscal Year button to do the annual closing manually. If this button is not on your screen, it is because it is not now time to be performing an annual closing (as set in Maintenance, Properties, General Tab.)
 
Here, you can also choose the method you will use to zero out your sub accounts at year-end. Churches on the Combined Budget system usually use &quot;Budget Sub Accounts Only,&quot; others zero out &quot;All Sub Accounts.&quot;
 
== Internet ==
 
internet properties
send reports online
send reports electronically
send to conference server
conference server address
ACH funds transfer
The Internet properties allow you to send your database, month-end reports, and remittance reports to your Conference electronically. Note: To use the Internet features, you MUST have an Internet connection (Internet Service Provider). If you are on the web, you have what you need!
 
Send …. to Conference Server
 
Click to place a check mark in the boxes for “Send Month-End Reports to Conference Server” and/or “Send Remittance Report to Conference Server” if you would like to send your reports electronically. These reports will NOT be sent to the conference at the end of each month unless you have these options checked.
 
Conference Server Address
 
This is the name of the Internet server that receives your backups and reports. You won't need to change this unless you are specifically asked to by your conference tech support.
 
ACH Funds Transfer
 
Check this box to permit the Conference to withdraw funds from your bank account instead of writing a check for your Conference Remittance. If the box is not checked, you will need to print your remittance check and mail it each month. However, if your Conference office is using Jewel, they have the ability to receive your remittance check electronically. If this is the case, they will give you instructions on how to set it up.
 
''NOTE:''If you are interested in using ACH, contact your conference to find out if they are working on it, and let them know it would be a benefit to you!
 
Reports/Auditor
 
This information directs the monthly reports to the correct site for the Conference. Do NOT make any changes here unless directed by your auditor or tech support.
 
== Accounts ==
 
accounts
bank account
currency type
contribution entry
Under the Accounts tab, you can select Default Bank Accounts for deposit and checking, where to remit Conference funds to, and the order you wish accounts to appear in when doing Contribution Entry. If you are outside the USA, you can also choose currency type here.
 
Banking Information
 
''Default Deposit Account:''Click the down arrow and select the bank account where contributions will be DEPOSITED. This will generally be your main Checking Account. If you have not yet added a checking account, and need to make a new one, click the (+) sign to be taken to Edit Accounts. You can add a new account, and then return to properties to select that account.
 
''Default Checking Account:''Click the down arrow and select the bank account where Checks will be written from. (This is usually the same as the Deposit Account.)
 
''Remit To:''Click the down arrow and select your local Conference for checks to be remitted to each month.
 
Currency
 
Type in the currency you use (Dollars, Pounds etc). The only place the currency symbol is used in Jewel is for Checks. The Symbol is set by Windows under Start → Control Panel → Regional Settings.
 
Default Account Order for Contributions
 
This section allows you to adapt Contribution Entry to your own personal needs to make the weekly entries faster and easier to use. The set of fields you see here is exactly what Contribution Entry will look like when entering envelopes. Jewel has a preset order that the accounts will appear in, as you enter envelopes. Usually Tithe is first, followed by Combined Budget, etc. You may re-arrange or add to this list according to your needs. Contribution Entry will bring up accounts in the order they are listed here. Do not attempt to list all accounts in this list – only enter the most frequently used accounts. All others will be available in alphabetical and numerical order. After using Contribution Entry for a few weeks, you may wish to come back here and make further changes.
 
How to adjust account order:
 
To add to the end of the default account list, select the last account and press Enter until you have the number of account fields you need. Click the down arrow to select the appropriate accounts in the desired order.
 
To insert an account in the middle of the list, select the account you want the new account ABOVE. Click insert, and a new field will be entered above the selected account.
 
To edit previously entered accounts, simply select the account and click the down arrow to choose a new account, or click the (+) sign to edit the current account.
 
To delete an account, select the account you want deleted, and click Delete.
 
NOTE: The Insert and Delete buttons are changing the account order - it will not delete the account from Jewel.
 
== Reports ==
 
reports
automatic reports
copies to print
print reports
In the accounting process you will be printing periodic reports, monthly, year-end, etc. This tab lets you choose when these report periods happen, and which reports to print. This is also where you can make printer adjustments if your printer does not place the print in the correct position on the paper.
 
Most churches use the reports as already listed. You may wish to leave these settings as they are. Check with your auditor and your church board to find out what reports are required for each time period. These report settings can be changed at any time. Any report can be printed at any time without being in this list by going to Reports and Graphs, finding the appropriate report, and clicking the Print button. If a report is in one of these lists, Jewel will require it to be printed before going on to other procedures. So, if you do not want a report every time, do NOT put it in this list.
 
Select Automatic Reports
 
Choose the report period you would like to change by clicking on the down arrow and selecting the appropriate time period. Your options are: Offering Reports, Monthly Reports, Quarterly Reports, Fiscal Year Reports, and Calendar Year Reports. Most churches will only have Monthly, Fiscal, and Calendar Year-End reports.
 
To add or delete a particular report, use the Add or Delete buttons.
 
Add
 
# Click on Add to add a report to the Time Period showing.
# Choose a Report type by clicking the down arrow and selecting the type of report desired.
# Choose a Time Period by clicking the down arrow and select the appropriate time period.
# Click up or down arrows to determine the number of copies to print.
# Click OK to accept your changes, or Cancel to NOT accept changes.
 
Delete
 
# Select the report you would like to be deleted and click on Delete.
# In the message box, click Yes to delete the report or No to not remove the report from the list.
 
Copies to Print
 
Click the up or down arrows to increase or decrease the number of copies to print of the selected Report Type.
 
Report and Check Calibration
 
report calibration
check calibration
printing
print calibration
adjust alignment
When printing reports, you may find that your printer did not place the print in the correct position on the paper. Printer adjustments are made by nudging the print area left or right, up or down on your paper. This adjustment is especially important if checks are printed from Jewel. You may need to calibrate each time you change printers. Therefore, it is neither necessary nor recommended to use more than one printer for Jewel. The most critical adjustments are needed for the printing of checks. Reports will usually print OK if the checks are adjusted correctly.
 
''How to Adjust Alignment''
 
Print a check on a regular check blank. If the print needs to be moved on the form then follow the procedures below. When choosing a value for nudging the print, follow these length guidelines: 1/16 inch = 90; 1/8 inch = 180; ¼ inch = 360
 
CAUTION: Be careful about the placing of paper in the printer. Be sure the tray is holding it firmly. If the sides are not snug, the paper will print differently from sheet to sheet or even turn slightly as it goes through. Be particularly cautious of sheet feeders. Keep the side guides snug against the paper, and the paper all the way in before printing.
 
''Horizontal Nudge:''Click on the Left or Right selection buttons to indicate the direction you need the print to move on the paper. Type a value to nudge the print.
 
''Vertical Nudge:''Click on the Up or Down selection buttons to indicate the direction you need the print to move on the paper. Type a value to nudge the print.
 
''Print Calibration:''Click the Print Calibration Page button to print a test pattern. It will help you determine the need of further adjustments. Repeat this process until the print is properly located.
 
''Pages per Print Job:''Lower the number of pages to print at a time in a print job if you are receiving &quot;out of memory error&quot; while printing. All your work will still be printed-the computer will just send fewer pages at a time to the printer.
 
== Report Format ==
 
report format
customize reports
orientation
margins
fonts
Printed reports can be customized to your needs. Each individual report can be adjusted to how you need it to look. Here, you can change paper orientation, margins, fonts, font size and column width for each printed report.
 
''How to Adjust Report Formats''
 
<ul>
<li>Start by choosing the report you wish to adjust, and then click to place a check mark by Edit.</li>
<li>Font Name:
Choose the desired font. The list you see here is of the fonts installed on your computer.</li>
<li>Font Size:
Select a font size - remember, the larger the number, the larger the size and the more space it will use on the page, requiring wider columns.</li>
<li>Orientation:
Click the Portrait button to print a vertical report or the Landscape button to print a horizontal report.</li>
<li>Column Widths:
Key in the number of centimeters to use for the width of each column.</li>
<li>Margins:
Type the desired width of each margin (distance from the edge of the paper.) The numbers are in centimeters. Depending on your printer, there may be various unprintable areas. Be sure to print a test report to ensure all of the report is printed.</li>
<li>Print Test Reports:
Click Print Test Reports to print a test report to see how your changes look. If you are not satisfied with the results, continue to adjust the settings again and try another test print.</li></ul>
 
= Chapter 8: [[Mortgage Record Keeping]] =
 
mortgage
mortgage record keeping
loans
tracking loans
mortgage payable
== Tracking Loan Balances ==
 
Three accounts and four sub accounts need to be set up; MORTGAGE PAYMENT (901), MORTGAGE PAYABLE (60), Principal Paid (60.1), Interest Payable (60.2). (MORTGAGE REDUCTION (900), and Principal Reduction (900.1), Interest Added (900.2). Main accounts are capitalized and sub accounts are lower case.
 
Setup Accounts
 
# Go to Maintenance and select Edit Accounts.
# Select new account button.
# Highlight account type as local fund.
# Type in ID number.
# Type in account name (capitalize main account).
# Uncheck tax deductible box.
# Mark sub account box for accounts 60.1 and 900.1
# Select down arrow button, scroll and select proper main account
 
60.1 (Principal Paid) main account is MORTGAGE PAYABLE<br />
60.2 (Interest Payable) main account is MORTGAGE PAYABLE<br />
900.1 (Principal Reduction) main account is MORTGAGE REDUCTION<br />
900.2 (Interest Added) main account is MORTGAGE REDUCTION
 
Setup Initial Balances
 
# Go to Accounting and select “Make General Journal Entry.”
# Under memo type “loan setup.”
# Leave button filled for deposit and interest earned.
# Select bank account as checking. Do not enter anything for income or expense (this allows $0 entry).
# Under accounts, type &quot;60 (MORTGAGE PAYABLE)&quot; and under expense, type in the mortgage principal. Type in &quot;900 (MORTGAGE REDUCTION)&quot; then under income, type in the mortgage principal (same as previously).
 
== Recording Mortgage Payments ==
 
Follow these two steps to record mortgage payments.
 
Step 1
 
To record the mortgage payment, write a check to record the full payment. Charge to account 901 (MORTGAGE PAYMENT). Donations or transfers for the mortgage are also deposited in this account.
 
Step 2
 
To record the reduction of the mortgage payment and the addition of the accrued interest from your SURF statement:
 
# Go to Accounting and select “Make General Journal Entry”.
# Under memo type “payment and interest applied to mortgage”.
# Leave button filled for deposit and interest earned.
# Select bank account as checking. Do not enter anything for income or expense (this allows $0 entry).
# Under accounts, type &quot;60.1 (Principal Paid)&quot; then under income type in the payment amount. Under accounts, type in 60.2 (Interest Payable) then, under expense type in the interest amount. Under accounts, type in 900.1 (Principal Reduction) then under expense type in the payment amount. Under accounts, type in 900.2 (Interest Added) then under income type in the interest amount.
 
= Chapter 9: [[Frequently Asked Questions]] =
 
== General FAQs ==
 
network computer network ''Can Jewel be used on a network?''<br />
Yes. However, if two or more computers are doing the same function, such as entering contributions, then the computer that started the operation must be the one to close/finish the operation.
 
independent ministry ''Can Jewel be used for the bookkeeping of an Independent Ministry? There is no tithe or remittance check used.''<br />
Yes. You will need to void the Conference remittance check when it comes each month to avoid skipping a check number.
 
multiple databases database ''Can I have more than one database on one program of Jewel?''<br />
Yes. You'll just need to make sure the file names are different, and be careful to put the correct data into the correct database. To open different databases, go to File → Open Database. Select the database you would like to open, then click Open. This is only to be done for groups or companies associated with your church. A separate church will need to purchase their own copy of Jewel.
 
restore full backup backup restore backup ''How do I restore a backup?''<br />
Go to File → Utilities → Restore Full Backup. Change directory to where the backup is stored (usually the Jewel directory, but it depends on what you have named it) and select the backup (.jlb) file, then click open. The full backup of your database is restored to Jewel as soon as you click open.
 
investment funds gains/losses investment ''How do I record gains and/or losses for investment funds?''<br />
This is done during your monthly reconciliation of your investment fund account. In the reconciliation screen, select the appropriate account for your investment fund. Then, in New Entry at bottom right corner, enter the interest (positive for gain, negative for loss), add a Memo, and click Add Entry. Make sure to click OK when the reconciliation is complete, and the gain/loss entry will be recorded.<br />
<br />
You can also record investment gains/losses by making a General Journal Entry. You can use this method if you want to record them at a different time from when you are performing your monthly bank reconciliation.
 
Jewel not opening ''Help!! My Jewel software won't open!!''<br />
You will need your original Jewel CD. First, back up your database. You should be able to find it in your Jewel directory on your computer - simply save your database on external memory (memory stick, CD, etc). Then uninstall Jewel (go to My Computer → Control Panel → Add/Remove Programs). Once Jewel is uninstalled, reinstall Jewel from the your original CD and restore your backup database (File → Utilities → Restore Full Backup).
 
MacIntosh computer macintosh apple windows emulator ''Can I run Jewel on a Mac Computer?''<br />
Yes. But you will need to run it in a Windows Emulator. Contact the business you purchased your Mac from, and ask about a Windows Emulator for running software designed for Windows.
 
opening database database won't open database error message database ''When I try to open my database, an error message comes up saying the file has been moved, deleted, or renamed. How can I open my database?''<br />
On your Windows toolbar, go to Start → Search, then type your church's name.mdb and search in all files and folders. When the database is found, move it to the directory under My Documents named &quot;Jewel.&quot; You should now be able to open your database as usual in Jewel.
 
screen resolution resolution netbook ''What is the recommended screen resolution for running Jewel?''<br />
The minimum screen resolution for Jewel is 1024 by 768 pixels. It is recommended to set the DPI to 96, and font size to normal. Jewel should work just fine on any normal screen resolution. If you are using a netbook however, we recommend you use an external monitor.
 
''How much history can my Jewel database hold?''<br />
As much as you need it to! It's only limit is the size of your computer's hard drive, which should be quite adequate. Data files take up a very small amount of memory.
 
security system antivirus virus ''I am installing Jewel on a new/different computer. However, when trying to install, my security system flagged Jewel as a virus. What do I do?''<br />
This is likely due to the file: WINVNC.exe It is a file within Jewel that is used for desktop sharing. Look at your security system and find out this is the file being flagged. If so, it's fine to go ahead and install. Jewel does not have a virus! Your security system may find the WINVNC.exe file a security threat because it is part of a system which would allow another user to have access to your desktop.
 
database database from auditor opening database ''I can't open my database received from the auditor. And/or there is a Windows error message when trying to open database directly from my memory stick. Why can't I open the database?''<br />
You are probably trying to open the database with something other than Jewel. Remember: Your database can ONLY be opened IN JEWEL!! You will get error messages when trying to open it any other way.
 
backup database database backup back up ''It is not month-end, but I want to make a back up of my database. How can I perform this process?''<br />
From Jewel's Menu Bar, go to File → Copy to Disk. This will back up your database to the drive specified under Maintenance → Properties → Copy to Disk Path. This is the same location you back up to at month end, so if you are using a different drive from your month end backups, you will need to change the Disk Path name.
 
== Making Corrections ==
 
correct donor name change donor name ''How do I correct a Donor name in a closed month?''<br />
 
 
# Go to Start New Offering and change the date to the first day after the last offering you entered (if you have entered March 6 offering, then change the date to March 7.
# Leave the offering amount blank.
# Bring up the incorrect name in Contribution Entry. Put a minus sign (-) in front of the cash or check amount. Put a minus sign (-) in front of all the amounts that were entered on that envelope.
# Click &quot;No&quot; when Jewel asks if you want to do a Trial Deposit.
# Now, still in Contribution entry, bring up the correct name. Enter the envelope as usual.
# Go on to Make Deposit and complete the Deposit. (You should have zero for all offerings because you added on one envelope and subtracted on the other.)
 
''How do I void a check in a closed month?''<br />
 
 
# To void a check that has already been entered into the computer, click on Accounting → Void a Check.
# Click on the check you would like to void.
# If needed, modify the memo field so that it documents what you are doing.
# Click OK.
 
check correction change check edit check ''How do I correct a check written in the current month?''<br />
Go to Reports &amp; Graphs → Check Report and Select (double click) the check you need to correct. Then click on Edit Check, make the necessary corrections and click OK.
 
correct remittance check ''How do I correct a Conference Remittance check?''<br />
First, you will need to void the incorrect remittance check, by selecting the appropriate check from the Check Report, then edit check, and enter Void in pay to the order of, then click make electronic payment. Once the check is voided, go to Accounting → Make Manual Remittance and enter the correct amount for the remittance check. Click OK to complete the record and print the corrected check.
 
incorrect contribution order contribution order ''I've entered a week's contribution in the wrong order - how do I fix it?''<br />
Okay. For the sake of explaining, let's call the weeks, week 1 and week 2. You have accidentally entered week 2 BEFORE entering week 1. We are assuming Week 2 was entered under the correct date. What you'll need to do is go ahead and enter week 1, but under a date AFTER week 2's offering (ie Week 2 was March 6, so enter week 1 under March 7). After you have completed week 1's offering, go to the Deposit Report, select Week 1's deposit, and change the offering to the correct date.<br />
<br />
If you have entered more than one offering in the wrong order, you will need to either send it to your auditor to fix the dates, or just leave them in the wrong order and make a note of it on your month-end reports.
 
transfer funds ''I accidentally put money in a conference account that should have been a local account. How do I transfer the funds to the appropriate account?''<br />
First, you will need to enable transfers from conference accounts. Go to Maintenance → Properties → General tab. Under the section &quot;Options&quot;, find the option that says &quot;Allow Transfers Between Conference and Local Accounts&quot; and place a check by it. Now you can go to Transfer Funds and make the appropriate transfer from conference to local funds. Make sure to go back to Properties and Uncheck the allow transfer from Conference option, to avoid accidentally making an incorrect transfer in the future.
 
correct an offering ''How do I correct an offering in a current month?''<br />
 
 
# Go to Reports and Graphs → Deposit Report.
# Double click on the Deposit that needs correction.
# Click on the Make Corrections button, then click on Trial Deposit.
# Double click the envelope that needs to be corrected.
# Click on Edit Envelope and make the necessary correction.
# Click Close.
# Click on the NextStep button that says Make Contributions. Click on Edit box in upper left hand corner and change the date and amount to the next offering you need to enter.
 
You can reprint your weekly report, or just pencil in the change on the report that you printed earlier.
 
send to auditor send database receive from auditor receive database ''How do I send my database to my auditor/tech support for corrections?''<br />
There are times when you will need the auditor/tech support to make corrections for you. This is done by sending your database to your auditor/tech support. They will make the necessary corrections, and then send the corrected database back to you. Follow these instructions when sending/receiving from your auditor or our tech support:
 
''How to Send/Receive From Auditor''<br />
1. First you will need to contact your auditor/tech support either by phone or e-mail and let them know what corrections need to be made.<br />
2. Go to File → File Transfer → Send to Auditor. Jewel will check for an Internet connection, and will immediately send your database to your auditor.<br />
3. Wait for your auditor to complete the database correction. Wait for them to contact you - via phone or email - to let you know the database is ready to be received.<br />
4. Now go to File → File Transfer → Receive From Auditor. Again, you will need an Internet connection for this step as well. Clicking on &quot;Receive from auditor&quot; will replace your current database with the corrected database from your auditor.

Latest revision as of 21:28, 20 November 2025

How to Use Your Handbook

Welcome to the Jewel Church Accounting System! Thank you for choosing Jewel for your church's local accounting needs. Jewel is designed to make your work as local church treasurer as easy and enjoyable as possible. We understand that most of you have taken time out of your busy lives to volunteer your time and effort for your church. This handbook is just one more way to make Jewel even easier for you to use. It is also a means for you to get help without needing to contact tech support.

We recommend that you read at least Chapters 1 through 3 before you begin using Jewel. It doesn't take long to read, but will give you a great advantage as you begin using Jewel, especially if this is your first time!

As you read, notice the many links sprinkled throughout the handbook. Any time you see words in blue type, you can click on them to see more information. The link may take you to a definition, more in-depth instructions for completing the step you're working on, or even an entire article about the topic you're studying. So please, poke around!

Part I - Intro to Jewel Church Accounting

Chapter 1: What Does a Treasurer Do?

Chapter 2: Getting Started

Part II - Using Jewel

Chapter 3: The Basic Jewel Processes

Chapter 4: Bank Reconciliation

Chapter 5: Budget

Chapter 6: Less-common Transaction Types

Chapter 7: Making Corrections

Part III - For Reference

Chapter 8: Reports

Chapter 9: Maintaining and Customizing Jewel

Chapter 10: Frequently Asked Questions

Linda's Jewel How-to's

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