Reports

As you enter data week by week, Jewel organizes it in reports, providing a clear picture of your church's financial status currently, as well as compared to previous years.

There are a few common elements throughout most of these reports. Firstly, 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 type in beginning and end dates if the range you want isn't in the drop-down. As you change the date, the report below changes according to the time frame you have chosen.

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 application, such as Microsoft Word or Excel. 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, note that you can adjust each report's column width by dragging the bar between columns in the top row.

Lastly, any individual transaction shown in a report is a clickable link to the actual transaction. This allows you to click on the transaction to view its details or, if the transaction is in the current month, to edit the transaction. This feature provides a convenient way to view or edit Contributions, Deposits, Checks and Transfers.

Financial Summary

This report is likely the one you will encounter and use the most. It 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 "Balance Sheet." The first section of the report shows your bank account(s).

The middle section shows Local Funds, which show how the money you have in the bank is to be spent in your local church.

The third section is the Conference Funds. 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.

As you look at this report, notice that it shows the totals of all deposits made, checks written, and funds transferred between accounts. It also shows your beginning and ending balances.

Note that the Total Local Funds and Total Conference Funds are added together to make one big Total Funds at the bottom of the report. And the Total Funds are equal to the Total Bank Accounts from the first section of the report. This shows that all of the money in your bank accounts is split up among the Local and Conference funds.

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.

Monthly Budget

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. The second column entitled "Month Actual" shows the amount of money which has been spent on each 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.

Contribution Report

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 (the default), or select a specific account in the upper left corner. This report also defaults to a Detail report, showing the contributions by donor and date, with a Summary at the bottom of the report. However, you can view the Summary report which shows the total donated to each conference and local funds.

Remember that the Contribution Detail report is confidential, as it shows what each individual has donated. The Contribution Summary report, however, can be shared.

Deposit Report

The Deposit Report shows all deposits you have made into the selected account during the selected time frame. This includes offering deposits as well as any NSF checks, interest earned, or other General Journal Entries.

Check Report

This is a report of all checks which have been written during the selected time frame. This will also include any voiding transactions, bank fees or other General Journal Entries. As with other reports, you can select the account and dates for the report in the upper left corner. In the Sort Order box you can choose to sort the checks by date, check number, payee, or account. This can be a big help when searching for a specific transaction, or for all checks written to a certain payee, or from a certain account. On this report, checks are listed with positive amounts. So a negative amount here indicates that the transaction was income/added money back into the account (such as voiding an old check, or a return from a store).

Transfer/Allocation Report

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 allocations as well.

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 Jewel donors who gave to this fund. (For example, a husband and wife counts as one donor 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.

Income/Expense

This report lists all Local Funds that have received income during the selected time period, followed by all funds that have had expenses. "Change in Local Funds" indicates whether the church has more or less money at the end of the period than at the beginning. The last two lines are the Local Fund totals at the beginning and end of the chosen time period.

Balance Sheet

The Balance Sheet lists Assets, Liabilities, and Fund Balances that are recorded in Jewel as of the selected date.

Account Journal

The Account Journal is a summary of the deposit, checking, and transfer reports combined - showing all monies which have been deposited into or taken out of the account you have selected (by default, your checking account). The first column "Type" 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 "DEP". 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 income/addition to the account. Negative numbers indicate an expense/subtraction. The Account Journal should match up exactly with your bank's records.

Receipts

These are the Contribution Receipts you will send out at the end of each calendar year, showing all of each donor's contributions. Printing contribution receipts is included in the "Next Step" process of calendar year end, but you may need to look at or print a receipt at another time during the year. You can also print year-to-date contribution receipt from this report, if a donor so wishes. When you click on Receipts on the Reports & 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 multiple 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.

Bank Reconciliation

Bank Reconciliation reports show which Deposits and Checks were cleared on each month's bank reconciliation. They also list the deposits and checks that were "outstanding" or uncleared at the time the report was generated. You can select the bank account and date you wish to view in the top left corner of the report.

If you follow the NextStep button for your month-end closing process, doing each step in the order indicated, then the Adjusted Bank Balance at the bottom of your Bank Reconciliation Report will equal the bank's Ending Balance on your Financial Summary for that same time period. But if you write checks (like the remittance check) or enter other transactions after completing the bank reconciliation, then the numbers won't match, because those late-entered transactions won't be included on the Bank Reconciliation Report. Here is an in-depth explanation of the Adjusted Bank Balance.

Lists

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.

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 (T) and Non-posting (N) status. It also shows which AdventistGiving account (if any) is mapped to each Jewel account. You can edit an account from this report by clicking on the account you want to edit.

Comparisons

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

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. You can also 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.

Form 1099 Payments

This report assists in the preparation of IRS Form 1099, which in the United States must be provided to each vendor who has been paid more than a specified cumulative amount during the year. First select the time period you want. Click on the Choose Form 1099 Payments button, then select a vendor. This screen shows all payments made to the vendor, and allows you to choose the payments that apply to Form 1099. When finished adding all the vendors that need a Form 1099, click OK. Jewel then generates a report of vendors and their total payments, from which you can then generate your Forms 1099 in the manner recommended by your conference.

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Return to Chapter 7: Making Corrections

Continue to Chapter 9: Maintaining and Customizing Jewel