Properties

In this section, we will discuss how to customize Jewel for your church's specific needs by adjusting the properties as needed in Maintenance → Properties.

Church Info

Your church name, entity ID, address, and treasurer's name should have been filled out during your initial Set Up, but any changes can be recorded here. This is also where you can set or change the password used to access Jewel.

The Receipt Signature File you select at the bottom of this window will be printed out on the year-end donation 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 print your signature, follow these instructions:

1. Create a .bmp or .jpg image of your signature. You can use a scanner, a phone camera, or any other device available to you, but use the highest resolution you can.
2. Crop the image to its smallest possible size without clipping out any of your signature.
3. Save the file to your computer, noting the location. The Documents\Jewel folder is a good place to store the file.
4. Click the "..." button at the end of the Receipt Signature File box, then find and select your signature file.
5. Your signature should now appear in the textbox and will be printed on all contribution receipts.

General

Backup Path

At the end of each month, you will create a backup of your database. Backups are "insurance" against computer malfunction, damage, or loss, so back up to an external storage like a USB drive (not to your computer's hard drive), and then keep that external storage in a separate location from your computer. Set the path Jewel will use for these backups as follows:

1. Click Browse, then locate and select your USB drive or other external media.
2. Click Make New Folder, rename that folder as Jewel Backups, and click OK to finalize your selection.
3. When you click Back Up Data on the NextStep button or click on File -> Create Backup Copy, the backup will go to the selected location.

Use Deposit Slip

The Deposit Slip allows you to enter the number of coins and bills received in an offering, as well as a list of checks. Jewel then adds up the amount of the cash and checks to calculate the offering total, and provides a printable slip for use when making the deposit at the bank. Leaving the option off means you will enter the offering total directly to Jewel.

Allow Transfers Between Conference and Local Accounts

If this is checked, you can access Conference funds in the Transfer Funds and in the General Journal Entry windows. This is only necessary in exceptional circumstances, since by definition all Conference funds are normally forwarded directly to the Conference. You should not use this feature unless are very sure what you are doing, or you have been instructed to do so by your conference or technical support.

Show "Print Setup" Before Printing

Unchecked, this feature allows printing without using the "Print Setup" window. Jewel uses the default printer set up in Windows. If you are experiencing printer issues, or wish to use a printer other than the default (such as printing to a file via a pdf printer), check this box.

Print New Checks

This option controls whether "Print this Check" is automatically selected or not on the Write Checks screen. 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 automatically print checks, do not check this box. If you are hand writing your checks, you may not want Jewel to print your checks. The "Cancel Print for Unprinted Checks" button is helpful if checks you don't want to print have been left checked.

Use Date from Previous Check

Jewel defaults to today's date when starting a new check. If you batch enter already-written checks, you may prefer to default to the date of the last check you wrote.

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, "Pay to the Order of", etc. If you are using the (much cheaper) plain check paper available at any office supply, do not check this option.

Print Memo on Check

Use this option to utilize the check's memo feature on the bottom left hand corner of the check itself, or to turn it off. Either way, the memo will still print on the check stub for your records.

Allow Checks Dated in Next Month

If you wish to enter checks in next month before closing the current month, check this box.

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

Requiring check numbers for contributions makes it easier to search for NSF checks (checks returned for insufficient funds) and provides better records to donors on their year-end receipts. 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.

Show Donor's Previous Contributions

Selecting this option overrides the selection in Default Order for Contributions on the Properties -> Accounts tab. Instead of your chosen default contributions, Jewel will pre-fill the Contribution Entry accounts with the accounts the donor has previously donated to. Deselecting this option makes Jewel use the Default Order for Contributions.

Fiscal Year and Closing Dates

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 20xx 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.

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 "Budget Sub Accounts Only," others zero out "All Sub Accounts", and some prefer to choose "No Sub Accounts" and do the process manually.

• All Sub Accounts. Every sub account will be closed into its parent account. If there is a sub account that should not be set to zero, go to Maintenance -> Edit Accounts and edit the account to remove the check in the sub account box before printing the annual reports. After the Annual closing, the account may once again be marked as a sub account.

• Budget Sub Accounts. Only sub accounts listed in the budget will be closed into their parent accounts. Budget accounts are listed in Maintenance -> Edit Budget Allocations.

• No Sub Accounts. Every sub account will carry its balance over to the new fiscal year. You will need to close out desired sub accounts manually via Transfer Funds before doing the last Monthly Closing of the year.

Internet

The Internet properties allow you to send your database backups and remittance reports to your Conference electronically. Click to place a check mark in the boxes for “Send Month-End Backup to Conference Server” and/or “Send Remittance Report to Conference Server” if you would like to send these things electronically.

Sending the month-end backup ensures that your database will never be lost, even if something should happen to both your computer and external backup.

Sending the remittance report is a big help to your conference, as they receive your report automatically, already in electronic form. They don't have to type anything in. If you have set up ACH remittance withdrawals with your conference, this report tells them how much to withdraw. If you have not set up ACH, the report tells the conference how much to expect from your church and how it should be distributed among the different conference funds.

ACH Funds Transfer

If you are interested in using ACH, contact your conference to find out how to get that set up.

Accounts

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.)

Default Remittance Account

Click the down arrow and select the bank account where Remittance Checks will be written from. (This is usually the same as the Deposit and Checking Account.)

Remit To

Click the down arrow and select your local Conference for checks to be remitted to each month.

Currency

Type in the word for the currency you use (Dollars, Pounds etc). The only place the currency type is used in Jewel is for Checks. The Currency Symbol is set by Windows.

Account IDs

Many conferences have adopted standard 5-digit account IDs for conference funds, and have suggested that churches use 4-digit account IDs for their local funds. Conforming to this standard makes importing from AdventistGiving easier, eases identification of conference funds, and differentiates more easily between conference and local funds.

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. The set of fields you see here is exactly what Contribution Entry will look like, the 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. Do not attempt to add all accounts in this list – only enter the most frequently used accounts. You will be able to select the less-frequently-used accounts as needed.

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 type the new account name or ID, 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 "Show Donor's Previous Contributions" option on the General tab overrides the selections here.

Reports

Select Automatic Reports

In the accounting process you will be printing periodic reports. This tab lets you choose which reports and how many copies to print for each period. Most churches print only the default reports. But your auditor or your church board may wish to see other reports.

The reports selected here must be printed before Jewel will allow you finish the period indicated. So if you only want a given report some of the time, print it via Reports & Graphs when you want it, instead of adding it to this list.

To view which reports are selected, or to edit the reports selected, click the down arrow and choose a time period.

To add or delete a particular report, use the Add or Delete buttons and follow the on-screen prompts. Note that for period-end reports, "Last period" means the one you are just finishing.

Click the up or down arrows to increase or decrease the number of copies to print of the selected Report Type. Checking the All Reports button applies the current Copies to Print to all reports in that period.

Report and Check Calibration

If reports or checks are printing in the wrong location on the paper, you can adjust the alignment here. 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 alright if the checks are adjusted correctly.

If you're having trouble with alignment, print a check on a regular check blank. If the print needs to be moved on the paper, choose a direction and amount using the code on the screen.

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.

Report Options

Show Account ID on Financial Summary means that the ID number will be shown to the left of each account name on the Financial Summary report.

Show Subtotals on Financial Summary Detail - when this option is unchecked, the Financial Summary Detail report shows the balance of each sub account plus the amount of money directly attributed to the parent account. Checking this option adds a line for the total amount in the parent and sub accounts. This total amount is the same amount shown for the parent account in the Summary version of the Financial Summary report.

Max Amount for Non-itemized Contributions - this option is no longer relevant.

Print Jobs

Lower the number of pages to print at a time in a print job if you are receiving "out of memory error" while printing. All your work will still be printed-the computer will just send fewer pages at a time to the printer.

Report Format

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.

• Start by choosing the report you wish to adjust, and then click to place a check mark by Edit.
• Font Name: Choose the desired font. The list you see here is the fonts installed in Windows.
• 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.
• Orientation: Click the Portrait button to print a vertical report or the Landscape button to print a horizontal report.
• Column Widths: Key in a number to use for the width of each column, where 360=1/4" and 1440=1"
• Margins: Type the desired width of each margin (distance from the edge of the paper.) 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. As above, 360=1/4" and 1440=1"
• 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.

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Return to Chapter 9: Maintaining and Customizing Jewel

Return to section: Edit Accounts

Continue to next section: Cleaning Up the Bank Rec