Entering Common Transactions: Difference between revisions

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(Created page with "== Entering Common Transactions == === Checks and Other Payments === In Jewel, all payments are made in the Write Checks screen, whether you print a physical check with Jewel, hand-write a paper check, use a debit/credit card, or send an electronic payment. Checking the Electronic Payment box removes the Check Number field, so use that for anything that is not a paper check. Otherwise, fill out the check as usual. Note that the total check amount must equal the Running...")
 
 
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== Entering Common Transactions ==
__NOTOC__
These are the most common transactions you will enter each month. If the transaction you need to enter isn't included here, please see [[Entering Other Transaction Types]]


=== Checks and Other Payments ===
==Offering Deposits==
In Jewel, all payments are made in the Write Checks screen, whether you print a physical check with Jewel, hand-write a paper check, use a debit/credit card, or send an electronic payment. Checking the Electronic Payment box removes the Check Number field, so use that for anything that is not a paper check. Otherwise, fill out the check as usual. Note that the total check amount must equal the Running Total of the Accounts listed in the bottom portion of the check.
:'''[[Receiving and Handling Sabbath Offerings]]'''
:'''[[AdventistGiving Offerings]]'''
:[[Offering Troubleshooting]]
:[[Have You Entered All Offerings?]]
:[[Avoid Creating Duplicate Offerings]]
:[[Donated Labor or Materials - How to Handle]]
:[[Donations to Independent Ministries]]
:[[Dual Counting - Why and How]]


Checking the Print this Check box at the right means that the current check will be included the next time you click Print Checks. Whether this option is automatically checked or not can be toggled on and off in Maintenance -> Properties -> General tab.
'''Offering Deposit-related Forms'''
:[[Media:1050 - Cash Count Sheet - Simple 2.pdf|Cash Count Sheet - Simple]] for smaller churches
:[[Media:1040 - Cash Count Sheet - Multiple.pdf|Cash Count Sheet - Multiple]] for larger churches
:[[Media:1130 - Tithe Envelope Verification Sheet.pdf|Tithe Envelope Verification Sheet]]


Best practice is to enter all of your checks for the month before starting the month-end closing process. Doing this means that your Remittance check will be the last check written for the month, and that all checks will show on your Bank Reconciliation report. However, it is possible to enter checks at any time during the month, up until you Print Monthly Reports.
== Checks and Other Payments ==
:'''[[Payment Entry Quick Start]]'''
:[[Write Checks Screen Details]]
:[[Check Options - Print or Write]]
:[[Allow Checks Dated in Next Month|Writing Checks Dated in Next Month]]
:[[Avoid Creating Duplicate Payments]]
:[[Electronic Payments - Timing, Dates, Memos]]
:[[Remittance Checks]]
:[[Transferring by Writing a Check]]
:[[Simplified Entry for Complicated Payments / Reimbursements]]
:[[Entering Other Transaction Types|Click here for topics related to Credit and Debit Card Payments]]


When you want to enter any type of payment, from your Jewel Home Screen, select "Write Checks".
'''Check-related Forms'''
:[[Media:1070 - Check Request Form Template.pdf|Check Request Form]] to be used by people needing reimbursements


# Verify that the church and bank information shown is correct. If not, correct it in Maintenance -> Properties -> [[Properties#Church Info|Church Info tab]]
== Transfer Funds ==
# The check number is automatic and you should not generally need to change it. If you are hand-writing checks or using pre-printed checks, verify that the check number matches the paper check you plan to use. If you are entering a non-check form of payment, check the Electronic Payment box. This removes the check number entirely.
:'''[[Transfer Funds Quick Start]]'''
# The date is automatically set to today's date, according to the date on your computer's system. You can also set Jewel so that it brings up the date of the last check written in Maintenance -> Properties -> [[Properties#Use Date from Previous Check|General tab]].
:[[Transferring by Writing a Check]]
# Type in the Payee, or choose from the list using the down arrow. Remember you can use the (+) sign to add or edit a name and then return to writing your check.
:[[Transferring Funds From Checking to the Debit Account]]
# The dollar amount (as well as memo and account breakdown) of the most recent check written to this vendor will be automatically entered. If necessary, change this information to what you need THIS current check written for. After typing in the correct amount, press Enter.
:[[Transfers Between Local and Conference Funds]]
# Enter a Memo in the memo text box, indicating what the check is being written for.
:[[Sideways Transfers - A Shell Game to Avoid]]
# Choose the Account(s) the check is to be taken from.
:[[Sideways Transfers - What to Do Instead]]
:[[Confusing Interactions]]


At this point, you can either print this check (ensure “Print this Check” is marked, then click “Print Checks”) or write more checks (click “New Check”, or press F8). You can print multiple checks by ensuring “Print this Check” is marked for each check, then clicking “Print Checks” when you are finished writing all your checks.
== Void a Check ==
:'''[[Void a Check]]'''
:[[Reversing a Duplicate Void]]


''Important:'' If you still want to hand-write your checks, you can. But you MUST write the check in Jewel as well so that the check information can be stored and kept in Jewel's records. This is necessary to keep your books accurate and reliable!
==Returned Offerings==
:'''[[Returned Offerings]]'''


====Electronic Payments====
Rather than writing a check, you may need to simply record that a payment has been made out of a church account, without using a check number. These payments are recorded in Write Checks, following the same steps as above, except that instead of making sure you have the right check number, you will mark the Electronic Payment box. Use this procedure for electronic bill pay, automatic debits, and credit/debit card transactions.


[[File:Write_Checks_screen.png|center|600px]]
-----
 
=== Transfer Funds ===
Jewel allows two types of transfers, both done in the Transfer Funds screen. You can transfer funds between two Bank Accounts, such as from checking to savings. Or you can (with Church Board approval) transfer funds between two Local Funds, such as from Church Budget to Utilities.
 
Best practice for transfers is to enter them before starting the month-end closing process, but they can be entered at any time during the month, up until you Print Monthly Reports.
 
To transfer funds in Jewel, follow these instructions:
 
# Click on Transfer Funds on the Home Screen.
# The date (in the upper left corner) defaults to today's date, but can be edited if needed. Use the Memo field to indicate the reason for the transfer, such as "Per Board vote on 5/17/26" or "To zero out at month end".
# You have the option to transfer in or out of multiple accounts. This is in case you need to take money from multiple funds to put into one OR take money from a single account and divide it among multiple funds. Select whichever method you would like to use by clicking the small white circle beside your preferred option. Notice how the screen changes when you select either one. It will expand the TO or FROM accounts so that you can enter multiple accounts. If you are making a transfer from a single account into a single account, it does not matter which of these is selected.
# Now, select the account(s) the money is being transferred ''out'' of - either by typing it in or selecting from a list with the down arrow. Then for each account type in how much money is to be transferred. To insert an account, either press ENTER after the previous account keyed in, OR click the insert button.
# Next, select the account(s) the money is being transferred ''in'' to and how much money is to be transferred in. The amount being transferred ''in'' must be the same as the amount you transferred ''out''. You can't take $50 out and transfer in $60!
# When finished, click OK and you're done! Jewel will make the appropriate adjustments in the records.
 
Note that you can look at a record of previous transfers by clicking the "Transfer Report" button.
 
[[File:Transfer_Funds_screen.png|center|600px]]
 
=== Void a Check ===
If you need to void a check that you have previously written, go to Accounting -> Void a Check.
 
# Use the sort options to find and select the check you wish to void.
# Verify that the date and memo accurately record what you are doing.
# Click OK.
# Verify the information in the pop-up, and click OK again.
 
The check you selected has been recorded as void. Jewel will either edit the check to make the amounts $0 (if the check is in the current month) or record a new transaction in the current month to cancel out the check that you're voiding. In the Bank Reconciliation, you will then mark off the $0 check, or both the original check and the new transaction, to remove them from the list of checks waiting to be cleared. Since the total amount you are checking off is $0, it will not affect your balance.
 
[[File:Void_A_Check_screen.png|center|600px]]
 
=== Returned Offerings ===
When an offering is returned for non-sufficient funds, because the donor changed their mind, or some other reason, use the NSF Check Reversal feature of Jewel. An NSF Check reversal can be performed at any time, even in months after the offering was received.
 
We say "check", because that's the type of offering that historically has most often "bounced", but electronic offerings can also be returned. All electronic offerings should be entered as "Checks" rather than as "Cash" so that if they are returned, you can use Jewel's NSF Check Reversal feature to easily reverse the offering.
 
To record that an offering was reversed, go to Offerings -> NSF Check Reversal.
 
# Use the Time Period and Sort Order options to find the offering you need to reverse.
# Select the offering you are looking for. Make SURE you select the correct one!
# If your bank does not charge a fee, simply leave the Account and Expense boxes blank. If your bank has charged a fee for the NSF check, enter that information here. Select which account to take the charge from and enter the amount charged.
# Verify that the Date and Memo accurately record what you are doing.
# Click OK to complete the NSF check reversal.
 
Jewel will record a negative deposit which takes the money out of the bank, the person’s receipt, and the accounts donated to. If Conference Funds were involved and the month’s remittance was already paid,
the funds will be automatically subtracted from the next month’s remittance.


[[File:NSF_Check_Reversal_screen.png|center|600px]]
If your transaction isn't listed here, go to [[Entering Other Transaction Types]]


=== Import from AdventistGiving ===
[[Jewel Handbook|Return to main page of Jewel Handbook]]
Jewel can import offering information from AdventistGiving. You may, of course, manually type in AdventistGiving offerings just like you do your Sabbath offerings. If you have very few donors, this is not an undue burden. Just be sure that you copy from AdventistGiving's Official Deposit Report, issued on the 15th and last day of each month, and not the notifications of individual donations that you receive throughout the month. The Cut-off Date is the offering date, since donations should be recorded in the same month they were donated, regardless of when they were deposited. [[Media:3040_-_AG_Manual_Entry_Instructions.pdf|Detailed instructions can be found here.]]
 
However, if you have more than a very few donations each month, you will find it much easier and faster to import your AdventistGiving offerings as described below.
 
====Direct Import====
The easiest method imports the most recent AdventistGiving Deposit Report. To use this method:
# Click Start New Offering, then Import Offering. You do not need to enter a date or offering total, as Jewel will receive this information from AdventistGiving.
# Enter the Email and Password that you use to log in to the AdventistGiving website, then click Import from AdventistGiving.
# Any accounts that appear in red must be "mapped". Select the account you wish to map and click Map Account. Select the Jewel account that corresponds to the AdventistGiving account you are mapping, or add a new Jewel account, then click OK. [[Media:3070_-_AG_Mapping_Accounts_and_Names.pdf|Click here for detailed mapping instructions.]]
# Any donors that appear in red must be mapped. Select the donor you wish to map and click Map Donor. Select the existing Jewel donor that corresponds to the AdventistGiving donor you are mapping, or add a new Jewel donor, then click OK. [[Media:3070_-_AG_Mapping_Accounts_and_Names.pdf|Click here for detailed mapping instructions.]]
# Once you don't see any more red, all accounts and donors have been mapped. Note that Jewel will remember all mappings for future imports, so this step will get significantly easier over time. Click OK to move on to the Make Deposit screen.
# Check that all deposit information looks correct, and click OK to record the deposit.
 
[[Media:3050_-_AG_Direct_Import_Instructions.pdf|Detailed instructions can be found here.]]
 
====Import from a File====
If you need to import a Deposit Report that is not the most recent report, you will need to import from a file.
# Go to the AdventistGiving website, and log in to your Treasury account.
# Download the Official Deposit Report for the cut-off date you need to import. The .csv version works most consistently for Jewel import. Note where the file is saved on your computer.
# Back in Jewel, click Start New Offering, then Import Offering. You do not need to enter a date or offering total, as Jewel will receive this information from AdventistGiving.
# Click Import from a File. You do not need to enter your email or password.
# Find and select the Official Deposit Report you just downloaded, then click Open.
# Any accounts that appear in red must be "mapped". Select the account you wish to map and click Map Account. Select the Jewel account that corresponds to the AdventistGiving account you are mapping, or add a new Jewel account, then click OK. [[Media:3070_-_AG_Mapping_Accounts_and_Names.pdf|Click here for detailed mapping instructions.]]
# Any donors that appear in red must be mapped. Select the donor you wish to map and click Map Donor. Select the existing Jewel donor that corresponds to the AdventistGiving donor you are mapping, or add a new Jewel donor, then click OK. [[Media:3070_-_AG_Mapping_Accounts_and_Names.pdf|Click here for detailed mapping instructions.]]
# Once you don't see any more red, all accounts and donors have been mapped. Note that Jewel will remember all mappings for future imports, so this step will get significantly easier over time. Click OK to move on to the Make Deposit screen.
# Check that all deposit information looks correct, and click OK to record the deposit.
 
[[Media:3060_-_AG_Import_From_a_File_Instructions.pdf|Detailed instructions can be found here.]]
 
====Returned Offering from AdventistGiving====
If you are importing your AdventistGiving offerings, either directly or via Import from a File, then you don't need to do anything. Jewel will automatically take care of the returned offering when you import your deposit report.
 
If you are entering your AdventistGiving offerings manually, you will enter a negative envelope for the returned offering, so that the offering total equals what is deposited in the bank.
[[Media:3100_-_AG_NSF_Donations.pdf|Detailed instructions can be found here.]]
 
====More Information====
[[Media:3010_-_AG_Overview_and_Fundamentals.pdf|AG Overview and Fundamentals]]
 
<br><br>
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[[Receiving and Handling Offerings|Return to previous section: Receiving and Handling Offerings]]
[[Month End Processes|Continue to next section: Month End Processes]]

Latest revision as of 22:49, 5 January 2026

These are the most common transactions you will enter each month. If the transaction you need to enter isn't included here, please see Entering Other Transaction Types

Offering Deposits

Receiving and Handling Sabbath Offerings
AdventistGiving Offerings
Offering Troubleshooting
Have You Entered All Offerings?
Avoid Creating Duplicate Offerings
Donated Labor or Materials - How to Handle
Donations to Independent Ministries
Dual Counting - Why and How

Offering Deposit-related Forms

Cash Count Sheet - Simple for smaller churches
Cash Count Sheet - Multiple for larger churches
Tithe Envelope Verification Sheet

Checks and Other Payments

Payment Entry Quick Start
Write Checks Screen Details
Check Options - Print or Write
Writing Checks Dated in Next Month
Avoid Creating Duplicate Payments
Electronic Payments - Timing, Dates, Memos
Remittance Checks
Transferring by Writing a Check
Simplified Entry for Complicated Payments / Reimbursements
Click here for topics related to Credit and Debit Card Payments

Check-related Forms

Check Request Form to be used by people needing reimbursements

Transfer Funds

Transfer Funds Quick Start
Transferring by Writing a Check
Transferring Funds From Checking to the Debit Account
Transfers Between Local and Conference Funds
Sideways Transfers - A Shell Game to Avoid
Sideways Transfers - What to Do Instead
Confusing Interactions

Void a Check

Void a Check
Reversing a Duplicate Void

Returned Offerings

Returned Offerings


If your transaction isn't listed here, go to Entering Other Transaction Types

Return to main page of Jewel Handbook

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