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= Chapter 4: [[Your First Month]] =
= Chapter 4: [[Your First Month]] =


[[More Accounting Processes]]
= Chapter 5: [[More Accounting Processes]] =
= Chapter 5: More Accounting Processes =


In this chapter, we will discuss the other duties you will be taking care of throughout the year. These include writing checks, transferring funds, bank reconciliations, general journal entry, and NSF check reversal. We will also guide you through the process of closing out the year as well as how to handle a local church audit.
= Chapter 6: [[Reports]] =
 
== Ongoing Duties ==
 
=== Write Checks ===
 
write checks
writing checks
check
vendor
check number
payee
memo
account
new check
print checks
As discussed in the first chapter, disbursement of funds is one of the key components of the treasurer's work. This task is performed in one simple step in Jewel. It is found in the main menu Quick Links and is called "Write Checks." Writing checks in Jewel actually performs two key functions. One is to actually write the check to print and use. The other function is not quite so obvious. The action of you typing in the information to make your check is actually stored in Jewel and recorded wherever necessary in the bookkeeping. When writing checks, always remember that funds are only to be used for their intended purpose. Also, before you write the check, look at your financial summary to ensure that you have a sufficient amount of money available. The most common checks you will be writing consist of utility bills for the church. These type of payments are to be paid out of the church expense account, and if you have a more detailed budget, will come out of a "Utilities" sub account. Other checks you write will be for church organizations. These checks will come out of organization funds. When writing checks for an organization, the check is usually written to the vendor they are purchasing from, rather than to the organization leader. Note that you can write checks in a new month without having closed the previous month. Okay, now let's talk about how it's actually done!
 
From your main screen Quick Links in Jewel, select "Write Check."
 
# Notice that the check shows the name/address of your church and bank as you have recorded them in Properties. If Church formation is incorrect, go to Maintenance → Properties → Church Info tab and make necessary corrections. If Bank information is incorrect, go to Maintenance → Edit Accounts and edit the necessary account BEFORE writing your checks.
# You will need to enter the beginning check number on the FIRST check you write. After that, the check number is automatic and you should never need to change it.
# 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. To set this default, go to Maintenance → Properties → Check Options. You can change the date, but just remember that depositing a post-dated check is ILLEGAL.
# Type in the Payee, or choose from the list using the down arrow. Remember you can use the (+) sign to add a new name and return to writing your check.
# The dollar amount of the most recent check written to this vendor will be automatically entered. If necessary, change this amount to what you need THIS check written for. After typing in the correct amount, press Enter. Notice that the amount automatically shows up in writing.
# Enter a Memo in the memo text box, indicating what the check is being written for.
# Choose the Account the check is to be taken from.
 
At this point, you can either print this check (check “Print this Check” then click the button “Print Checks”) or write more checks (click the button “New Check”, or press F8). You can print multiple checks after writing them, making sure “Print this Check” is checked, and clicking “Print Checks” when you are finished writing all your checks.
 
''Important:''If you still want to write your checks manually, 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!
 
Make Electronic Payment
 
make electronic payment
electronic payment
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 – an online purchase for example. You will need to make what we call an “electronic payment.” Go to Write Checks, select the vendor to write the check to, then locate “Electronic Payment” found to the right of the accounts on the check stub. Click to check “Electronic Payment.” “Make Electronic Payment” now appears at the top of your window. The procedure is exactly the same as for writing checks. The only difference is that no check number will be used.
 
''FAQs''<br />
 
 
''What check format does Jewel use?''
 
Same as Quickbooks format which is one sheet with check at top and 2 stubs.<br />
<br />
 
 
''Can I delete a check in Jewel?''
 
No. However, you CAN void checks. Voiding a check will remove the check number from the sequence and will not affect the balance. To void a check, click on Accounting, Void a Check. Select the check you wish to void, verify the memo field, then click OK.<br />
<br />
 
 
''Why are two different check numbers showing up on my printed checks? And how do I fix it?''
 
Go to Maintenance → Edit Accounts → Checking and look at the MICR line. Make sure it reads “nnnn” instead of a real number. These last four digits represent a check number, so if there is a real number entered - that is the extra number showing up on your check. To fix it, change the numbers to &quot;nnnn&quot;. Your checks should now print with the correct check number.<br />
<br />
 
 
''I have two checks with the same check number. How did this happen, and how do I fix it?''
 
The most likely explanation is that the 1st check was written, but you did not click OK or Next Check. Then you wrote another check over that same one and only the second check was recorded. Fix: Enter the 1st check again in Write Checks and explain the duplicate check number in the Memo line, then make electronic payment.<br />
<br />
 
 
''My checks are not lining up right when printed. How do I adjust the alignment?''
 
Go to Maintenance → Properties → Reports. In the lower half of the screen, find the section &quot;Report and Check Calibration.&quot; Type in numbers for how far over in each direction you think it needs to move, following the scale given on to the right (1/16 = 90; 1/8 = 180; 1/4 = 360). After keying in appropriate numbers, click Print Calibration Page. Make further adjustments until it is lined up appropriately. Note that these adjustments move the entire content, you can't change individual lines of the check.
 
=== Transfer Funds ===
 
transfer funds
transfer local funds
accounts
single account
transfer report
On occasion, you may need to transfer funds from one account to another. For instance, say your Pathfinder group needs $50 more than they have in their account right now to make an important purchase. If the church board has approved the transfer, you can take $50 out of one account and put it into the Pathfinder Fund. To transfer funds in Jewel, follow these simple instructions:
 
# Click on Transfer Funds on the main screen.
# Look in the upper left corner. The date defaults to today's date. This can be changed if you need the transfer to show up under a different date. Now type in the memo - noting any information you may need to identify this transfer, such as what the money is actually going to be used for.
# You have the option to transfer in or out of multiple accounts. This is in case you need to take money from multiple funds and put into one OR take money from a single account and divide it among multiple funds. Notice the text just beneath the date. 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.
# 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. Be careful not to click Cancel - this will remove all the information you just entered. Clicking OK will save and complete the process.
 
If at any point you have made an error and just want to start over, click the &quot;Cancel Edit&quot; button. This will delete all the information you just keyed in and let you start a new transfer. You can also look at a record of previous transfers by clicking the &quot;Transfer Report&quot; button. Also, notice the insert and delete buttons in the center of the screen. This is so you can delete or insert a single account, rather than completely starting over. To delete, select the account you need to remove, then click delete. To insert an account, either press ENTER after the previous account keyed in, OR click the insert button.
 
=== Bank Reconciliation ===
 
bank reconciliation
reconcile
bank fees
interest
bank statement
ending balance
checks written
deposits
add entry
new entry
zero balance
Below Transfer Funds on your Jewel Main Screen is Reconcile. It is very important to keep your records balanced with the bank. This will help catch any errors as well as ensure that any bank fees or interest earned are entered into your records in Jewel. Please note that while this is done monthly, it does not necessarily have to be completed before you close the month. If the bank statement for your current month does not arrive until the beginning of the next month, it is fine to go ahead and close the month. Simply perform the bank reconciliation promptly upon receiving the bank statement - it does not matter at what point you are in the month with your other bookkeeping. Be sure to reconcile ALL your bank accounts, if you have multiple, including savings accounts.
 
Here are the steps to follow when performing your Bank Reconciliation:
 
# On the Jewel main screen, click Reconcile.
# In the top left text box, under Bank Account, select the account you are reconciling.
# Look at your Bank Statement and find the Ending Balance for this period. Enter this amount in the Ending Balance text box located beside the bank account name.
# Notice that all of the transactions you have performed since the last reconciliation show up under Deposits/Interest Earned and Checks Written/Bank Fees. Going by your bank statement, click beside each transaction which the bank has processed - a check mark will appear indicating that the transaction is cleared.
# If there are any entries on the bank statement which have not been recorded in Jewel, such as interest earned or bank fees, you must make record of it in Jewel. To do this, see the lower right corner of the Reconcile screen where it says &quot;Add Entry.&quot; Click New Entry and enter in the appropriate information. If it is a bank fee, enter the amount under Expense. If it is interest earned, enter the amount under Income. Once you have entered the information, click Add Entry. The entry will now show up under Deposits or Checks Written to the left.
# After check marking all transactions shown on the statement as well as adding entries, check to make sure under Balances (just beneath picture) that the Difference between the bank ending balance and the cleared ending balance is zero. If it is not zero, you will need to look for any missing/extra entries and make the necessary corrections. If you need to review your Deposits and Checks in more detail, click on the appropriate button in the upper right corner.
# Once the Balance is zeroed, you are done! At this point, you can print your reconciliation for your records - click the print button in the upper right corner.
# Click OK. Note that you must click OK to complete your work. Clicking Cancel will undo all your work.
 
''FAQs''<br />
 
 
''Can old bank reconciliations be viewed/printed?''
 
Yes. From the Main Screen QuickLinks, select “Reconcile.” In the Reconcile window, click the button “Previous Bank Recs.” Here you can select the desired bank reconciliation for viewing and/or printing.<br />
<br />
 
 
''I'm trying to do a bank reconciliation, but there are no checks showing up! What happened, and how can I fix it?''
 
Your checking account may have been accidentally changed to a Local Fund. It can be changed back by going to Maintenance, Edit Accounts. Click on your Checking Account then to the right under Account info look to see what Type it is. If it is not correct, click in the Edit box. Click on type Bank Account (Checking, Savings). Highlight another account by clicking on it OR click OK to accept this change and leave.
 
=== General Journal Entry ===
 
general journal entry
journal entry
memo
income
expense
If you need to make an accounting entry for a transaction which does not fit anywhere else in Jewel's accounting process, here is where you can make that entry. The General Journal is for entering items such as bank fees or interest earned.
 
''NOTE:''Do NOT use General Journal Entry for: Contributions/Deposits, Fund transfers, checks, NSF reversals, budget allocation, or bank reconciliation.
 
To make an entry:
 
# Select Accounting from the Main Menu, then select Make General Journal Entry.
# Type in the appropriate date (Jewel defaults to today's date).
# Type a Memo describing the transaction. It is very important to type a memo for every General Journal Entry so you will be able to keep track of what the transaction was for.
# Choose Deposits and Interests Earned for an increase in funds OR Checks Written and Bank Fees for a decrease in funds.
# Select the correct bank account, and enter the amount being added (Income) or subtracted (Expense).
# Select the appropriate church fund(s) and enter the Income or Expense for each account.
# To complete the entry, click OK or “New Entry.”
 
''NOTE:''The total taken from or added to your local funds must be EQUAL to the amount you are subtracting/adding to your bank account.
 
=== Void a Check ===
 
void check
voiding a check
If you need to void a check that you have previously written, this is where you can do it.
 
# ''Select the check.'' You can choose the time period and sort order to display. Click on the check you wish to void.
# ''Enter the memo.'' Verify that the memo accurately records what you are doing.
# ''Click OK.''
 
The check you selected has been recorded as void.
 
=== NSF Check Reversal ===
 
NSF check reversal
bounced check
non-sufficient fund check
bank charge
The NSF Check Reversal's purpose is to keep record of non-sufficient fund checks (bounced checks) and their corresponding bank fees, if applicable. Here, you can find the appropriate check, credit accounts for changes needed, and add any expenses charged to your account due to bank fees. An NSF Check reversal can be performed at any time. It does not even need to be done within the month the check was written.
 
To access the NSF Check Reversal screen, go to &quot;Offerings&quot; in the Jewel menu. Click on the top menu item, &quot;NSF Check Reversal.&quot; In this screen, notice that there is a window listing the checks which have been deposited.
 
Follow these simple steps to perform an NSF Check Reversal:
 
# ''Time Period'' Select which time period of checks you would like to view, either the last 3 months or all checks. The checks shown in the box below will change according to the time frame you choose.
# ''Sort Order'' This option helps you find the check you are looking for. You may select whether to sort by date, donor, check number, or check amount.
# ''Choose a Check'' Highlight the check to be reversed by clicking over it with your mouse. The line you have selected will change to a blue background. Make SURE you select the correct check!
# ''Enter Bank Charge'' If your bank does not charge a fee, simply leave this box 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. The date shown is the date you are making this record. The Memo that appears may be sufficient to describe this transaction.
# Now click OK to complete the NSF check reversal.
 
=== Import from AdventistGiving ===
 
AdventistGiving
Adventist Giving
Jewel can import offering information from AdventistGiving.
 
AdventistGiving does not, at the date this is being written, offer an easy way to export offering data. However, if you download your monthly report from AdventistGiving, Jewel can extract the information and import this report. Here is how to do it:
 
<ol style="list-style-type: decimal;">
<li><p>Download the AdventistGiving report as usual, and save the file to Documents\Jewel</p></li>
<li><p>Open Jewel.<br />
</p>
<p>Click on Start New Offering<br />
</p>
<p>Change the date<br />
</p>
<p>Click on Import from AdventistGiving<br />
</p>
<p>Highlight the AdventistGiving .PDF file - be sure it is the latest file<br />
</p>
<p>Click Open - verify the date and amount to be sure you have the correct file<br />
</p>
<p>If no accounts or names are in red, click OK and skip to #5</p></li>
<li><p>Map Accounts<br />
</p>
<p>Double-click an account in red, or highlight it and then click the Map Account button<br />
</p>
<p>Choose an account from your database that matches the AdventistGiving account<br />
</p>
<p>Click OK - once mapped, you will not need to do this again on the next month's report<br />
</p>
<p>When all accounts are mapped, continue to Map Donors</p></li>
<li><p>Map Donors<br />
</p>
<p>Double-click a name in red, or highlight it and then click the Map Donor button<br />
</p>
<p>Choose a name from your database that matches the AdventistGiving donor, or choose New Jewel Donor and add the information<br />
</p>
<p>Click OK - once mapped, you will not need to do this again on the next month's report</p></li>
<li><p>Click OK - when all red accounts and donors are mapped,<br />
</p>
<p>Make Deposit screen will appear<br />
</p>
<p>Click OK</p></li>
<li><p>That's all! The AdventistGiving information has been entered into Jewel. Finish closing the month.</p></li>
<li><p>Create a folder for AdventistGiving .PDF files<br />
</p>
<p>Move the AdventistGiving file you just used from Documents\Jewel to an AdventistGiving folder.</p>
<p>The new file downloaded each month will be the only .PDF file in Documents\Jewel.</p></li></ol>
 
== The Local Church Audit ==
 
local church audit
audit
auditor
documentation
records
database backup
Each local church is typically audited once a year. An audit may sound ominous, but it doesn't have to be! The purpose of a local church audit is simply to ensure that the books are being kept accurately. Everyone makes mistakes – an auditor is there to help find them! Remember that the auditor is your friend. Yes, they are looking for errors, but they are also there to encourage you and help you do your work better. They can help guide you in the right direction and teach you better ways of doing your treasury work. The auditor's job is to be a help to YOU!
 
When it comes time for your church to be audited, your auditor will contact you and set up a time. You will need certain records and documentation ready for your auditor. You will need all records for the time period since your last audit. Having these records prepared in an easily-accessible and organized fashion will help your audit to go smoothly and quickly. If you need tips on how to stay organized, contact your auditor and they can help you. The audit process may vary by conference, so we recommend that you get in touch with your auditor and find out from them exactly what they expect from you during the audit.
 
Have the following documentation prepared for your auditor:
 
# Bank statements for all accounts (including checking AND savings).
# Tithe envelopes.
# Paid invoices.
# Board minutes.
# Backup of Jewel database.
 
Although not required, here are a few things you can do to make the audit even easier for your auditor:
 
# Make sure all bank accounts are reconciled.
# Organize your paid invoices by date (or at least by month).
# Using rubber bands, have tithe envelopes grouped by week, and then banded together by month.
 
''FAQs''<br />
 
 
''How long are Church Records to be kept on file?''
 
In general, follow these guidelines. However, you will need to check with ''your'' Conference auditor to make sure they do not have different regulations.
 
Tithe Envelopes: Can be destroyed after the audit and after receipts have been given to Donors for that time period.
 
Bank Statements and Paid Invoices: Keep for 6 years.
 
Monthly Report printouts: Permanent Church Records - never to be destroyed.
 
== Year End ==
 
year end
annual closing
calendar year end
fiscal year end
There are two year ends you will encounter - the Fiscal and the Calendar. Most likely these will coincide at the end of December of each year. However, some churches may have a fiscal year ending some other time during the year - usually June 30. For the fiscal year end, you will be required to make a budget allocation (if your church has made a budget), print year- and month-end reports, and back up data. For the calendar year end, you will follow the same steps for month end with the addition of printing and distributing contribution receipts. Whether you are performing a fiscal year end, calendar year end, or both - Jewel has made the process quite simple. Below is a discussion of how Jewel guides you through the process.
 
Once you have completed the last offering of the fiscal/calendar year end, Jewel will begin guiding you through the year end process with the Next Step button.
 
=== Budget Allocation ===
 
budget allocation
church budget
Budget Allocation is performed at the fiscal year end (or calendar if at the same time). Please refer to the section on Budget Allocation under Jewel Set Up for detailed guidelines on developing the budget, as well as entering the budget in Jewel. At each fiscal year end, Jewel will ask if you would like to set up next year's budget. If so, click Yes when prompted and enter in next year's budget. If it has not yet been prepared, click No. You can still enter the budget later by going to Maintenance → Edit Budget Allocations.
 
=== Contribution Receipts ===
 
Contribution Receipts must be printed and distributed at the end of each calendar year, regardless of whether the fiscal year has ended as well. Jewel automatically prints these receipts during the year-end process in December. These are to be distributed promptly for the donors' records and tax returns. You can either mail them or have the donors pick up the receipts from you. Note: If you have a donor who is also a vendor, ONLY their contributions will show up on this receipt. The receipt will not have information about checks written TO the donor/vendor.
 
=== Print Reports ===
 
year end reports
print reports
As with month endings, there are several reports to be printed at this time. If you are doing only a calendar year end, Jewel will print the regular month-end reports. If you are performing fiscal year end, Jewel will print both month end as well as year end reports. Ensure your printer is powered on and has a sufficient paper supply. Keep these reports for your records and send copies to the conference as needed. Verify with your conference auditor which reports they require to be sent in. To select/change what reports to print, go to Maintenance → Properties → Reports Tab and select reports to print for the desired time period and select how many copies to print.
 
=== Back Up Data ===
 
back up data
Follow the same process here as for month-end. Once again, this is a safeguard against losing your data. Having your information in a separate place ensures that you will not lose it! You may use a CD-ROM, memory stick, or any other suitable storage device. Follow the prompts in Jewel to back up your data.
 
''FAQs''<br />
 
 
''My receipts are printing backwards in batches. How do I fix it so it prints in the right order?''
 
Your printer is printing the last page first. In Jewel, go to Reports tab in Properties and change number of pages per print job to 1 page only.<br />
<br />
 
 
''A donor made contributions this year but no receipt was printed. Why? And how can I print one?''
 
Go to Maintenance -&gt; Edit Names, find the name and make sure that &quot;Get Receipt&quot; is checked. If it is unchecked, that is why no receipt was printed. Check &quot;Get Receipt&quot;, then go to Reports and Graphs → Receipts → Single Donor and Print the receipt.
 
=== Form 1099 Payments ===
 
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 Highlite a vendor. This screen will allow you to choose the payments that apply to Form 1099 for the vendor. When finished adding all the vendors that need a Form 1099, just click on Print to create a hard copy of the report. From this list you will have information necessary for the Form 1099.
 
[[Reports]]
= Chapter 6: Reports =


choose reports
choose reports
Line 505: Line 186:




[[Customizing Jewel - Properties]]
= Chapter 7: [[Customizing Jewel - Properties]] =
= Chapter 7: Customizing Jewel - Properties =


properties
properties
Line 731: Line 411:
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>
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>


[[Mortgage Record Keeping]]
= Chapter 8: [[Mortgage Record Keeping]] =
= Chapter 8: Mortgage Record Keeping =


mortgage
mortgage
Line 785: Line 464:
# 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.
# 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.


[[Frequently Asked Questions]]
= Chapter 9: [[Frequently Asked Questions]] =
= Chapter 9: Frequently Asked Questions =


== General FAQs ==
== General FAQs ==

Revision as of 15:34, 22 May 2024

How to Use Your Handbook

welcome 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 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.

Introduction

"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." Malachi 3:10

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 "Local Church Accounting Manual" printed by the General Conference Auditing Service. Please refer to this manual for a definitive, detailed description of the treasurer's responsibilities.

Chapter 1: Responsibilities

Chapter 2: Principles of Church Accounting

Chapter 3: Installation and Setup

Chapter 4: Your First Month

Chapter 5: More Accounting Processes

Chapter 6: Reports

choose reports reports choosing dates copy to clipboard print 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.

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.

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.

Financial Summary

financial summary 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 "Balance Sheet." 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.

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.

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.

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 "Month Actual" 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.

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 "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 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 "Next Step" 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 & 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


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.


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:

  1. Create a bitmap (.bmp) file of your signature. Scan your signature at 300 DPI or at your printer's highest resolution - whichever is higher.
  2. Crop the BMP file to its smallest possible size without clipping out any of your signature.
  3. Save the BMP file in the Jewel directory (C:\Program Files\Jewel.)
  4. Click the "..." button at the end of the Receipt Signature File box and select your signature file.
  5. 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:

  1. 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.
  2. 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.
  3. 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 "Print Setup" Before Printing:Unchecked, this feature allows printing without using the "Print Setup" 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, "Pay to the Order of:" 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 "Budget Sub Accounts Only," others zero out "All Sub Accounts."

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

  1. Click on Add to add a report to the Time Period showing.
  2. Choose a Report type by clicking the down arrow and selecting the type of report desired.
  3. Choose a Time Period by clicking the down arrow and select the appropriate time period.
  4. Click up or down arrows to determine the number of copies to print.
  5. Click OK to accept your changes, or Cancel to NOT accept changes.

Delete

  1. Select the report you would like to be deleted and click on Delete.
  2. 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 "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

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

  • 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 of the fonts installed on your computer.
  • 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 the number of centimeters to use for the width of each column.
  • 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.
  • 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.

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

  1. Go to Maintenance and select Edit Accounts.
  2. Select new account button.
  3. Highlight account type as local fund.
  4. Type in ID number.
  5. Type in account name (capitalize main account).
  6. Uncheck tax deductible box.
  7. Mark sub account box for accounts 60.1 and 900.1
  8. Select down arrow button, scroll and select proper main account

60.1 (Principal Paid) main account is MORTGAGE PAYABLE
60.2 (Interest Payable) main account is MORTGAGE PAYABLE
900.1 (Principal Reduction) main account is MORTGAGE REDUCTION
900.2 (Interest Added) main account is MORTGAGE REDUCTION

Setup Initial Balances

  1. Go to Accounting and select “Make General Journal Entry.”
  2. Under memo type “loan setup.”
  3. Leave button filled for deposit and interest earned.
  4. Select bank account as checking. Do not enter anything for income or expense (this allows $0 entry).
  5. Under accounts, type "60 (MORTGAGE PAYABLE)" and under expense, type in the mortgage principal. Type in "900 (MORTGAGE REDUCTION)" 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:

  1. Go to Accounting and select “Make General Journal Entry”.
  2. Under memo type “payment and interest applied to mortgage”.
  3. Leave button filled for deposit and interest earned.
  4. Select bank account as checking. Do not enter anything for income or expense (this allows $0 entry).
  5. Under accounts, type "60.1 (Principal Paid)" 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?
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.
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?
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?
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?
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.

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!!
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?
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?
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 "Jewel." 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?
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?
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?
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?
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?
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?


  1. 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.
  2. Leave the offering amount blank.
  3. 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.
  4. Click "No" when Jewel asks if you want to do a Trial Deposit.
  5. Now, still in Contribution entry, bring up the correct name. Enter the envelope as usual.
  6. 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?


  1. To void a check that has already been entered into the computer, click on Accounting → Void a Check.
  2. Click on the check you would like to void.
  3. If needed, modify the memo field so that it documents what you are doing.
  4. Click OK.

check correction change check edit check How do I correct a check written in the current month?
Go to Reports & 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?
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?
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.

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?
First, you will need to enable transfers from conference accounts. Go to Maintenance → Properties → General tab. Under the section "Options", find the option that says "Allow Transfers Between Conference and Local Accounts" 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?


  1. Go to Reports and Graphs → Deposit Report.
  2. Double click on the Deposit that needs correction.
  3. Click on the Make Corrections button, then click on Trial Deposit.
  4. Double click the envelope that needs to be corrected.
  5. Click on Edit Envelope and make the necessary correction.
  6. Click Close.
  7. 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?
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
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.
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.
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.
4. Now go to File → File Transfer → Receive From Auditor. Again, you will need an Internet connection for this step as well. Clicking on "Receive from auditor" will replace your current database with the corrected database from your auditor.

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