Creating a Church Organisation - Check List

Collect and enter some or all of the organisational details for the church

On the Organisation Profile the church details and operating details tabs identify the church charity. Note the user can return to the Organisation Profile to make changes at any time.

NOTE: The user may print a hard copy of this check list by clicking on the green PRINT button.

Control - Organisation Profile
Identify the church with the following information
Information Select from: Input
Legal Name (This will be the PCC name) -
Charity Regulator
  • Charity Commission for England and Wales
  • Charity Commission for Northern Ireland
  • Office of the Scottish Charity Regulator
  • None/Excepted Charity
Charity Regulator Number (only if the church is registered) -
Company Number (only if a Charitable Company - ignore
Trading Status usually selecting Active
Date the church was founded (use a current date if not known) -
Principal Purpose of the organisation
  • Church
  • Church and community centre
  • Your own text as preferred
Financial Period From - To 01/01/xxxx - 31/12/xxxx
Registered Office Details Usually the parish office or church address
Operating Name if different to Legal Name (to display on documentation) -
Operating Address if different to Registered Office (to display on documentation) -
Operating Country, confirm the Country Usually United Kingdom
Phone, mobile, fax, web address and e-mail, any of which if required (to display on documentation ) -

On the Accounting Options tab of the organisation profile an initial chart of accounts is selected and other information.

Initial Accounting Options
Information Select from: Input
Choose an initial chart of accounts from
  • PCC (Anglican Church)
  • PCC (Anglican Church) and Community Centre
Opening Balance Leave the default Opening Balance Open status -
Transaction Lock date Ignore for the moment -
Charge Schedule For now select Month End, it may be amended later. If the asset register is used depreciation will be posted automatically each month end. Month End
Track VAT box ignore unless the church has a VAT registration.
Primary (Initial) Bank Account Name -
Primary (Initial) Bank Account Sort Code and Account Number -
Primary (Initial) Bank Account International Codes (if necessary) -
Primary (Initial) Bank Account Opening Balance (usually from a bank statement) -
Primary (Initial) Bank Account Opening Balance Date (this usually means the day before the first day of the new accounting period) -

The optional features tab of the organisation profile allows for the selection of functions that may be required for the organisation.

Select any Optional Features required
Feature Outline Input
Sales Quotes ignore for the moment -
Track re-chargeable expenses ignore for the moment -
File uploads Activates the ability to use CSV format files to upload information to the system Y or N
Asset Register Record tangible fixed assets as well as automatically computing depreciation. Using the Fixed Asset Register Y or N
Operating Lease Register Record operating leases such as photocopiers, printers, computers etc. Operating Lease Register Y or N
Vehicle Register ignore for the moment Y or N
Personnel P11D expense and benefit tracking Manage employee expense and benefit recording and reporting P11D and Online Filing - Overview and Setup Y or N
Budgets Activates budget setting and reporting. For more information see Budgets Y or N
Donor ledger and gift aid Activates donor ledger and gift aid claiming. For more information see Donor ledger and Gift Aid Claiming Y or N
Payroll Activates integrated payroll. For more information see Payroll - Overview and start point for users unfamiliar with payroll processes Y or N

The Anglican Church Options tab allows for information that completes the integrated Return of Parish Finance Report. The Church Accounting Regulations 2006 Compliant box will need to ticked to confirm that is the situation.

Anglican Church Options
Information Input
Parish Code
Parish Name
Parish Deanery
Parish Diocese

Collect all the details of the funds that the church manages

All charitable organisations will have at least one fund. All income and expenditure transactions must be all related to a fund. Click for more information on Charity Fund Accounting. Details of funds are entered via the funds menu.

Funds - Add Fund

or

Control - Opening balances - Opening Balance Control Panel - Add Funds
Church Funds
Information Input
Fund (name)
Fund code (if required, likely to be used in donation uploads) e.g. 'gen001' for a general fund
Default (if ticked is the default but can be amended at point of transaction entry)
Fund type select from
  • Endowment Capital
  • Endowment Expendable
  • Restricted
  • Unrestricted designated
  • Unrestricted
Trading Fund (tick if the fund is a trading fund)

Enter as many funds as are needed by the church.

Entering the opening balances for the church

Existing church, starting using the system from the start of a new financial reporting year

In this situation, a set of financial balances from the prior year will be entered on the system as opening balances. Additionally a user will set up relevant accounts (including bank accounts), funds, activities plus details of any customers, suppliers, employees and donors.

Click on Opening Balance process and set-up for an existing charity; entering data from the beginning of a new financial reporting period for more information.

A worksheet to assist in collecting initial opening balance information can be found from Anglican church opening balance work sheet

Existing church starting using the system at a point in the middle of a financial reporting period

In this situation, a set of financial balances for the start date will be entered on the system as opening balances. A user will set up relevant accounts (including bank accounts), funds, activities plus details of any customers, suppliers, employees and donors. In addition to the above income/expense balances for the period of the year to date and comparative period should be entered.

Click on Opening Balance process and set-up for an existing charity; entering data from a date in a financial reporting period for more information.

A worksheet to assist in collecting initial opening balance information can be found from Anglican church opening balance work sheet for mid-year start

What next?

One or all of the following activities may be required in moving forward with using the system

Some follow up activities
No. Activity and menu navigation Information Required
1. Add a bank account
Accounts - Add Custom Account
  • Account Number and Sort Code
  • Account name
  • Account balance (if any) and balance date
  • An associated Fund (for posting interest and bank charges)
  • Bank statement import format
2. Add additional users
Control - Manage Users - Click Red + symbol
  • User name (for an existing user) or
  • User name to create a new user
  • A user role will need to be selected
  • Title, First and Last Name
  • Valid email address
3. Donor ledger and gift aid claims
Donors - Configuration
  • HMRC Charity Reference
  • Donations income account (as default)
  • Donations Fee Account (if necessary)
  • Whether claiming GASDS or not
  • Any connected charities under GASDS (if necessary)
4. Dealing with regular church collections
  • A source of income analysis to record the Income to the appropriate accounts,e.g. Donations, Fees, Room rental etc. The transactions likely to be used are Cash/Card Takings, Donations, Receipt
5. Setting up and running a payroll
  • Control - Organisation Profile - Optional Features - tick Payroll and SUBMIT (to turn payroll feature on)
  • Payroll - Configure Payroll
  • Payroll - Payruns (Running a Payroll)
  • A new user or a user unfamiliar with payroll may find it convenient to use a Payroll Check List as a good guide to the information required to set up and run payroll. This check list contains links to other relevant help and information.
6. Preparing a SoFA Report
Reports - Statement of Financial Activities
 Select between an Income and Expenditure or Receipts and Payments version. The user can select date periods as required.
7. Preparing a Parish Finance Return
  • Control - Organisation Profile - Anglican Church Options - tick Church Accounting Regulations box and enter parish data (to turn feature on)
  • Reports - Statement of Financial Activities - Return of Parish Finance
  • Prepare the report for the relevant year
 Click the ADD button and choose the accounting basis for the report; Accruals or Receipts and Payments and the year to report.

Prior year comparatives for income & expenditure

In order to have a SoFA complete with prior year comparatives figures by fund must be entered. Enter amounts at the account level detail required. Note amounts entered in child accounts are accumulated into parent accounts and will be added to any values entered at the parent account level.

Income and Expenses balances are entered by clicking on the Income Balances and Expense Balances button on the control panel

Click on each line item and a dialogue box opens to allow opening balances and comparative balances to be entered by fund.

A worksheet to assist in collecting comparative and opening balance information by income account can be found from Income Comparative worksheet.

Similarly a worksheet for expenditure is available Expenditure Comparative worksheet.

Print out as often as required.