TOPIC:  Online Task Assignments                         Established: August 2006                  UPTD: July 06, 2008             

OVERVIEW:  Below is a dialog between the Board Treasurer (see Onliner below)  of a Small Christian Ministry and Jim Bramer  (see Jim below)  on  the topic of just how a  HOMER  (or Associate Pilot)  would assist a Ministry within the context of this  SPENDING CONTROLS   web site contents.  Let Jim know at  Jim@bcidot.org   if you have any comments or questions                                               

Onliner:

    We are one of the Small Christian Ministries that you mention when you  Click Here  and we might be interested in turning over as much of our Bookkeeping tasks as possible  to a remote  HOMER  like person that you mention.  Plus my wife and I might also be interested in pursuing this for our personal finances per what you share when I  Click Here.
    First,  Just how does this work, Jim, or what do we need to do to get set up ?     

Jim:  ( Jim@bcidot.org   )

   OK - the needed initial steps include at least the following:

  01 - You establish a Bank Account who provides Online services.  It does not have to be a local Bank - ask us about Evangelical Christian Credit Union - ECCU -  who service members throughout the land.
  02 - You obtain a supply of checks ... since there will be so few, you can write them manually.  The preference is to have a duplicate that will be attached to the appropriately filed payment document.
  03 - Arrange for paying as many of your repetitive payments (Check equivalent, etc) via the Bank's Online Payment as possible. Some are via your action, but some can be processed automatically.
  04 - Arrange for authorized people to have access 24/7 to your Online Bank Statement
  05 - Set up a single Plastic account (this usually allows for the preferred Debit Card usage, but your only Vendor option might be Credit Card usage) and obtain Plastic for each buyer.
  06 - Arrange for paying as many of your repetitive payments as charges to the Credit Card statement as possible.  Like the Bank's Online Payment system, some are via your action, but some can be processed automatically.
  07 - Arrange for authorized people to have access 24/7 to your Online Credit Card Statement
  08 - Go to www.eBay.com  and obtain QuickBooksPro2004, or maybe even earlier versions, as if it were new, etc.
  09 - You set up your QBuxBox system with some three or four Spending Area Boxes as set forth when you Click Here.  You, of course, will add more Spending Area Boxes when you and your Associate Pilot  see the need.  
  10 - Set up and regularly update a Vendors list (often via an exchangeable Excel doc) which indicates which Spending Area Boxes  to usually charge when purchased, etc.  This helps all parties involved in the Box assignment process.
  11 - For the applicable  Small Christian Ministries , you need to determine General Fund Spending Area Boxes and their priority order as discussed when you Click Here.
  12 - A Small Christian Ministries  probably will need to set up calendar year clergy and regular employee payroll records.  Work with your Associate Pilot  on this as you ultimately want to outsource such an payroll effort
  13 - Click Here for DONAMAIL information.  Such a donation processing system would be in place so it can provide needed deposit information.

Onliner:

    Jim, from your perspective, what are the usual Bookkeeping tasks ....  then who would be responsible for what, etc.?

Jim:

     OK -- let me first show you the grid content below which pertains to Revenue (Receipts) of both Small Ministries and the Christian Family.  You will note that it is more complex since each entity has slightly different types of Revenue (Receipts) etc.  Note especially the aspects of DONAMAIL when you  Click Here  plus SCHAR (School Acct Rec) when you  Click Here  and go to this web folder contents.

		"Local" below can be a paid combo Secr-Clerk -                              or the Treasurer alone.
		"Box" = via this Spending Control QBuxBox System
								Christian
Assigned to:			ALL	CHURCH	MISS-ORG	CAMP	SCHOOL	Family
Homer	Local	Description or details
		* * * REVENUE
	xx	Do DonaMail System processing	xx
	xx	Post DonaMail info to Box system wkly		xx
		- Periodically -
	xx	Post DonaMail info into Box system			xx	xx	xx
	xx	Post Camp All Recs into Box System				xx
	xx	Post School SCHAR Rec to Box system					xx
xx		Net Pay - perhaps a memorized entry						xx
	xx	AllElse  Receipts to Box system	xx
xx		Verify posted deposit to Bank Stmt	xx
	xx	Manage applicable Acct Rec effort				xx	xx
xx	xx	Get Memo Acct Rec Info into System				xx	xx
xx	xx	Get AllElse Memo info into System	xx

        Then you will notice in the grid below that the task assignments for payments (via Disbursements, Credit cards and Payroll) are quite straight forward and are readily identified and assigned to either the Homer or the Local person.   Please contact me, if you are a Christian Family Unit and you want to assign as tasks the various Loan and other financial status report information into your Charts, etc.

	Homer	Local
			* * * DISBURSEMENTS
		xx	Authorize Checks & Debit Cards
		xx	Manually write Cks-attach Docs & File
	xx	xx	Process Online Payts - Debit Cards
	xx	xx	Access Online Bank Stmt
	xx	xx	Make Hard copy for reference
		xx	Keep Vendor Box List curr & to HOMER
	xx		Use Vendor list for posting to Box System
	xx		Option -- Pay CrCard Weekly - see below
	xx		Uncertain tranx to Suspense Box
	xx	xx	Clean up Suspense Box
			* * * CREDIT CARD
		xx	Keep Vendor List current & to HOMER
		xx	Verifies content of Credit Card stmt
	xx	xx	Access Online Credit Card Stmt
	xx	xx	Make Hard copy for reference
	xx		Use Vendor list for posting to Box System
	xx		Option -- Pay CrCard Weekly
	xx		Uncertain tranx to Suspense Box
	xx	xx	Clean up Suspense Box
			* * * PAYROLL
		xx	OutSource as soon as possible
	xx	xx	Before do all manually
		xx	Provide payroll info to OutSource