End of Year Maintenance

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Closing Out The Old Year - Setting Up For The New! Please substitute the year number where appropriate.

Step 1 - Backing Up Your Data

1. Right Click "Start"

2. Left click "Explore"

3. Push left scroll bar up until you see ChurchPro. If you do not see ChurchPro, click the + or arrow beside your computer then the + or arrow beside drive C.

4. Click the "+" or "arrow" beside ChurchPro

5. Right click on "ChurchPro2013"

6. Left click "Copy"

7. Right click on the top most ChurchPro folder. The one that just says "ChurchPro".

8. Left click "Paste" This will create a copy of the files under ChurchPro called ChurchPro2013 - Copy.

9. Right click on this folder (ChurchPro2013 - Copy) and left click "Rename'

10. Type...LastYear2013...

Your data is now backed up in a folder called "C:\ChurchPro\Lastyear2013. Your data will now be in C:\ChurchPro\Lastyear2013

Step 2 - Verify That You Data Has Been Successfully Backed Up

Tip: You May Use These Instructions To Go Back To Last Year’s Data

1. Open ChurchPro as you normally do.

2. Click File | Working Directory. A set working directory window appears.

3. Double click the “ChurchPro” folder

4. You should see a folder called LastYear2013.

5. Click on this folder and click OK. You will get a message that changing your working directory closes all windows.

6. Click “OK” to continue.

7. Click the Project View Icon (A manila folder with a white piece of paper in front) on the toolbar.

8. Click “Scripts” when in the Project Viewer.

9. Double click “MainMenu.ssl. You should now be in your backup directory. Check the data and make sure it is OK.

10. Important: Close ChurchPro at this point.

Step 3 - Clear Out Your Giving Data---Open ChurchPro as you normally do.

This example assumes that you want to clear the 2013 giving records.

1. Click “Setup” at the Main Menu.

2. Click the "Clear Data" tab.

3. Click the "Backup Giving" button.

4. Click the "Year End Giving" button. A message will pop-up telling you that if you continue specified records in the giving module will be deleted.

5. Click "Yes" to continue.

6. A date window will appear. In the FROM field enter the date for 1/1/2013 in the TO field enter 12/31/2013.

7. Click “Continue” to clear the giving records for the year.

Step 4 - Clear Out Your Payroll Data

Tip: You can run your W-2 and 941's etc. from the backup folder. Step 2 gives you instructions on how you can access this folder.

This example assumes that you want to clear the 2013 Payroll records.

1. Click “Setup” at the Main Menu.

2. Click the "Clear Data" tab.

3. Click the "Backup Payroll”" button.

4. Click the "Year End Payroll" button. A message will pop-up telling you that if you continue specified records in the salary table will be deleted.

5. Click "Yes" to continue.

6. A date window will appear. In the FROM field enter the date for 1/1/2013 in the TO field enter 12/31/2013.

7. Click “Continue” to clear the payroll records for the year.

Step 5 - Clear Out Your SSchool and Church Data

1. Click "Setup" at the Main Menu.

2. Click the "Clear Data" tab.

3. Click the "Year End SS Data" button.

4. Click "Yes" and "Yes" again to clear tables.

5. Click the "Year End Church" button.

6. Click "Yes" and "Yes" again to clear tables.

Step 6 - Archive Out Your Checking Data (Optional)

It is recommended that you keep only two years of data in your checking account and that you archive your oldest year’s data, when you start in your third year. However, most businesses close out their books every year. This is the best approach because it allows you to remove old account names that are no longer needed. This approach will allow to change account names for the new budget year.

1. Run the balance sheet through today and through the end of the year that you wish to archive out.

2. If a Fund is negative, transfer money FROM the General fund TO negative funds showing on the balance sheet above. Amounts with a parenthesis are negative amounts. You will make two transactions to move money from one fund to another. If you do not have a fund balance account setup to transfer money, go to budgeting and setup the fund balance account. This example assumes you want to move money from the General Fund to the Benevolence Fund.

To Transfer Money or Funds

1. Click the “Transfer Money” button.

2. Use the appropriate section that applies to your transfer : Bank, Fund, Income/Expense

3. Enter the amount you wish to transfer.

4 Enter the account From which you want to debit.

5. Enter the account To which you want to credit.

6. Click the adjacent “Transfer” button

Note- Repeat the above for every fund that has a negative balance.

3. Run the Balance sheet for end of year that you will close out.

For example if you have year 2010-2013 records in your checking account and you wish to archive out records prior to 2014, run your balance sheet for 12/31/2013.

Note: ChurchPro automatically Archives when the following steps are followed

4. Archive out a prior year(s). In this example we are archiving years prior to 2014.

- Click “Setup” from the Main Menu.

- Click “Clear Data” tab

- Click “Backup Checking” button

- Click the “Year End Checking” button

- Click “Yes” to continue - Enter Dates. Example 1/1/2010 to 12/31/2013

- Click “Continue”

- Click “Yes” to archive records.

- Click “OK”

- Close “Setup” and return to Main Menu

6. Check your beginning fund balances.

- Click “Accounting” from the Main Menu, then click the "Chart of Accounts" icon

- Click the “Show Only” drop-down list at the top left of the chart of accounts.

- Choose “Fund Balance”. Write down the total of the fund balance accounts.

7. Check your beginning bank account balances.

-Click “Accounting” from the Main Menu, then click the "Chart of Accounts" icon

-Click the "Setup Checking/Savings tab"

-Write down the total of the Bank Accounts.

8. Your funds + liabilities must equal monies in all Bank Accounts.

Note: The amounts on the balance sheet ending 12/31/2013 should equal the Beginning Balances for 1/1/2014.

Step 7- Setup Your New Budget

1. When you adopt your budget, change your budget amounts for 2014 to the new amounts.

-Click "Accounting" from the Menu. Click "Budgeting".

Tax Tables, W-2 and W-3 forms will need to be upgraded each year. Call ChurchPro at 410 272-0941 for an upgrade. An upgrade fee may apply.

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