payment for store materials

Discuss questions around local unit policies for budgeting, reconciling, etc. This forum should not contain specific financial or membership information.
pgm44
Member
Posts: 86
Joined: Sat Jul 16, 2011 6:19 am
Location: Philippines, Cagayan de Oro city, Northern Mindanao

payment for store materials

Postby pgm44 » Thu May 09, 2013 8:41 pm

Hi,
I hope some of you can help me with the folloing.

Most of the members in our ward are paying their magazines and scriptures to the ward clerk. Once the order is placed the payment will then be deducted from the ward budget. Our problem now is how to deposit or redeposit the money, received from the member, to the headquarter or back to the ward budget.

It would be great if some of you can tell us how to handle step by step

thanks in avance,
PGM44
Kauswagan ward
Philippines.

Gary_Miller
Senior Member
Posts: 1218
Joined: Thu Dec 08, 2011 10:42 am
Location: Emmett, Idaho

Re: payment for store materials

Postby Gary_Miller » Thu May 09, 2013 9:08 pm

Not sure how its done in the Philippines. However, in the states I would just put the money from the members in the other account and then do a category adjustment once I received the invoice from distribution center taking the money out of the other account. This way there would be no money being redeposited in to the ward budget.

jdlessley
Community Moderators
Posts: 6526
Joined: Sun Mar 16, 2008 11:30 pm
Location: USA, TX

Re: payment for store materials

Postby jdlessley » Thu May 09, 2013 9:55 pm

I agree with Gary's recommendation.

You may need to track individual magazine/scripture orders and payments outside MLS since MLS is not set up to handle individual member accounts for something such as this. But the payments themselves can be deposited into an Other:AMFA category specifically set up for magazine/scripture orders and the distribution center charges recategorized to the Other:AMFA category.

To change the category for a distribution center charge or a portion of a charge do the following:
  1. Log in to MLS.
  2. On the Finances menu, click More.
  3. On the Expenses menu, click View/Update Expenses.
  4. In the Report field, click the down arrow and choose the type of report you want to view on the screen.
  5. In the Date Range field, click the down arrow and choose the range of dates you will find the expense in.
  6. Click the reference number of the expense you want to change the category of.
  7. Click the Category field, and then click the magnifying glass icon.
  8. In the list that appears, choose the correct category for this expense, and then click OK.
  9. Click Save.
  10. In the window that appears, type the reason for this adjustment, and then click OK.
  11. Click OK.
JD Lessley
Have you tried finding your answer on the LDS.org Help Center page or the LDSTech wiki?

lajackson
Community Moderators
Posts: 6142
Joined: Mon Mar 17, 2008 9:27 pm
Location: US

Re: payment for store materials

Postby lajackson » Fri May 10, 2013 7:09 pm

pgm44 wrote:Most of the members in our ward are paying their magazines and scriptures to the ward clerk. Once the order is placed the payment will then be deducted from the ward budget. Our problem now is how to deposit or redeposit the money, received from the member, to the headquarter or back to the ward budget.

You may wish to speak with your area office. The country of Brazil has a program where members order materials from the Online Store, then pay cash for them through the ward or branch.

When the member checks out from the Online store, they are given a payment type of "Pay through Ward or Branch", and then are able to print a Quote Receipt. They put this receipt with the money and give it to a member of the bishopric or branch presidency.

The clerk enters the payment in the MLS software. MLS notifies the Store that the payment has been processed, and the materials are shipped to the member.

If your country is starting a program such as this, it seems there should be a designated place to enter the payment so that it is automatically sent without the need to transfer.

If your country is not using this program, then it should be fine to go ahead and order through the unit account. You would then recategorize the Distribution charge to the Other:AMFA account where you recorded the member's payment, as others have mentioned.

pgm44
Member
Posts: 86
Joined: Sat Jul 16, 2011 6:19 am
Location: Philippines, Cagayan de Oro city, Northern Mindanao

Re: payment for store materials

Postby pgm44 » Fri May 10, 2013 7:16 pm

Thank you all for your replay.
This forum is a great help for many of us.

Thanks again


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