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​​6.4.4 Accounting System

Systematic, consistent, up-to-date record-keeping methods are essential for monitoring the fiscal health of locations. Use of computerized accounting software programs (such as QuickBooks®) is a best practice.

In the daily operation of locations, records need to be kept of all monetary and financial transactions, both of money coming in ("receipts") and going out ("disbursements"). These records include electronic transactions, cash transactions, and paper transactions.

In addition to records of receipt and disbursement, the following must be kept to support entries made in the accounting system:

  • Check registers

  • Wire transfers

  • Summary of Receipts Form (sample) for Mass collections and Mass intentions

  • Individual parishioner's contribution records (including automatic transfers)

  • Payroll records (see Payroll Record Requirements and Paycheck Procedures)

  • Regular vendor payments (e.g., Form 1099)

  • Petty cash vouchers documenting withdrawals from the cash fund

  • Canceled checks

  • Duplicate deposit slips

  • Bank statements

  • Bank reconciliation

  • Bills and invoices

  • Electronic transactions (e.g., point of sale reports and Automated Clearing House [ACH] statements)​