The Ledger feature in SteepleMate is designed to offer flexibility and control for tracking and managing your church’s finances. This guide explains how to set up accounts, define entry categories, and generate customized reports.

1. Creating Ledger Accounts

To start managing finances, you’ll need to create accounts within the Ledger. Each account should represent a unique area of church finances, like Tithes, Maintenance, or Payroll.

1. Navigate to Ledger Setup:

   • From the Finance menu, select Ledger and New to create a new ledger account.
     
     
     
     

2. Enter Account Details:

   • Account Name: Enter a descriptive name (e.g., Tithes, Office Supplies, Utility Payments).
   • Description: Provide a brief explanation of what the account will be used for (e.g., “Weekly member tithes” or “Monthly office expenses”).
   • Account Number: Assign a unique number for each account, useful for organizing and reporting purposes.
     
     

3. Set the Ledger Type:

   • Choose an appropriate Ledger Type based on the account’s nature. Available options include:

     • Cash Flow - Cash Account: For general cash transactions.
     • Cash Flow - Checking and Savings Account: For bank checking and savings accounts.
     • Cash Flow - Credit Card Account: For accounts related to credit card expenses.
     • Investing - Investment Account: For investments or stocks.
     • Property and Debt - Asset: For assets owned by the church, such as property or equipment.
     • Property and Debt - Liability: For liabilities, like loans or mortgage obligations.
     • Invoice - Quick In (Business Only): For invoicing purposes (only for business-related accounts).

   • Select the type that best represents the account to help categorize inflows and outflows accurately.

4. Save the Account: After entering all information, click Save to add the account to your Ledger.

2. Setting Up Ledger Entry Categories

Categories help specify the nature of inflows and outflows for each transaction within the Ledger. Setting up entry categories allows for more detailed reporting and easier tracking.

1. Access Entry Categories:

   • At the top of the Ledger table, select Ledger Entry Categories.
     
     

2. Define Categories:

   • Create categories for common transaction types. Examples include:
     
     • Income Categories: Tithes, Offerings, Fundraising, Program Fees.
     • Expense Categories: Salaries, Utilities, Ministry Supplies, Equipment Maintenance.
   • Add as many categories as needed to accurately capture each type of financial transaction.
     
     
     
     

3. Save Categories: Once categories are set, save them to make them available when adding transactions to Ledger accounts.

3. Adding Entries to Ledger Accounts

With your accounts and categories set up, you’re ready to start logging transactions.

1. Select the Account: Expand the Ledger ( > icon) and choose the account to which you want to add a transaction.
   
   
2. Add Entry:
   
   • Click New and fill in the transaction details.
   • Assign a Category to each transaction, using the custom categories you created.
     
     
3. Save the Entry: Once all information is entered, save the transaction. This will update your Ledger balance automatically.

4. Generating and Exporting Reports

SteepleMate provides robust reporting capabilities, allowing you to view and export inflow and outflow data for all accounts or specific ones.

1. Generate Report:

   • Select on the Related button at the top of the Ledger section.
     
   • Select Ledger(s): Choose whether to view inflow and outflow data for all accounts or select specific accounts for a more focused report.
     
     
     
     

2. Customize the Timeframe:

   • Specify the report’s timeframe by selecting a date range. This helps in viewing financial data for specific periods, such as monthly, quarterly, or annually.
     
     
     

3. Export the Report:

   • Once the report is generated, you have options to Export it in various formats (e.g., PDF, Excel) for use in church meetings, financial reviews, or audits.

Tips for Efficient Ledger Management

• Regularly Update Transactions: Logging entries as they occur helps keep your Ledger current and accurate.
• Review Categories: Ensure that each category aligns with your church’s financial tracking needs. Add or adjust categories as needed.
• Customize Reporting Intervals: Generate monthly reports to monitor cash flow and track seasonal trends in donations or expenses.