UK MISSIONARY CHURCH REPORT INSTRUCTIONS

Church reports are to be completed and sent to the branch within 48 hours of the meeting. When on tour, turn in twice per week viafirst classpost.

Please fill out your church report and sales report online using BBEC (see instruction below). If you don’t know how to do this, ask Tony or Daryl. After you have submitted the report online, you should print a copy of the report. Then send the printed copy with the cards and money to the branch. If you are unable to print the completed form because no printer is available, use either the blank church report form from your Dep Packet (which you do not need to fill out) or simply create a cover sheet or card that has the Deputation ID, your name, the church name and the meeting date on it. If you cannot do your report online at all (but really try to), then you will need to use the Dep Packet form to send in a manual church report.

HANDLING CHEQUES

Cheques should be matched with cards filled out by individuals. This includes salescheques (which must have an “S” in the memo line so we know it’s not a donation). Credit card slips should be treated like cheques, but there is a separate line on the church report for the total of credit cards. This total includes involvement credit card gifts. Note: we accept Visa, Mastercard, and UK Debit Cards. Be sure to check the credit card number and expiration date when received.

The order for stacking your church report:

  • cash (in a neat pile with coins wrapped in closed envelope) – only for branch
  • staff cheques (be sure it’s signed & included in your package) – this includes money orders
  • if you do a bank transfer to the branch, provide paper documentation of the amount
  • church cheques
  • credit card slips without cards to match
  • involvement cards that have credit card information (credit card gifts)
  • credit card slips with cards matched (put slip on top of the card)
  • cheques without cards to match
  • cheques with cards matched (put cheque on top of the card)
  • cards with donations indicated but no cheques (cash gifts)
  • cards without cheques or donations indicated

Wrap the report around thestack of cards and money so you can read the name of the church and secure it with a rubber band. Sales reports are only needed for manual church reports being sent, not if you did them online. Each church report must have its own staff cheque, money order or bank transfer documentation. Don’t combine multiple reports onto one cheque or one bank transfer – keep them separate per report.

MISC INSTRUCTIONS

The “number of cards” includes the number of chequesand credit card slips that are not matched to cards.

If money is to come from the church, check the “travel to come” or “offering to come” line and put in the amount we expect. If amount is unknown, call the church the next day to get it. If you can’t get the amount, check the Amount Unknown box.

If there is overage on a sales cheque that needs to be receipted (someone gives you £25 for a CD), write the sales/offering breakdown on the memo line of the cheque. Do not count the donation portion in your sales total. Don’t do this if someone gives you £10 for a £9 purchase.

Put your initials by comments on cards where action is needed to indicate you took care of the request. If you need the branch to handle something, put “BRANCH please handle” near the request.

(over)

THINGS NOT TO DO (especially if you are sending in a manual report)

Don’t leave the Residuals, Offerings, or Travel designations blank.

Don’t put a question mark in Travel or Offering to Come area. You can mark it Amount Unknown.

Don’t hold onto the church report waiting for info from the church. Send it in with a note.

Don’t (if at all possible) leave the church without the involvement cards.

DOING YOUR CHURCH REPORT ON BBEC

Log onto BBEC.

On the JFJ page, click on Deputation & Sales Report Search and use the Dep ID to get to the report.

Note: you can also get there from your Missionary Dashboard (using My Staff Page or Deputations).

From the DeputationChurch Page, you will see Deputation/Sales Report in the More Information area.

If you have sales, go to the Sales tab.

If you have a Default Sales Report, hit the Load Default Sales Report button.

If not, hit the Edit button.

Enter the total received for sales in the box at that top.

Enter the number of items sold or given away.

If you need to add items, use the binoculars and search by description or code.

When done, hit Save. The sheet will calculate sales amounts, discounts, and taxes.

Go to the Deputation Report tab and hit the Edit button.

Complete the info on the Offering and Sales tab.

If travel or offering to come is unknown, click the Amount Unknown box.

If you received the travel money, enter it on the right side.

The sales amount will automatically fill in from the Sales tab.

Be sure to enter the Number Present and the Number of Cards.

Special Instructions are notes to Tony concerning anything special to do concerning the report.

Click on the Church Evaluation tab.

The evaluation marks are 1-5. There is also a N/A option.

The Offering Was selection is a dropdown list and is a mandatory field.

Other mandatory fields are the Why/Why Not box and the Comments box.

Once you have filled out everything, hit the Save button.

When you get back to the main Deputation/Sales Report page, hit the Submit button.

After submitting, go to the Printable Reports on the left and select Deputation Report.

Your completed report will show. Use the Printer icon at the top to print your report.

Remember, if no printer is available, please either:

Use either the blank church report form from your Dep Packet (which you do not need to fill out), or

Create a cover sheet or card that has the Dep ID, your name, the church name and the meeting date on it.

Wrap your report around the card and offering and send to the branch.

Rev October 1 2014