PCAP Order Form 2022

Before you begin this form.

“Why does Benkorp ask for this information?” This is an Order from your church for Benkorp to setup the Xero Accounting system THIS INFORMATION IS STRICTLY CONFIDENTIAL This form may take a while to complete. Please make sure that you are prepared with details of all financials, properties and accounts. * Please ensure that you have read and understood the service descriptions prior to starting this form.

Your Contact Details

Church Full Name*

What is your ABN?*

Church Address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Contact Name (to be used for contact for Setup)*

First Last

Position*

Contact Phone/Mobile #*

Contact Phone #

Email (to be used for contact for the Setup)*

Contact person to authorise this order*

First Last

Position (of authoriser)*

Contact details (for authoriser)

Email Phone Number

Order:

On this order it is MANDATORY to Select: 1 Setup Option + 1 Training Option + 1 Subscription Option. Please select any optional additional services as required

1. SELECT ONE of the following set-up options A,B, C & D*

A. PCAP OR PVAP Standard Xero Set-UP
B. Xero Migrate from 1 x MYOB PC, include up to 2 yrs data
C. Xero Migrate from 1 x MYOB AppleMAC, include up to 2 yrs data
D. Convert one existing Xero file to Church standard setup

2. SELECT ONE of the following training options A or B*

# travel fees payable for onsite services provided over 20kms from Sydney GPO ($75 per hour +50c per km) # group training fee to be discussed

Subscription Type:*

Note: Your subscription and fee will commence as soon as the Xero is setup

Xero Subscription Options*

NOTE ABOUT XERO SUBSCRIPTIONS: Xero subscription rates are based on the number of active paid payroll employees in a month (from 0 +), regardless of the number of times they were paid and if they were full time, part-time or casual.
During the setup phase of your Xero system a subscription is commenced by Benkorp on your behalf and invoiced to you with the setup. Benkorp will invite you to access your Xero system.

Assistance Options

Will you require ongoing support?*

Yes, I would like to Upgrade for additional Support. (We will contact you to discuss the details)
No additional Support required.

We can provide a level of support that includes help with Xero via email and phone. This provides peace of mind to volunteers.

Additional Services

Please mark as appropriate and we will contact you for a appointment for a Discovery discussion

Payroll service by Benkorp
Ongoing Bookkeeping & Accounting
Monthly Review & Recommendations
Additional Xero System Training
Financial Management training especially relevant for churches

Important Information Required.

What accounting system do you currently use?*

If Other, name of your current accounting system:

What Version are you currently using?*

What type computer will you use? PC or Mac?*

What will be the new accounting system start date?*

This date can be backdated or future dated according to your individual circumstance.

What is your financial year?*

What is your GST Reporting Frequency?*

What is your GST calculation Method?*

What is your PAYG Withholding Frequency?*

BEFORE YOU CONTINUE: PLEASE READ THIS CAREFULLY

For us to complete your order you need to follow this process carefully. - list every item in each category or section, and - ensure that all details are complete, and - this will make it easy for us all to work together for the prompt setup of your new accounting system

A. Bank and ‘bank type’ accounts:

Be sure to list all and every operating bank accounts, eg main account, staff benefit NCB accounts, organisation owned credit cards, trust, deposit, investment accounts, eg short and long term deposits, fixed term, bequest accounts, special/designated purpose, *When accounts are missed, then your opening balances will be wrong and will require additional work to correct

Please list of ALL bank, trust and deposit accounts:*

This is for ALL accounts under/using your ABN. NUMBERS ONLY please. No dashes, no spaces, no alphas.
Example:
CBA Main account 000111 1234567
CBA Special saver 000111 321321
CBA Online deposits 000111 456456
WBC NCB minister#1 333222 876356
ATrust Term deposit 111222 237898
ATrust Fixed Deposit 111222 919278

Bank brand name	Common Account Name (eg, Main Acc)	BSB	Account Number

How many debit/credit card accounts do you have?*

NOTE:

The following details in B C D E, provides the information to setup the Tracking Categories in the Xero system.

B. Properties

Be sure to list all and every, property, building or sub-part that your church uses to budget, maintain, spend and/or receive money on, and would like to track for management purposes Church sanctuary, hall or halls or sub-divided hall, every minister’s accommodation owned or leased, other buildings, Op Shops, Pre-Schools, any form of commercial property owned or leased. *If any property is covered by another ABN please don't include it.

Property List

Property name	Street Address

C. Ministries, Events & Activities

We recommend to list all and every, ministry and activity known or expected to be active from now onwards Examples: Pastoral ministry (including at least the minister/pastor), Children/kids, Youth, Womens, Mens, Bible Study groups, camps (where income and/or expense is part of the church finances) and many more possibilities. These will be in Tracking and simplify the chart of accounts and your financial reporting.

List of all Ministries and Activities

D. Donee organisations: missions, ministries, appeals.

Names of all these organisations: - whether related to, church income or received through the church for on-payment to the organisations or a donation expense of the church, eg Tear. Christmas Bowl, Mission x mission y, missionary A, missionary B. Use tracking in Xero to record all income/receipts and payouts can be tracked, monitored and ensure they are dealt with correctly Any closing balance, for the opening startup balances, of your new Xero system must be listed now in your balance sheet account opening balances.

List of Donee organisations: missions, ministries, appeals.

Organisation

E. Other operations of, or related to the church covered by the church’s ABN

eg any DGR, trading or business-like activity Be sure to list all and every such operation, eg Op Shop, Book Shop, Book Stall, special ministry such as ‘street/youth ministry, building fund, national trust development and such *When operations or activities are missed, then your system will be setup wrongly, especially for compliance purposes (ATO, insurance, government requirements) and management reporting, and will require additional work to correct.

List of operations

Any Other comments or notes that might be helpful for the set up