Ledger / Payroll and the Affordable Care Act

Some of the provisions of the Affordable Care Act (ACA) take effect for the purchase of medical insurance October 1, 2013.

There are also some requirements for reporting employer provided insurance benefits paid in 2013.


Use the link below to review the ACA requirements:



Your PDS Payroll Management program will allow you to add the required employer paid medical insurance premium information for each employee before printing the W2s.

W2s, W3s, 1099-Misc, and the 1096 forms are all available by following this link:




…or through your payroll program On-line resources > forms and supplies > tax forms.

(remember the W2 and 1099 universal forms are for use by electronic tax filers only)

You can also obtain forms from your local office supply store.



Clients that have their payroll outsourced will need to contact that service provider to see how to report the required information.

Reminder that version 7 is available!

Version 7 of all PDS  programs are now available!  If you carry our support package (SBS = Subscription Based Support) on these PDS products the upgrades will be free to you.

If you do not carry SBS with us and wish to upgrade your programs, give our office a call and we can get you the pricing of each product.  (1-877-455-9300).

Upcoming close to the Fiscal Year – Ledger Payroll

June 30th marks the end of the fiscal year for most of us.  Here are a few steps to follow for the closing out of the fiscal year.



Be sure all payrolls are run for June and that all tax payments have been made prior to June 30th.  Your payroll liability accounts (taxes and benefits) should all have zero dollars as the balance.


General Ledger/Payables:

1) Pay all invoices due in the current fiscal year before June 30th.

2) Verify that all liabilities have been paid such as Diocesan collections, or outsourced payroll liabilities (taxes and benefits).

3) Run the “Fix Data Discrepancies” and make any needed corrections.  Run the “Verify COA”.  Call us for help if needed.

4) Reconcile all of the bank accounts.

5) Run any reports required by your diocese and/or finance committee.

6) Post any journal entries required by your diocese, usually done just before closing the fiscal year (depreciation, closing any capital campaign income and expense accounts, etc.)

7) Close the Fiscal year (not the month of June).

Faster enrollement process for returning students

When enrolling returning students, there is a process that can be quite helpful but is often overlooked.  On the Student Processes menu, there is an item entitled “Enrollment”.  This gives you one location to be able to update family, student, and financial information for an individual student without having to click many different screens.  From this one area, you can update the student’s family address, e-mail, and phone numbers.  You can update the student’s basic personal information, enrollment information, health information, and put them in a class.  And, you can enter any faith formation charges and payments.  This routine doesn’t work well for new students and it doesn’t have an area for entering sacramental information.  But, if those restrictions are not a problem and you want to reenroll students one at a time so you can verify all of their personal and family  information, this is a great tool to be able to use

Assign Separate Numbering Sequence for EFT payments

Did You Know You Can Assign A Separate Numbering System For Your Electronic Payments?

Its true,  in your ledger program  go to the Other Information tab; Click on Chart of Accounts;  then on the left select Primary Information.  Any COA that has an account type of “CASH” will show an additional selection on the left hand selections for “Check Numbers”.


The “Check Numbers”  screen will give you the option to have a different numbering system for several different transaction types. On the section called  “Electronic Funds Transfer” you can choose a series of numbers that the program will use only for EFT transactions.  e.g. EFT6000, EFT6001, EFT6002 etc.

Correcting Envelope Posting Errors




Did you know, that if you accidentally post your weekly contributions to:

  • the incorrect fund
  • the incorrect fund year
  • the incorrect Fund Activity
  • …or any combination of the above


The entire batch, or partial batch based on activity, can be moved all at once? There is no need to delete the batch and start over.


The function found under Contributions | Processes | Move Fund Entries will take care of this for you. When the process is completed the program will show you a new posting list to look over before posting to the correct fund, year or activity. A new batch report will be produced for your records.

Formation Office – Tips and Tricks – Online Registrations

Did you know you can register families for your programs using an online registration form in PDS Formation Office?  Using an online registration form cuts down on the chance to make data entry errors and makes it easier for your families to sign up for your programs.  This process involves two stages;  The first is to create the online form that families will enter their data into, and the second is to take the information entered and import it into PDS.  The form you make will need to be hosted on your parish’s website.  To start using this feature click into Students and choose Processes on the left side Menu.  Look for the “Register Families and Enroll Students via Email” link.

If you need assistance with this feature or any other functions in the PDS Formation Office program be sure to call 877 455-9300


Church Office tip for logging family information changes

In Church Office v6.3A, PDS added a very useful feature to the Initial Setup options window.  There is now a check box titled “Ask for Reason on Significant Changes”.  When checked, the user will now be prompted when a significant change is made on the Family Screen.  The prompt will have 2 fillable boxes.  The first is “General Reason for Change” and you have a list of reasons to choose from.  The second is “More Info. for the Change” and you can type in whatever information you would like about the change.  In addition, PDS records the Original Value in the field as well as the New Value for the field.  So, if a family changes addresses, this new feature, when enabled, will show you what the old address was, what the new address is, when the change was made, why the change was made, and who made the change.  In addition to address changes, any changes to the family name are also recorded. To turn on this feature, go to “Setup/Admin” – “Setup Options” – “Initial Setup” and check the “Reason for Significant Changes” box.  Once this has been checked and been in use for a while, you can access any significant changes made to a family’s Family Screen clicking the “Reasons for Changes” menu item which can be found on the left side of the Family screen underneath the “Other Tasks” heading.

Church Office Tips and Tricks

New EFT Transfer Type Option

The EFT options have been expanded with the addition of the FACTS with Activity/Fund transfer type. It works just like the FACTS process, except you import a single .csv file.

Incorporated Spanish Characters Into Search

New enhancement to the partial name search feature. Now, you can easily locate records with family or member names that contain Spanish characters.

Increased Length of Field

Available now increased length of the Performed By field in the Sacraments window. Now you can enter up to 150 characters for the name or names of the celebrants for a sacrament. No commas or semicolons are necessary; just enter names the way you want them to be displayed on the report. For example, you can enter “Rev. Smothers and Fr. Jones” or “Father Brown, John Smith, & Sally Jones”.


The quick posting process for dates also allows up to 150 characters in the Performed By field.

Tips on Bank Reconciliation for Ledger

Before you do your bank reconciliation take a few minutes to run the “Fix” and if prompted to run the “Verify COA”.  This will re-organize your data; post any batches that did not completely post (through no fault of the user!) and list any problems with the data.  Most errors will show “this has been corrected” so you don’t need to do anything.  If any error should display a message like “we tried to fix the transaction, but could not”, you need to look at those listed and give us a call if additional help is needed to correct the problem.


The “Verify of the COA” should display no errors when completed.  Again, call us if help is needed to make the needed corrections.


Before doing the bank reconciliation, make a backup!  There is no “un-do” of the bank reconciliation process other than restoring a previous backup.



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