Shopify is an e-commerce platform that houses our online store and provides ways for us to sell our Merchandise & Curriculum packets, both in-person and online. As the Communications Teams work together on curriculum projects, we are excited to offer this resource to our congregation and people around the country! This is a great tool that will help us keep an accurate inventory of our resources and offer them to a wider audience.

Links

Add New Item to Shopify

Order from Packet Inventory

Grace Bible Church

Distributing Resource Practices

Recording Sales

• Understanding recording
  • Taxes
    • We are required by law to pay 8.25% sales tax for all Merchandise that we sell, (not packets) regardless of who is purchasing the items.
    • Recording ALL sales is necessary, as we are required to record and report both Total Sales and Taxable Sales. This applies to all items and all payment methods.
  • Allocating income
    • Sales & Budget Tracking: All sales must be recorded in Shopify to ensure proceeds are accurately credited to the correct budget accounts. If a ministry budget will be used to pay for merchandise, the finance team must be informed of the product and the budget account to be charged.
• Means of recording
  • Using the POS iPads —
  • Through our shopify website
  • Emailing with the Comms team about products being transferred or damaged

Financial Procedure

• Recording Sales

  RECORD ALL SALES in Shopify and choose the appropriate payment method.

  STAFF PURCHASES: When a staff member wants to purchase merchandise using their expense account, they should purchase the items with their Grace Visa card and code the purchase accordingly on their Visa report. Do not request that the Finance office move the funds.

• Depositing Cash & Checks

  Turn in any cash and checks to the Finance office with a deposit slip.

• Quarterly Reconciliation

  All funds will be posted to the “Book Fund” until the quarterly reconciliation, at which time the appropriate amount will be transferred to your designated ministry budget. (If the sales are not on the Shopify report, they will not get transferred.)

• Collecting Money Through CCB Forms

  <aside> 🚫

  Do not use a CCB form for people to pay for their Bible study packets or merchandise items. (Registration fees for retreats/events should still be collected through a CCB form.)

  </aside>

  We have to report all of our sales to the state of Texas and pay sales tax on applicable items. All sales must go through Shopify to record and report these numbers accurately.

Distribution Training

• Who is allowed to use Shopify on iPads?

  Shopify Access & Training: Each campus has staff specifically trained to use the Shopify iPads. Staff members who would like access and training may submit a request to Brian Motte, which will be reviewed on a case-by-case basis.

• Stewarding our Resources well.

  Training & Accountability: Trained staff must instruct Ministry Leaders and Volunteers responsible for distributing resources (packets/merch) on the importance of (1) securing payment for merchandise and packets, and (2) accurately recording the number sold—including cash sales. This ensures we steward the resources God has entrusted to us with integrity and honor the Lord by appropriately paying the taxes owed on these items.

Inventory

All Distributable: Shopify is our system for electronically tracking inventory—both items we sell (Bible studies, merch, etc.) and those we do not (Discover Membership, Group Leader Guides, etc.). To help us resource everyone well, please keep your inventory up to date. If you need assistance with this, you can reach out to the comms team for help.

Verification: Within two weeks of a ministry distributing a resource (Packet/Merchandise), the ministry admin responsible for the distribution must double-check the inventory to ensure that no items have been misplaced, damaged, or given away. This allows missing items to be tracked down or payment to be secured within an appropriate time frame.