Procedure for Recording Dues to Accounting System Spreadsheet: Difference between revisions

Revision as of 02:29, 14 February 2013

This procedure should be performed at least monthly, but more frequently will simplify the process.
Review the receipt book in the cash box.
Open the Accounting System Spreadsheet.
Find the last entry from the receipt book to be entered into the accounting spreadsheet.
Starting with the first entry in the receipt book not entered into the accounting spreadsheet:
- Add the amount of dues collected on the sheet corresponding to the month the dues are received. This is not related to the month for which the member is paying dues. For example, if a member pays dues for August on July 15th, entered the amount collected on the sheet corresponding to July, on the row for "Day" 15.
- Enter the dues collected under column B, "Dues Collected".
- If more that one collection takes place that day, make a formula that has a term for each separate transactions. For example, if there are three, $50 transactions in one day, do not enter "150", enter "=50+50+50".
- Add a note for that day that states, "Dues: " and list the name of each member who paid. After their name, use the following tags to indicate their method of payment for easier tracking later:

- As a final step, use the "Member Dues Paid Record" spreadsheet to record that the member paid dues for the appropriate month. In the example given above, you would indicate that the member paid dues for August.

@@ Line 7: / Line 7: @@
 **Enter the dues collected under column B, "Dues Collected".
 **If more that one collection takes place that day, make a formula that has a term for each separate transactions.  For example, if there are three, $50 transactions in one day, do not enter "150", enter "=50+50+50".
-**Add a comment for that day that states, "Dues: " and list the name of each member who paid.  Indicate with parentheses that they paid with cash.  This is to make it obvious that payment processing transaction fees do not apply to that transaction, which will make error checking easier.
+**Add a note for that day that states, "Dues: " and list the name of each member who paid.  After their name, use the following tags to indicate their method of payment for easier tracking later:
+# - C (indicating cash)
+# - P (indicating paypal)
+# - G (indicating google checkout)
 **As a final step, use the "Member Dues Paid Record" spreadsheet to record that the member paid dues for the appropriate month.  In the example given above, you would indicate that the member paid dues for August.