Procedure for Recording Dues to Accounting System Spreadsheet

THIS PROCEDURE IS NOW OBSOLETE. WE USE QUICKBOOKS ONLINE FOR TRANSACTIONS CURRENTLY. This procedure should be performed at least monthly, but more frequently will simplify the process.

Cash/Check Dues

• Review the receipt book in the cash box.
• Open the Accounting System Spreadsheet for the appropriate year.
• Find the last entry from the receipt book that has been 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 using a check, entere 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:

1. - C (indicating cash)
2. - K (indicating check)

• • If they pay for multiple months, or if their payment does not count towards the calendar month in which payment was made, use the three letter month abbreviation to indicate for which month(s) payment is being made. In the example given above, record the note as "<First Name> <Last initial>. - K (Aug)
  • 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.

Obsolete Payment Codes

These are payment codes that have been used in the past, but are no longer in service.

1. - G (indicating Google checkout [now deprecated])