club_cafe: Verifying books

iras1 on

Actually, that's only half the task. The more important task (at least in the eyes of some members <g>) is to verify that each member's transactions (contributions, fees, withdrawals) are correct and that they were assigned the correct number of units throughout the year. You will want to use the Member Contributions and Withdrawals report for this.

Ira Smilovitz

�In a message dated 12/12/2006 9:37:24 A.M. Eastern Standard Time, nagler@bivio.biz writes:

Nancy Chamberlin writes:
> Are there any worksheets or articles to use when verifying
> the club's books? Thanks, nancy

This is our standard answer for reconciling:

There are several reports which can be used to help you reconcile
your books. The most important report is your valuation statement:

https://www.bivio.com/my-club-site/accounting/reports/valuation

Enter the date of your bank and/or broker statement on your reports
page:

https://www.bivio.com/my-club-site/accounting/reports

Make sure the cash balances agree with your bank and/or broker.

Compare the valuation statement with the bank and/or broker statements
as far back as necessary to determine the last time your records
balanced.

From there you can review the transactions in your bivio records
against the transactions reported by your bank and/or broker to see
what is missing.

To review the transactions for a particular account, you can go
to your Accounting > Accounts page and click on the name of the
account you'd like to reconcile. Make sure the transaction dates
match your statements exactly.

Another useful report is the Transaction History:

https://www.bivio.com/my-club-site/accounting/reports/transaction-history

This lists all transactions during a specified time period. It
might be the account is incorrect. Go to your Account Detail
page and edit the account.

For more information, please visit:

http://www.bivio.com/hp/accounting-reports.html
http://www.bivio.com/hp/valuation-report.html
http://www.bivio.com/hp/transaction-history-report.html
http://www.bivio.com/hp/account-detail.html
http://www.bivio.com/hp/deleting-transactions.html
http://www.bivio.com/hp/editing-transactions.html

Cheers,
Rob

Rip West on

Well, it could be argued, and I ususally do, that checking to see that members' contributions have been entered properly is up to the members. They get a copy of the status report each month. I think it is the responsibility of each member to see that his/her contribution has been entered properly.

Rip West
Saint Paul, MN

Rob Nagler on

Rip West writes:
> Well, it could be argued, and I ususally do, that checking to see
> that members' contributions have been entered properly is up to the
> members. They get a copy of the status report each month.

Or, they simply login any time they like and review their values.
Copies are for paper-based accounting folks. :-)

> I think it is the responsibility of each member to see that his/her
> contribution has been entered properly.

And, if they use bivio's Penny Payments method, this is very easy for
them to do:

We have a trick to save you work identifying member payments. You
assign each member a different "cents" amount. When they make
deposits, they pay their normal amount plus the "cents" amount. We'll
see a deposit for, say, $50.12, and we'd know it was from the member
who was assigned the 12 cents. Another member might deposit $50.20
and so on. Many clubs are using this method and find it a very
effective way of tracking member payments. For the system to work
perfectly, it is important for the members to pay the same cents
amount regardless of the dollar amount, e.g. missed payments should be
$100.12 for the member assigned 12 cents.

Of course, every smart treasurer uses AccountSync(tm) so they don't
have to enter member payments so that they avoid annoying typos.

Cheers,
Rob

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