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Tutorial Index
Main Contents:
Welcome
Introducing hontreasurer.com
Online Manual
How
Do I?
HELP!
- I'm Stuck!
TUTORIAL
The
Forum
TO DO List
TUTORIAL Contents:
Introduction
Preferences
> Setup
> Roles
> Users
Activity Names
Accounting
Categories
Activities
Accounts
Statuses
Members
(Contacts)
Posting
>
Cheque or Cash Received
>>
Against
Invoice
>
Cheque Written
>>
Against Invoice
>
Cash Paid
>
Cash from Cash Account to Bank
>
Cash from Bank to Cash Account
>
Cash Banked
>
Bank Transfer In
>>
Against
Invoice
>
Bank Transfer Out
>>
Against
Invoice
>
Account Transfer
>
Bank Interest Received
>
Opening Balances
>
Opening Income &
Expenditure
>
Invoice Sent
>
Invoice Received
The Bank Reconciliation
Transaction Enquiry
Balance Enquiry
The Year End
Reporting
Submit a Question ..
we'll do our best to answer it!
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The
very first cheque (check for some people)! This might be the start of a
new club or society - or we might have had some previous activity. It
doesn't matter - if there was previous stuff, we are going to put that
in later.
You
have opened a bank account and the bank have given you a cheque book
and a paying in book. You
have bought a cash tin and a duplicate receipt book.
You
have circulated all your friends and six of them have turned up to a
meeting! Four have all agreed to pay 25.00 pounds (or Euros or
dollars - sorry I'm going to call them pounds) subscription for the
first year. Three have brought cheques and three cash. You issue a
receipt to each person for the amount which leaves you with the carbon
copy with each person's name and the amount. When you get home, you
want to enter this up on the computer. Fire up hontreasurer.com and log in.
OK - choose Transactions/Income & Receipts/Post Cash/Cheque
Received.
Hang on! Why Cash/Cheque? Well, you received cash and cheques together
and they are both in the receipt book so it makes sense to enter them
together. If you have a lot of receipts later, it saves sorting them
into cash and cheques to enter them.
Hang on again! Why Income and Receipts? Well, this is an accounting
technicality. Income can be generated without actually getting the cash
- we will come onto this later. What we have here are actually
"receipts".
OK - we have got the posting screen up. (If, before we start, you
want a discussion of generally the way fields etc work, read this.) The first receipt is a cheque.
Cheque is checked, so press Tab or click in the date field. The field
is set to today's date but change that to the date of the receipt.
Press Tab or click on Contact. The first receipt is for John Green -
and he (obviously) is not on the list. Press Add and enter John and
Green in the Firstname and Surname field on the Add Contact screen
respectively. If you have his address, phone number and email etc (from
an application form, for example), fill them in. Press OK - hontreasurer.com
will ask for confirmation if it thinks there is a duplicate Surname.
John Green will now be selected on the Transaction Posting screen.
Press Tab or click in Activities. Subscriptions is obviously not there
yet - so press Add to get the Add Activity form. The first field is the
Activity Name and that doesn't have Subscriptions yet either, so press
Add and you will see the Add Activity Name form. (Hang on! all these
forms are a bit stacked up! Yes but don't worry - they will unstack as
you go back.) Enter Subscriptions in the Name and Description. You can
put more detail in the description if you want - it's the name which is
shown on reports etc and you don't want it to be too long. Press OK and
Subscriptions will be selected in the Add Activity form. Move to
Accounting Category and select Income. The Financial Year should be the
current one which is correct and you can enter a date if you want but
this is more suitable to activities which take place on a particular
date or dates, like a seminar, for example. Press OK. You should now
see Subscriptions - 2006 selected in Activities.
Move on to the
Amount. Enter 25 (or 25.00) and click in Receipt Number. Put in the
number on the receipt and the system will check that it is numeric (If
you don't want that, see here.) Put in the first payin slip number.
Hint, don't fill in the payin slip yet - the system will total the
entries for you and print a copy of the slip which you can file. You
might want to enter a Note. When you are happy, press OK. You
should see a message "Stored OK - what next?". If you choose Exit, it
will Exit; but we want to add another similar entry so Add Similar is
good. If you choose Add Another, all fields on the form are reset so
choosing Add Similar is useful where all the entries are similar. Well
done - the first posting is made. We won't go into all this detail
again - just the essentials.
The next receipt is from Rachel Brown and its cash. Uncheck the Cheque
box and the legend at the top of the form will turn to CASH. Now select
the first contact in the list which is "No Contact Selected". This will
turn the button from Edit (which would have allowed you to edit the
details for John Green) to Add so you can add Rachel's details. The
activity and amount are the same so you can just click in Receipt
Number. Press F8 and it will add 1 to it. HELP! The Payin field has
disappeared! This is because the money is in the cash tin. We may or
may not want to pay all this into the bank so that is a separate
transaction. Notice also that the account has changed to Cash. Enter
Notes if you want and press OK.
OK, you should have the general idea now, so enter up the other two
cheques and cash receipts. After the last one, press Exit. If you want
to look at the results, consult
this. If you want to know the total for the paying in book, print a
facsimile payin slip by choosing Document Printing/Print Payin Slip
from the menu, enter the number and press OK. The details of the
cheques should be shown with the total - you can print and file if you
want - or just write the total on the payin slip and trot off to the
bank. If you want to pay all the cash in as well, click here.
The next step is to write a cheque for the room we hired....
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