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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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Now
you ready to post some transactions - almost! Before you do, though, I
am going to take a little more of your time. To post any transaction,
you need, at least:
1. An Amount. You might think this would be simple but there are things
which can catch you out even with something as simple as the amount!
Generally speaking, hontreasurer.com wants all amount put in as positive
numbers
and it accepts two decimal places; commas are ignored. This is suitable
for most currencies
in the world. So a cheque received for 40.00 is entered as 40.00, a
cheque written for 5,087.67 can be entered as 5,087.67 or 5087.67. An
account transfer from
Current to Deposit (Savings) of 1000 is 1000. There are very few times
when you have to put in a negative number - usually when a refund is
given or received. HOWEVER - and this is important to note - the system
will report and display all expenditure as
negative and all income as positive. So don't be surprised when you
enter a cheque written as 15.83 and it is displayed or reported as
-15.83 - that's the way it works! Don't think about it too much and it
will all look quite natural!
2. A Contact, Member, Trader or whatever you are calling them. I will
call them Contacts for the time being. There is absolutely no
distinction in hontreasurer.com between people you pay money to and people you
receive money from. The system is only really interested in the
Firstname and Surname of the person you are paying or receiving money
from. So you can put in just these details when you post to someone you
haven't seen before. All contacts are listed in posting screens, so
just pick the right one or add a new one.
3. An Activity. hontreasurer.com is a
little different from other systems in that it wants to know from the
start which Financial Year the amount is for. So activities are first
Named, with Activity Name maintenance, and then "validated" for a
Financial Year. That sounds complicated but really it isn't. For
example, lets suppose we run a summer school. We enter the Activity
Name "Summer School" and some description - that's it. When we start
getting or paying money for the 2006 Summer School, we create an
Activity for Summer School IN
2006. It doesn't matter whether the money
is
received or paid in 2005, 2006 or 2007, hontreasurer.com will sort it out for
you. When the 2007 summer school comes along, we will create a new
activity for it called Summer School IN
2007. Its the same with
"continuous" activities too, e.g. Tea Money. When
the year changes, a new Activity
must be created for the new year (the Activity Name is already there)
so that hontreasurer.com can
sort the accounts out without further adjustments.
4. A Financial Year. All organisations should have their finances
organised by financial year. You will have the first year set up, so
don't worry too much at this stage what happens at the end. It will be
covered later and all these examples will be for the first year.
5. An Account. You don't need to worry too much about accounts because
hontreasurer.com can normally tell from the type of transaction and the user
you are which account to use. Frequently there is no choice. However,
if you are doing an account transfer, you obviously need to know which
account the money is going from and to. There is sometimes confusion
about "Cash" accounts. Just think of these as a label on the Cash Tin
and the amount of money which is in it. If you have lots of Bank and
Cash accounts, see the discussion here.
6. A Date. This should always be entered as the date of the transaction
rather than the date you put the posting in. So for a cheque written it
is the date on the cheque; for a cheque received it is the date on the
paying in slip and for an internet transfer or direct debit, for
example, it is the date on the bank
statement.
7. A Reference. This number is for tying the posting to the piece of
paper outside the system which originated the transaction. Cheque
number for cheques, payin number for payins - those two are easy.
Transfers are more difficult because Bank typically don't allocate a
number when doing, for example, an internet transfer (why on earth
not?) but hontreasurer.com can allocate a reference number because it knows the
last on of the type entered and will allocate the next (press F9). But
if you have documents supporting, for example, bank transfers and these
have a number, enter the document number in the reference.
8. A Receipt Number but only for receipts. The reason this is separate
to the reference number above is that the payin number is the number
hontreasurer.com requires for doing the bank reconciliation (the operation
which convinces us that the bank is right!). But the receipt number is
useful for tying the transaction to the receipt which was issued to the
Contact.
Whew! We have got there - lets try it!
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