15J-1 How to Create the Treasurers Report for Stated Communication

Secretary’s How to Guide

Secretary’s Financial Duties

How to Create the Treasurer’s Report for Stated Communications

The Treasurer is responsible for providing a Financial Report to the Craft as part of the business agenda of Stated Communications. This report is also an additional way of reconciling the financial records between the Secretary, Treasurer, and Bank Statement. In as much as the Secretary’s financial records are maintained with QuickBooks, and the Bank Statement is created independently of the Lodge tools, the Treasurer can use his records to create a Financial Report for Stated Communications. For this How to Guide, Microsoft Excel is used to create the report. Refer to the following file for a TEMPLATE:

C:\Secretary’s How to Guide\Financial Duties Guidelines\Treasurers Report Stated Meeting TEMPLATE.xls

The following notes are easier to understand by first printing a copy of the above referenced file. Refer to the lines as titled on the report TEMPLATE to understand the entries.

Checking balance as of (date of last report): This amount should equal the checkbook balance on the same date as the date of the last report.

RECEIPTS:

Information is from ‘Sec Deposit Report to Treasurer: The reports created by the Secretary and given to the Treasurer for all RECEIPTS is the source of the amount entered for each BANK DEPOSIT (date). The total for each Deposit Report is also the same amount as the total on the Bank Deposit Slip.

Bank Deposit __/__/2011: This is the amount from the Bank Deposit Slip

Total Receipts: This is calculated by the formula setup in the Excel ‘CELL’ for this entry.

EXPENSES:

Information is from ‘Expense Warrant to Treasurer’: The reports created by the Secretary and given to the Treasurer for all EXPENSES s the source of the amount entered for each EXPENSE WARRANT __/__/2011. The total for each EXPENSE WARRANT is the amount entered in this field.

Total Expenses: This is calculated by the formula set up in the Excel ‘CELL’ for this entry.

Total Checking account balance as of (today’s date): This should match the checkbook balance for the same date.

Current Liabilities/Restricted Funds: As mentioned previously, QuickBooks is a double entry book keeping system. This allows entry of liabilities or as some think of it as restricted funds. Since these funds can reside in the checkbook balance, care should be taken to not spend any restricted funds, such as rental deposits. By listing these restricted funds in the Treasurer’s Report, the net balance on this report reflects actual funds available for the Lodge. There are many uses for segregating restricted funds, such as designated donations to support a future Charitable Fund Raising event. At the time of the event, the restricted funds can be moved from the liability category to current funds by a simple journal entry.

NET Checking account balance as of (today’s date): This is calculated by the formula set up in this Excel ‘CELL’ for this entry.

To provide a number for total Lodge Cash/Equity, these numbers can be added to the Treasurer’s Report Excel Spreadsheet. An example would be Certificate of Deposits in account other than the Checkbook account. In order to have available funds as a cushion for the ensuing year, excess funds from the previous year can be ‘parker’ in the checkbook as an entry in the Liability/Restricted funds section. During the ensuing year a decision can be made to actually purchase a CD to segregate the funds for the future. A check can be written to the Bank at the time of the CD purchase against the Liability section of the checkbook.

TOTAL CD’s: This is calculated by the formula set up in this Excel ‘CELL’.

Total Equity as of (today’s date): This is calculated by the formula set up in this Excel ‘CELL’.

C:\Secretary’s How to Guide\Financial Duties Guidelines\15J -1 How to Create the Treasurer’s Report for Stated Communication.