Accounting Overview

A quick overview of the main financial and accounting features available in Clubtreasurer. Use this to familiarise yourself if you are new to Clubtreasurer or just evaluating a trial or demo version.

Clubtreasurer is a simple but powerful accounting and treasurer application, based on ‘extended income & expenditure‘ accounting principles that allows you to:

• track your club, society or organisation’s incomes and expenditures against cost categories, as well as events, projects, or other activities
• monitor cash flows and balances in your physical cash and bank accounts, petty cash, credit cards, investments etc.
• manage and report your cash balances across separate funding pools* where required

Using Clubtreasurer is easy. Just record all income and expenditure transactions you incur as Receipt or Payment transactions. By selecting the appropriate bank/cash Account, Cost Code, Event and Fund, Clubtreasurer will automatically keep track of all your balances for you.

You can easily record cash transfers between your different Accounts, as well as between Funds and Events, by using the Transfer features.

Performing Bank Reconciliations allows you to check that your transactions have been recorded correctly and Clubtreasurer Account balances agree with your bank statements.

Finally, you can use Clubtreasurer’s extensive reporting capabilities to produce pre-defined reports and financial statements, including Income and Expenditure, Profit & Loss, Balance Sheet, Statements of Assets and Liabilities; as well as giving you all kinds of insights and analysis of your activities.

Clubtreasurer Overview and Home Page

Key Features

The following section highlights the key features in Clubtreasurer:

Once you login into Clubtreasurer, you will be taken to the main Home page. All other pages and regions are then accessed by the tabs at the top of each screen:

• Home: Provides a “one-stop shop” dashboard view of your current bank & cash positions, event (or activities) surplus/deficits and fund balances.
• Receipts & Payments: View and enter your income or expenditure.
  • Receipts are used to record physical cash/cheque receipts or other income into your organisation, eg customer payments for goods and services, or cash received from your fund raising events and activities. See here for more detail
  • Payments are used to record physical cash/cheque payments made by your organisation, eg payments to suppliers for goods and services.
• Account Transfers: Used to make physical cash movements or transfers between your different Accounts. For example, when you have banked some petty cash, you would record this as a transfer from your Petty Cash Account into your Bank Account.
• Fund/Event Transfer: This feature allows you to record fund movements between Funds and Events. Charities can also include the Account in these transfers to manage and report where you funds are physically held.
• Cost Code Allocations: An advanced feature to allocate bulk cost and income to other cost codes.
• Accounts: Used to record and manage where your cash is physically held. Examples might include your financial institutions, such as your bank accounts (current and savings), credit cards, building societies, etc. They can also be used to record general cash, petty cash, and float balances. See here for more details.
• Stock Accounts: Many clubs need to manage bar and shop stock which they can do with this feature. If your needs are more complex you can enable “cost of goods sold” accounting and report mini-P&L for each Stock Account.
• Funds: Used to earmark your organisation’s cash into separate, logical “pools” to help you manage fund-raising targets or budgeting. For example, you may want to ring-fence certain monies for specific uses, such as “Club Building restoration”.
• Events: These are the various activities, projects or events that your organisation runs. For most clubs or charities, Events are a key fund-raising activity. Clubtreasurer lets you record all Receipts, Payments and Transfers against your events so you can easily see which are the most profitable or costly, etc..
• Budgets: A powerful budgeting system allowing you to create multiple budgets in various formats and timescales. Budget reporting allows you to report your actual amounts against the budget(s).
• Assets: An advanced feature for organisations that need to record Fixed Assets. The system can be used to simply track your assets, or financially manage capital expenditure and depreciation.
• Support: Use this area to raise support tickets or service requests within Clubtreasurer.
• Reports: Clubtreasurer provides a large selection of reports and analysis to help you manage and report your organisation’s financial status.
• Setup: Used by site administrators to setup and configure Clubtreasurer for your organisation.