Using a combination of Cost Codes and Events, you can simplify your Cost Code Structure whilst also capturing and reporting detailed analysis of your organisation’s activities.
For example, a club runs two member events each year (“Quiz Night” and “Annual Dinner” and wants to know how profitable these events are. You would manage this In Clubtreasurer as follows:
Cost Codes
- Define Cost Codes to record receipts and payments, eg:
- “4010 Ticket Sales” (Receipts)
- “4020 Bar Sales“ (Receipts)
- “7010 Bar Costs” (Payments)
- …..other Cost Codes….
The point here is that your Cost Codes only need to reflect the receipt/expense type and not the Event. This means you do not need to duplicate your Cost Codes across your organisation’s activities.
Events
- Define (Managed) Events:
- “Quiz Night”
- “Annual Dinner“
- …other Events….
Create Transactions
Record receipt and payments transactions against the appropriate Cost Code & Event combination:
- Cost Code = “4010 Ticket Sales” / Event = “Quiz Night” / Amount = £1000
- Cost Code = “4020 Bar Sales” / Event = “Quiz Night” / Amount = £500
- Cost Code = “7010 Bar Costs” / Event = “Quiz Night” / Amount = £300
- Cost Code = “4010 Ticket Sales” / Event = “Annual Dinner” / Amount = £2000
- Cost Code = “4020 Bar Sales” / Event = “Annual Dinner” / Amount = £1000
- Cost Code = “7010 Bar Costs” / Event = “Annual Dinner” / Amount = £800
| Cost Code / Event | Quiz Night | Annual Dinner | Total |
| 4010 Ticket Sales | 1000 | 2000 | 3000 |
| 4020 Bar Sales | 500 | 1000 | 1500 |
| 7010 Bar Costs | (300) | (800) | (1100) |
| Surplus / Deficit | 1200 | 2200 | 3400 |