I wish to record expenses incurred by Committee members but not reimbursed and show the amounts involved as donations (which increases the organisation's credibility when seeking other income). How should this be entered into the CT accounts?
Hi @FocHTreasurer,
Apologies for the late reply.
Because Clubtreasurer is essentially a cash accounting system you wouldn't normally put non-reimbursable expenses into the system as they don't represent cash-flows.
However, in your case you want to keep a record of these in the system. Here is one suggestion (there may be better ways out there in the Community).
1. Create a new CREDITOR Account - call it "Non-Reimbursable Expenses"
2. When you record an expense, enter a Payment transaction against the new Account.
- You may want to create a new "Non-Reimbursable Expense" Cost Code for these transactions
- Also, if you are using the Membership system, select the relevant Member and "Non-Membership Transaction"
3. As soon as you have saved the new Payment, reverse it by clicking the Reverse button. This will reverse out the transaction so that is does not effect your accounts but will now leave an audit trail that you can report.
4. To report, you can use the Account & Cash Book Report - select the new Account - this will show all the transactions and you may need to download this to a CSV file and remove the reversing lines to get your total 'expenses not claimed'.
- You can also use the All Transactions report and play with the filters to achieve the same.
- Finally, if you are using Membership, you can report these in the Membership Receipts & Payments Reports (Membership > Other Member Reports).