In Clubtreasurer, Funds, Events, and Cost Codes each serve a different purpose. Understanding how they work together will help you keep your accounts accurate and your reports meaningful.
🔹 Funds – Managing Separate Pools of Money
Funds allow you to separate and ring-fence different pots of money. You might set up Funds for things like grant income, donations, or reserves.
- You can mark Funds as restricted or unrestricted depending on how the money should be used.
- Every time you receive or spend money from a Fund, you should record the transaction against the Fund (using a Receipt, Payment, or Transfer). This keeps the Fund’s balance up to date.
See: Funds
🔹 Events – Tracking Activity-Level Income and Expenditure
Events are used to track income and expenditure related to specific activities, projects, or initiatives.
- Events help you see whether an activity is running at a surplus or deficit.
- When you record a Receipt, Payment, or Transfer, you can assign it to an Event to build up a picture of the financial performance for that activity.
Events are ideal for tracking financial performance across things like fundraisers, trips, or club nights.
See: Events
🔹 Cost Codes – Categorising the Type of Transaction
Cost Codes are used to classify income and expenditure at a detailed level.
- Examples include “Ticket Sales”, “Venue Hire”, or “Stationery”.
- Cost Codes are used in your financial statements to show what money was spent on, rather than for which activity or from which fund.
See: Cost Codes >>
🔄 How They Work Together
Funds, Events, and Cost Codes are independent of each other. You can mix and match them as needed:
- A single Cost Code like “Ticket Sales” can be used across multiple Events and receive money into any Fund.
- A single Event may be funded by more than one Fund.
- A Fund might be used to support several Events.
🧾 Recording Transactions
When entering a transaction, think about what you need to track:
| Purpose | What to include |
|---|---|
| To track the funding source | Select the Fund |
| To track the activity | Select the Event |
| To categorise the transaction | Select the appropriate Cost Code |
For example, a Payment might draw money from a Fund, relate to a specific Event, and be categorised under a Cost Code like “Room Hire”.
✅ Summary
| Element | Purpose |
|---|---|
| Fund | Tracks where the money comes from or is held |
| Event | Tracks which activity the money relates to |
| Cost Code | Categorises what the money was spent on |
By using all three correctly, you’ll get powerful, accurate financial tracking that supports both day-to-day operations and year-end reporting.