TREASURER REPORTS OVERVIEW 

What are the Treasurer Reports? 

The Treasurer Reports in the FSPC program are designed to be given to the Treasurer.  The reports summarize the receipts being handed over to the Treasurer or the vouchers being requested. 

 Each report’s purpose is shown below: 

 Reports for Receipts 

The Funds Transfer report is designed to accompany receipts handed over to the Treasurer.  The receipts handed over could be from member payments, or from some other source like bingo proceeds.  These two types of receipts are entered differently into the FSPC program.

• Member Receipts:  These are from members making payments for dues and other charges.  These payments are recorded in the member’s ledger.  They can be entered in the ledger screen by clicking Add Transaction and choosing Payment.  Payments can also be entered in the Enter Member Receipts window, found under the Procedures menu.  When payments are entered here, be sure to Post and Apply.  This will transfer the amounts to the members’ ledgers and allow the transactions to be processed and used in the various reports.
• Other Receipts:  These receipts must be entered in the Council Transactions window, found in the Edit menu.  To enter a transaction click Add and type in the relevant information.

These two types of receipts, Member Receipts and ‘Other’ Receipts, are reflected in the Funds Transfer report.  However, only the grand total of the Member Receipts is shown.  In order to view the details of the Member Receipts, a Member Payments report must be run.  This report lists the members and the payments each has made.  This report is also called a Funds Transfer Addendum, since it can accompany the Funds Transfer Report. 

There are three types of funds transfer reports.  The Funds Transfer report itself is the final report which is submitted to the Treasurer.  The Funds Transfer Trial Balance report is a ‘practice’ report which is printed beforehand to verify that the amounts are correct.  A trial balance report includes transactions which have not yet been processed.  This means the transactions are still open and can be adjusted.  Once the transactions are determined to be correct, the receipts must be processed and assigned a batch number.  This is done by going to the Procedures menu and choosing Process Council Receipts.  For an in depth discussion on batch numbers and trial balance reports, see the Knowledge Sheet titled Understanding Batches in FSPC.    

The Funds Transfer Re-Print report is used to print a previous Funds Transfer report.  Before running the reprint report, you must determine the batch number you want to view.  The Council Transaction area lists the batch numbers of each transaction.  When you have determined the batch number, go to the Funds Transfer Re-Print report and click on the Modify button.  In the Query Builder set the batch number.  For more detailed information see the Funds Transfer Reports help sheet.

 The Outstanding Balance report simply shows all the members who still have not paid off all the charges in their ledger. 

Reports for Vouchers 

A voucher, also called a warrant voucher, is requested by the financial secretary when a council needs to make a payment to another business.  The financial secretary submits an Orders On Treasurer report to the treasurer, requesting that a check be drawn for the indicated business/person and the indicated amount.   

The voucher information needs to be typed in the Council Transactions area.  (see Council Transactions help sheet)  When first entered, the voucher will have a batch number of ‘0’ and will be an OPEN transaction, able to be modified if necessary.  At this time, the voucher will appear on the Voucher Trial Balance report.  The Voucher Trial Balance report is nothing more than a ‘practice’ version of the Orders on Treasurer report.  Once you determine that the information on the Voucher Trial Balance report is correct, process the voucher(s) by going to the Procedures menu and choosing Process Council Vouchers.  (see Orders on Treasurer help sheet for additional information)  Now the information that appeared in the Voucher Trial Balance report will appear in the Orders On Treasurer report. 

Please note that only the most recent batch can be viewed in the Orders On Treasurer report.  It is not possible to select an older batch to be displayed.  For your records, be sure to print multiple copies of the Orders On Treasurer report in case you ever need to refer to one of the reports in the future.  A future version of FSPC will include an Orders On Treasurer Reprint report so that older reports can be printed out again.

5/6/02