Books - Revision history

83.101.72.80 at 17:44, 5 May 2011

2011-05-05T17:44:09Z

Sandb: /* How to update the books: step by step */

2011-04-02T23:15:28Z

‎How to update the books: step by step

Sandb: /* The blue section for the OUT journal contains the following columns */

2011-04-01T19:58:17Z

‎The blue section for the OUT journal contains the following columns

Sandb: /* Overview */

2011-04-01T19:55:10Z

‎Overview

Koenraad at 18:21, 2 January 2011

2011-01-02T18:21:16Z

Koenraad: /* Overview */

2011-01-02T18:11:25Z

‎Overview

Koenraad: /* How to update the books: step by step */

2010-10-31T16:36:04Z

‎How to update the books: step by step

Koenraad at 16:35, 31 October 2010

2010-10-31T16:35:39Z

Koenraad: /* Overview */

2010-10-31T16:03:47Z

‎Overview

Koenraad: /* Overview */

2010-10-31T16:03:26Z

‎Overview

← Older revision		Revision as of 17:44, 5 May 2011
Line 219:		Line 219:

	You're all done!		You're all done!
		+
		+	== At the end of the year ==
		+	* At the end of the year, the books should be made ready to turn in
		+	* An inventory should be made of what is in the space

@@ Line 212: / Line 212: @@
 * Run the automator python script. It will anonymise the csv file, and add new listings to the bank account files in the folder corresponding to the appropriate year.
 * Import the generated "anonymous 0x20 bank account 20xx.csv" file in OO calc. Use "Language: USA" and "Seperated by: semicolon" options. Set the first column as "Date (DMY)"
-* Copy the new entries from the imported spreadsheet to the bank 0x20 sheet of the books-spreadsheet. Make a mark on the imported column where your first entry was, this will make your work easier later on.
+* Copy the new entries from the imported spreadsheet to the bank 0x20 sheet of the books-spreadsheet. (Use ctrl+shift+V - past special to only copy data and no format as to leave the format ) Make a mark on the imported column where your first entry was, this will make your work easier later on.
 * Now for the hardest part: copy new transactions from cash and bank to incoming and outgoing '''in chronological order'''. Mark from which account (cash or bank) the transaction is coming from by filling in the appropriate column with the account transaction number. If this is alright, the lookup description to the right of the sheet should be automatically filled in to the description you copied to the left. Do this for every transaction.
 * Attribute all the new transaction amounts to one of the blue column. Fill in an extra description if necessary. If this is done correctly, there should be nothing in the 'free money' column.

@@ Line 150: / Line 150: @@
 |-
 | Salary
-| Money spent on paying employees of the organisation, mandated by load (''unverified'')
+| Money spent on paying employees of the organisation, mandated by law (''unverified''), will be empty since we don't employ anyone
 |-
 | Div. Goods & Services

@@ Line 11: / Line 11: @@
 As a financial responsible your job is to:
 * Make sure the books are filled in and up-to-date
-* Report on the current state of the organisations financial well being every Thursday meeting
+* Report on the current state of the organisations financial wellbeing every Thursday meeting
 * Keep and back-up the books
 * Manage the cash in the space (i.e. coin-counting and lugging them to the bank)

@@ Line 90: / Line 90: @@
 | Will be filled in automatically if this transaction refers to a bank account transaction. Otherwise defaults to zero.
 |-
-| Bank 0x20 Tazo Nr.
+| Bank 0x20 Tazo Nr. (2010 only)
 | If your line concerns a transaction on the old ''tazo'' bank account, fill in the number found in the column ''Nr'' of the old  bank account sheet. This will trigger auto filling of all other fields in the ''white'' section. Otherwise leave this field blank. You should normally not have to use this field.
 |-
-| Bank 0x20 Tazo Amount
+| Bank 0x20 Tazo Amount (2010 only)
 | Will be filled in automatically if this transaction refers to an old bank account transaction. Otherwise defaults to zero.
 |-
@@ Line 108: / Line 108: @@
 === Blue section (attribution) ===
-This section tells what for the money is used. To register correctly for what the money was used, a financial responsible should enter the same amount as in the ''Totals'' column in the white section into the correct attribution column. In some exceptional cases it could be that the total amount needs to be divided over several columns, e.g. for a purchase that contains both goods and investments.
+This section tells what the money is used for. To register correctly for what the money was used, a financial responsible should enter the same amount as in the ''Totals'' column in the white section into the correct attribution column. In some exceptional cases it could be that the total amount needs to be divided over several columns, e.g. for a purchase that contains both goods and investments.
 The blue section is the one that differs depending on the journal.
@@ Line 146: / Line 146: @@
 ! Content
 |-
-| Goods
+| Consumables
 | Money spent on buying drinks and chips
 |-
@@ Line 192: / Line 192: @@
 Specialties:
 * A cash register is supposed to never go below zero (negative cash does not exist). That is why the column extra column on the right is there to keep track of the current total for every line
 === Bank ===
@@ Line 206: / Line 207: @@
 * Count the amount of money in the donation box, and put everything except for ~€25 of loose change in an envelope in the blue box. Mark the envelope with the date and amount and sign it. The envelope is important as bookkeeping evidence. Tape all envelopes completely shut as they tend to open under the weight of coins. More tape is better.
-* Take all envelopes out of the blue box, empty them, and try to fill as many plastic coin tubes as possible. Put the bank notes and full coin tubes in another envelope, mark the contents and take it to the bank for deposit.
+* Take all envelopes out of the blue box, empty them, and try to fill as many plastic coin tubes as possible. Put the bank notes and full coin tubes in another envelope, mark the contents and take it to the bank for deposit. Leave a note saying how much money you took to the bank in the box.
 * Mark the cash transactions on the cash sheet of the books-spreadsheet. Envelopes put in the blue box are 'incoming', envelopes taken to the bank are 'outgoing'. Make a mark on the imported column where your first entry was, this will make your work easier later on.
 * Goto the [https://internetbanking.argenta.be/Argenta2/authenticationUCRNL.jsp argenta internet banking site] and download a csv file of the latest transactions. Include some margin of error by taking the from date a couple of days before the last transaction already in the books.
-* Run the automator python script. It will anonymise the csv file, and generate a new file ready for import in OO calc.
+* Run the automator python script. It will anonymise the csv file, and add new listings to the bank account files in the folder corresponding to the appropriate year.
-* Import the generated 0x20-books csv file in OO calc. Use "Language: USA" and "Seperated by: semicolon" options. Set the first column as "Date (DMY)"
+* Import the generated "anonymous 0x20 bank account 20xx.csv" file in OO calc. Use "Language: USA" and "Seperated by: semicolon" options. Set the first column as "Date (DMY)"
 * Copy the new entries from the imported spreadsheet to the bank 0x20 sheet of the books-spreadsheet. Make a mark on the imported column where your first entry was, this will make your work easier later on.
 * Now for the hardest part: copy new transactions from cash and bank to incoming and outgoing '''in chronological order'''. Mark from which account (cash or bank) the transaction is coming from by filling in the appropriate column with the account transaction number. If this is alright, the lookup description to the right of the sheet should be automatically filled in to the description you copied to the left. Do this for every transaction.
 * Attribute all the new transaction amounts to one of the blue column. Fill in an extra description if necessary. If this is done correctly, there should be nothing in the 'free money' column.
-* Check your books on the overview page, by looking at the totals and comparing them to what they should equal.
+* Check your books on the overview page, by looking at the totals and comparing them to what they should equal. Compare to the online banking total.
 * Save and backup the books. Mail them to someone (e.g. the previous treasurer) for review.
 You're all done!

@@ Line 7: / Line 7: @@
 * Using OpenOffice Calc
 * Made to accept Argenta csv files
-* Using a sed script to anonymise names
+* Using a python script to anonymise names and process the data
 As a financial responsible your job is to:
@@ Line 13: / Line 13: @@
 * Report on the current state of the organisations financial well being every Thursday meeting
 * Keep and back-up the books
 [[File:Overview.png|500px|Example overview sheet]]
@@ Line 27: / Line 28: @@
 * '''Bank Tazo 0x20:''' Old bank account of 0x20, now inactive. Contains all the money movements that happened on that account. For historical reasons only. This sheet will no longer appear in the books of 2011 and onward.
-* '''csv Bank 0x20:''' Helper sheet: for importing csv files for current bank account, contains full merged contents of all movements downloaded through csv and anonymised plus conversion to "single bookkeeping" friendly mode. The python script will make this sheet superfluous, and it will no longer appear in the books 2011 and onward.
+* '''csv Bank 0x20:''' Helper sheet: for importing csv files for current bank account, contains full merged contents of all movements downloaded through csv and anonymised plus conversion to "single bookkeeping" friendly mode. The python script will make this sheet superfluous, and it will no longer appear in the books of 2011 and onward.
 * '''csv Bank 0x20 Tazo:''' Helper sheet: for importing csv files for old bank account, contains full merged contents of all movements downloaded through csv and anonymised plus conversion to "single bookkeeping" friendly mode. For historical reasons only. This sheet will no longer appear in the books of 2011 and onward.

← Older revision		Revision as of 16:36, 31 October 2010
Line 216:		Line 216:
	* Save and backup the books. Mail them to someone (e.g. the previous treasurer) for review.		* Save and backup the books. Mail them to someone (e.g. the previous treasurer) for review.

−	~~Your~~ all done!	+	You're all done!

← Older revision		Revision as of 16:35, 31 October 2010
Line 201:		Line 201:

	[[Category:Kitchen]]		[[Category:Kitchen]]
		+
		+	== How to update the books: step by step ==
		+
		+	* Count the amount of money in the donation box, and put everything except for ~€25 of loose change in an envelope in the blue box. Mark the envelope with the date and amount and sign it. The envelope is important as bookkeeping evidence. Tape all envelopes completely shut as they tend to open under the weight of coins. More tape is better.
		+	* Take all envelopes out of the blue box, empty them, and try to fill as many plastic coin tubes as possible. Put the bank notes and full coin tubes in another envelope, mark the contents and take it to the bank for deposit.
		+	* Mark the cash transactions on the cash sheet of the books-spreadsheet. Envelopes put in the blue box are 'incoming', envelopes taken to the bank are 'outgoing'. Make a mark on the imported column where your first entry was, this will make your work easier later on.
		+	* Goto the [https://internetbanking.argenta.be/Argenta2/authenticationUCRNL.jsp argenta internet banking site] and download a csv file of the latest transactions. Include some margin of error by taking the from date a couple of days before the last transaction already in the books.
		+	* Run the automator python script. It will anonymise the csv file, and generate a new file ready for import in OO calc.
		+	* Import the generated 0x20-books csv file in OO calc. Use "Language: USA" and "Seperated by: semicolon" options. Set the first column as "Date (DMY)"
		+	* Copy the new entries from the imported spreadsheet to the bank 0x20 sheet of the books-spreadsheet. Make a mark on the imported column where your first entry was, this will make your work easier later on.
		+	* Now for the hardest part: copy new transactions from cash and bank to incoming and outgoing '''in chronological order'''. Mark from which account (cash or bank) the transaction is coming from by filling in the appropriate column with the account transaction number. If this is alright, the lookup description to the right of the sheet should be automatically filled in to the description you copied to the left. Do this for every transaction.
		+	* Attribute all the new transaction amounts to one of the blue column. Fill in an extra description if necessary. If this is done correctly, there should be nothing in the 'free money' column.
		+	* Check your books on the overview page, by looking at the totals and comparing them to what they should equal.
		+	* Save and backup the books. Mail them to someone (e.g. the previous treasurer) for review.
		+
		+	Your all done!

@@ Line 16: / Line 16: @@
 [[File:Overview.png|500px|Example overview sheet]]
-The books-spreadsheet currently has 4 sheets:
+The books-spreadsheet currently has 5 sheets:
 * '''Overview:''' Contains overview and checks on the general state of the organisation and the books.
 * '''Journal IN:''' Contains a list of money movements that are a plus (incoming) for the organisation, e.g. membership money, drink sales