Created by: michael Date: 05/22/2020

About this Section

The financial functionality of the system is optional. 

If your club is happy to continue using your current systems for managing your club's finances, then please do so. 

All functionality within this section is provided to make running the club easier for the admin team. How much or little of the functionality you use is up to you.

Chart of Accounts

The Chart of Accounts screen lists all the financial accounts associated with the club, it can be opened by selecting 'Financial - Chart of Accounts' from the main menu.

By default, this will include the 3 accounts listed below:

  • Entry Fees (Income)
  • Membership Fees (Income)
  • Club Debtors (Accounts Receivable)

Additional accounts can be created to facilitate the account structure used by your club (see instructions below on how to add accounts).

Each Account created shows the account balance on the 'Chart of Accounts' list screen. Whenever a payment is paid from or paid into each account the balance is updated accordingly.

Full details of all payments to and from the account can be seen by opening the Account Detail screen (by clicking on the account name).

Details of each transaction can be seen by clicking on the date of each payment, this opens the Transaction Edit Screen.

Payments can be reversed from the Transaction Edit screen, by clicking on the 'Reverse' button.

Payments can be deleted from the Transaction Edit screen, by clicking on the 'Delete' button.

Financial Accounts

Adding Accounts

Additional financial accounts can be added to the system via the Accounts List screen, accessed by selecting 'Financial - Edit Accounts' from the main menu.

Accounts can be created with the following types:

  • Bank Account
  • Accounts Receivable
  • Accounts Payable
  • Other Current Asset
  • Fixed Asset
  • Credit Card
  • Long Term Liability
  • Other Current Liability
  • Equity
  • Loan
  • Income
  • Cost of Goods Sold
  • Expense

To add a new account to the system follow the steps below:

  1. Open the 'Accounts List screen' by selecting 'Financial - Edit Accounts' from the main menu.
  2. Then click the 'add new' button to open the 'Add New Account' screen.
  3. Select the type of account you would like to add, enter the accounts name, then click 'Save' to add the account to the system.

Tip

It may be beneficial to set up accounts for each section of the club, for example, if your club runs a Retriever and a Spaniel section, you might create an Income and Expense account for each section to subdivide them financially.

Editing An Account

Danger

We do not recommend editing financial accounts whilst the system is in operation, ideally, the accounts structure should be set up when the system is introduced, and then only modified if absolutely necessary.

To edit an existing account follow the instructions below:

  1. Open the accounts list screen by selecting 'Financial - Edit Accounts' from the main menu.
  2. Select the account you would like to edit by clicking on its name - this will open the 'Edit Account' screen
  3. Update the account as required using the type and name fields, then click 'Save' to update the account.

Transactions

A full list of all transactions across all accounts can be seen by opening the 'Transaction List' screen by selecting 'Financial - Transactions' from the main menu.

Details of each transaction can be seen by clicking on the date of each payment, this opens the Transaction Edit Screen.

Payments can be reversed from the Transaction Edit screen, by clicking on the 'Reverse' button.

Payments can be deleted from the Transaction Edit screen, by clicking on the 'Delete' button.