Admin Bandit User Manual Sept 09 Part 8 V2
Contents
1. 85 65 gt gt gt 1 500 00 3 488 00 4 988 00 100 00 4 888 00 660 00 5 548 00 Robyn Hood s Merry Men END OF YEAR RECONCILIATION REPORT Main Account 01 Jul 2008 to 30 Jun 2009 Less unpresented chegues cont 02 02 2009 88 Ikea 2 650 00 Total 4 227 27 gt 4 227 27 Closing balance as per the accounts 1 320 73 N B Ifyou have recorded a Petty Cash Float and it hasn t been repaid using the Repaid Petty Cash field on the Add Deposit screen the balance on this report will vary from the Transaction List by the value of the float s 11 Let s have a drum roll Did you hear it Um perhaps you ll just have to imagine it Go on it s worth It because you ve just finished working your way through this user manual CONGRATULATIONS You have mastered Admin Bandit If you have any queries and suggestions or need further help using this software please contact our Support Desk In the meantime enjoy your journey as a volunteer treasurer and thank you for giving your time and energy to make our community a better place It is a pleasure for us to be part of what you do here s to volunteer treasurers INDEX The Admin Bandit user manual is big so big in fact that we ve divided it into eight parts for speedier download While each part has its own contents page there are times when you ll want to know where specific functions are covered2. immediately without having to sift through a mountain of pages first So here it is an index to what is included where PART 1 INTRODUCTION 4 HOW ADMIN BANDIT WORKS FOR YOU 4 HOW TO USE THIS MANUAL 6 HOW TO SET UP ADMIN BANDIT 8 OPTIONS 13 BANK ACCOUNTS 13 USER DETAILS 18 CLIENT DETAILS 22 PEOPLE 30 ADD GROUP 31 ADD MEMBER 34 GROUP LIST 38 POPULATE GROUPS 45 MEMBER LIST 46 MEMBER NOTICES LIST 54 IMPORT MEMBERS 68 CATEGORIES 71 CATEGORIES 77 13 PART 2 MONEY ADD RECEIPT ADD PAYMENT ADD FEE RECEIPT PRINT RECEIPTS TRANSACTION LIST INVOICES OUT LIST EVENTS ADD EVENT EVENTS LIST DEPOSITS ADD DEPOSIT DEPOSITS LIST PART 3 RECONCILE RECONCILE PART 4 TREASURER S REPORT TREASURER S REPORT PART 5 MONEY REPORTS TRANSACTION REPORT CATEGORIES DETAILED REPORT CATEGORIES SUMMARY REPORT BUDGET REPORT QUARTERLY BAS EQUIPMENT REPORT INVOICES OUT DETAILED REPORT INVOICES OUT SUMMARY REPORT PART 6 MEMBERSHIP REPORTS 14 10 15 20 25 38 50 50 52 55 55 60 14 17 21 28 32 36 MEMBER DETAILS REPORT MEMBER FEES REPORT GROUPS REPORT PART 7 FUNDRAISING EVENT REPORTS FUNDRAISING EVENT DETAILED REPORT FUNDRAISING EVENT SUMMARY REPORT PART 8 END OF YEAR REPORTS END OF YEAR REPORTS EPILOGUE INDEX 15 GO 12 13
3. amin it software for volunteer treasurers USER MANUAL Part 8 End of Year Reports Software for the benefit of community group treasurers and the peak bodies supporting them PART EIGHT Welcome to the Part 8 and the end the Admin Bandit user manual which is about End of Year Reports This ts where you ll learn how to prepare financial data for your annual general meeting auditor and perhaps even to brief an incoming treasurer Essentially it s about closing the books on the current financial year so you can start the new one with a clean slate CONTENTS END OF YEAR REPORTS END OF YEAR FINANCIAL REPORTS EPILOGUE INDEX 12 13 Psst here s a secret once upon a time the end of the financial year used to be a nightmare for volunteer treasurers But thanks to Admin Bandit it s now a breeze in fact you can now produce all your annual financial statements in less time than it takes to eat a packet of chocolate biscuits hmm that s a claim we need to test in the Admin Bandit office Even better you ll fly through this final section of our user manual because you ve actually covered all of your end of financial year tasks apart from the Reconciliation Report in other parts of this user manual END OF YEAR FINANCIAL REPORTS Start by selecting End of Year Reports in the Reports pull down menu on the main menu bar This takes you to a Select Financial Year screen where as you can p
4. include income owed to you Unpresented cheques debts paid that haven t cleared in receiver s bank account that account for differences between your records and your bank statement Total payments owed to others Bank account balance adjusted subtracted to include payments owed by you Note advising of difference between your records and your bank statement of the amount of your petty cash if you haven t remembered to use the Repaid Petty Cash field on the Add Deposit screen O Robyn Hood s Merry Men END OF YEAR RECONCILIATION REPORT Main Account 4 01 Jul 2008 to 30 Jun 2009 5 Opening Balance 6 BANK STATEMENT CLEARED TRANSACTIONS 7 Deposits and Other Credits 02 01 2009 1 03 01 2009 34 03 01 2009 4 Angelina Jolie Big Blue Bear Angelina Jolie 03 01 2009 46 Little John 03 01 2009 5 Brad Pitt 05 01 2009 47 Matt Damon Total Subtotal Chegues and Payments 02 01 2009 44 Little John O 2 Ending balance of bank statement YOUR RECORDS UNCLEARED TRANSACTIONS SOOO 9 9 e Plus outstanding receipts 06 01 2009 48 Naomi VVatts 28 01 2009 87 Ben Affleck Total Subtotal S 5 Less unpresented chegues 02 01 2009 55 Cadburys 15 01 2009 25 Rebel Sport 27 01 2009 48 Brad Pitt 28 01 2009 89 Telstra 10 568 00 1 620 00 500 00 500 00 150 00 150 00 3 488 00 100 00 100 00 60 00 600 00 660 00 505 00 887 36 99 26
5. that reports for all your bank accounts are generated the more accounts you have the more reports will be generated 2 You can either individually download reports or create one large document that contains all reports in one 3 Any reports you don t download now will need to be regenerated later Admin Bandit will not store them The process for downloading reports is the same as previously covered Click on any red Download link in the far right column to generate a report This takes you to a Report generated screen where you need to click the red here link to download your report This activates a Done screen and a File Download window which gives you three options 1 Open opens your report in Adobe Reader 2 Save saves your report to your computer as a PDF file 3 Cancel terminates your report It goes without saying that you need to at least save a copy of your report after all you will need to create copies at some point for your auditor committee and annual report You ll be returned to the End of Year Report Results screen when any of the above three actions are complete unless you download all reports in a single document you ll need to keep working e Goo 000000 Finally let s check out the two buttons at the bottom of the screen Cancel takes you to the Transaction List while Select Another Year returns you to the Select Financial Year screen Understanding Your End of Financial Year Reports A
6. l so don t worry it simply indicates that reports will be generated Now this is where life gets interesting The illustration below shows what happens when you try to generate your End of Year Reports without fully reconciling your accounts first as the message in red notes you cannot produce a Reconciliation Report until all your accounts for the full financial year are verified Obviously you can t do this until the financial year in question is over Hey we can hardly let you present data to your AGM and auditor that might contain errors Besides it s not as if you ll need to generate End of Year Reports in general until the year has passed and your accounts are finalised So if you get this message and the current financial year is over you have two options 1 Grab your bank statements reconcile your accounts and come back to this point later of course for the sake of learning you re welcome to keep reading and follow our sample graphics for the rest of this chapter 2 Generate all your reports except the Reconciliation Report which you can come back to later End of Year Reports List Financial Year Start Date 01 Jan 2009 End Date 31 Dec 2009 Change Available Reports Transaction Report IV Equipment Report Categories Detailed Report M Fund Raising Event Detailed Report Categories Summary Report M Fund Raising Event Summary Report Member Fees Report A reconciliation must be done for all accoun
7. ownload Eguipment Report All Accounts EOY Equipment Report 20091114 demo pdf Download Categories Detailed Report Investment Account EOY Categories Detailed Report 20091114 demo 554 pdf Download Categories Detailed Report Main Account EOY Categories Detailed Report 20091114 demo 553 pdf Download Categories Summary Report Main Account EOY Categories Summary Report 20091114 demo 553 pdf Download Categories Summary Report Investment Account EOY Categories Summary Report 20091114 demo 554 pdf Download Fund Raising Event Detailed Report All Accounts EOY Events Detailed Report 20091114 demo pdf Download Fund Raising Event Summary Report All Accounts EOY Events Summary Report 20091114 demo pdf Download Member Fees Report All Accounts EOY Fees Report 20091114 demo pdf Download Reconciliation Report Investment Account EOY Reconciliation Report 20091114 demo 554 pdf Download Reconciliation Report Main Account EOY Reconciliation Report 20091114 demo 553 pdf Download All in One All Accounts EOY Reports 20091114 demo pdf Download A You can regenerate the reports later but these files will not be kept on the server Please download them now 9 Tip You can just download the report All in One which contains all the previous reports in one unigue pdf Cancel Select Another Year As you can see in our example above all the reports have generated including the Reconciliation Report to illustrate some useful points 1 Note
8. robably guess you need to select the financial year in guestion from the pull down Start Date End Date box Select Financial Year E Tar Boos StatDate EndDate 101 Jul 2009 30 Jun 2010 07 Jul 2008 30 Jun 2009 201 Jul 2009 30 Jun 2010 Support Terms of Use Privacy Statement Copyright AdminBandit 2009 Click Cancel if you don t wish to proceed this will direct you to the Transaction List or Confirm to continue The latter takes you to an End of Year Reports List screen which is divided into two boxes 1 Financial Year 2 Available Reports End of Year Reports List Financial Year Start Date 01 Jul 2008 End Date 30 Jun 2009 Available Reports V Transaction Report v Equipment Report v Categories Detailed Report V Fund Raising Event Detailed Report v Categories Summary Report V Fund Raising Event Summary Report v Player Fees Report V Reconciliation Report Financial Year The solution is easy if you accidentally picked the wrong financial year click the Change button to return to the Select Financial Year screen Available Reports As you can see in the illustration above eight reports will generate from the End of Year Reports List of which as we mentioned earlier the Reconciliation Report is the only one you haven t previously learned to create You ll notice the ticked boxes next to the available reports are inactive This is norma
9. s we ve been through all but one of these reports previously in this chapter we ll only examine the Reconciliation Report which is a record of how your accounts have been proved accurate by adding or subtracting where relevant the following transactions types to or from your account balances 1 Deposits and other credits to your bank accounts 2 Cheques and other withdrawals from your bank accounts 3 Outstanding receipts income due but not yet paid 4 Unpresented cheques payments made but not yet banked by receiver Now you ve already learned that reconciling your accounts is anything but scary so checking out this report using the key below and the example on the next couple of pages will be easy Your organisation s name Name of report Account s included Time period of report Opening account balance Cleared transactions Cleared deposits credits by date number name and amount Total cleared deposits credits Adjusted bank account balance including deposits credits Cleared cheques withdrawals by date number name and amount amp GS OO 6 Total cleared cheques withdrawals Adjusted bank account balance including deposits credits and cheques withdrawals Uncleared transactions that account for differences between your records and your bank statement Outstanding receipts income still owed by date number name and amount Total income owed to you Bank account balance adjusted added to
10. ts as at the end of the financial year before the report is available Cancel Conte If you previously ran the End of Year Reports without the Reconciliation Report when you next generate the End of Year Reports you can choose if you want to generate all the reports again or just the Reconciliation Report as shown below End of Year Reports List Financial Year Start Date 01 Jul 2008 End Date 30 Jun 2009 Change Available Reports Transaction Report M Equipment Report Categories Detailed Report IV Fund Raising Event Detailed Report Categories Summary Report I Fund Raising Event Summary Report Member Fees Report Reconciliation Report These reports have been generated previously Please select C All Reports Only Reconciliation Report Cancel Confirm My Accounts Are Reconciled But Admin Bandit Says They re Not Check which financial year you ve selected in the Financial Year box Chances are you ve got ahead of yourself and accidentally selected the next financial year rather than the one just gone Okay click Confirm to generate your reports and go to the End of Year Report Results screen or Cancel to return to the Select Financial Year screen End of Year Report Results End of Year Report Results Report Account File Name Transaction Report Investment Account EOY Transaction Report 20091114 demo 554 pdf Download Transaction Report Main Account EOY Transaction Report 20091114 demo 553 pdf D
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