Cashbook Training Version 5.3 Chris Gould Wednesday 22 nd February 2017
Cashbook Version 5.3 22 Feb 2017 Introduction and Welcome Cashbook V 5.3 What s new? How to use the cashbook: How to set up a new cashbook Entering Transactions Parish Fund Codes, Bank Recs and Parochial Fees Producing Year End Accounts Correcting and Avoiding Errors Support for the Cashbook Forum Cashbook Champions Future Updates
Welcome and Introduction Thank you for attending What software are you using at the moment? The Diocesan Cashbook an EXCEL tool Downloadable from http://www.bathandwells.org.uk/supportingparishes/finances/for-treasurers/ You will need to have macros enabled (from Macro Security Enable all macros) Works on Apple Mac but some features do not work (conditional formatting)
Enabling Macros Macros are necessary to allow full functionality in the Cashbook. If they are not already enabled on your PC, follow these steps: 2003 EXCEL Go to Tools / Options / Security Tab / Macro Security & choose Macro Security, then appropriate security setting (medium or lower). 2007 EXCEL Click Microsoft office button / EXCEL Options / Popular / Top Options for working with EXCEL / show Developer tab in the ribbon Developer tab / Macro Security / [choose appropriate setting] 2010 EXCEL As for 2007 EXCEL, but use File / Options / Customise Ribbon / tick Developer tab to display this if not already displayed
Cashbook V 5.3 A free EXCEL tool available for all treasurers Suitable for Receipts and Payments accounts Developed by Matthew Brunt, formerly of Gloucester Diocese Will produce a set of Receipts and Payments accounts and the Return of Parish Finance form Not suitable for very large or complex parishes, nor recommended for accruals accounts consider a commercial package
Setting up a new Cashbook Main Menu (The cashbook is designed to hold one year s transactions only. You should download a fresh version for each new year) Throughout the cashbook, cells where you can enter data are coloured tan Enter the year the transactions relate to Enter each bank account, investment fund and petty cash account from row 34 Opening Actual balance = Opening Statement balance plus any unreconciled items at the end of the previous year.
Setting up a new Cashbook Assets & Previous Year transactions On the Assets tab, for each bank account, enter the amount of the opening actual balance in each type of fund If your opening actual balance is different to the opening statement balance on the main menu, enter any transactions that make up the difference in the transactions tab using a date from the previous year Enter the amounts for each account from last year s cashbook / accounts in the Previous Year column in th e Accounts List tab On the R & P tab, enter the previous year totals from the accounts for parochial fee income and funds bfwd.
Entering Transactions Transactions Tab Use correct date format dd/mm/yyyy Account (A/B/C etc. from the main menu relating to the bank account) Type U/D/R for unrestricted / designated / restricted Code from the Accounts list tab Money in / money out positive numbers
Entering Transactions SO & DDs / Transfers tabs Amounts entered on the standing order tab are included in the bank reconciliation immediately Account / Type as for transactions tab enter either income or expenditure as appropriate for each entry
Parish Fund Codes A useful way of tracking sub accounts and cost centres, e.g. all cost / income associated with a fundraising event; church weekend away; etc. Enter each new Parish Fund code on the Parish Fund Codes tab Up to 2 parish fund codes may be used per transaction
Bank Reconciliations On the Balances tab, mark off each item against your bank statement, marking the Bank statement no. and an X to show that it has been reconciled. Once you are happy that everything has been reconciled to a particular bank statement, hit the Reconcile button. Be careful reconciliation can only be reversed for the whole year, not individually.
Parochial Fees Some details are automatically populated from the Transactions tab You will need to enter the split of each fee between PCC / DBF / Retired Clergy Only the PCC element of each fee will appear in the R&P accounts
Producing Year End Accounts Receipts and Payments accounts Statement of Assets and Liabilities Additional notes - e.g. fund movements - you can use the Parish Fund Codes for this. Independent Examiner s Report Trustees Annual Report
Correcting and avoiding errors Do not cut and paste data you will correct the underlying formulas. You can insert new transactions at the bottom of the page, then resort Ensure correct year is entered on the main menu, and any unreconciled items from previous year reflected correctly Ensure Type and Accounts columns are completed Ensure Assets tab is filled in, with the split of each opening bank account entered across each fund
Saving the Cashbook It is advisable to save frequently with different dates e.g. West Parish PCC 2016 Cashbook 23.01.16 changing the date each time you save Whenever you save, ensure that you save as a Macro-enabled Worksheet. In EXCEL 2010, it may not choose this by default, and you will lose the macro functionality if saved as a normal EXCEL spreadsheet.
Support for the Cashbook Cashbook Champions: Christine Hughes Nic Laycock Alan Gormer Cashbook Forum Future updates
Any questions?