Working with the Ledger |
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Working with the Ledger |
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Working with the Ledger |
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Working with the Ledger |
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The Ledger Module shows the big picture of the financial records. Use the flexibility of its Fees and Payments grids to filter or group the records to view relevant data and totals.
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To view financial records for a single household, use the Household Ledger. To view financial records for a single member, use the Member Window's Fees tab. |
Records in the ledger track fees and payments. Having accurate records of purchases and payments helps instill confidence in parents that the program is run well. This section explains the basics of maintaining these records and points to other sections for more details.
Besides fees for dues, a fee should be created whenever a member receives an item for which payment is expected. Fees for dues, handbooks, and uniforms can be automatically created. Fees for items such as handbags need to be created manually. Fees for awards are generally not necessary since they are given to clubbers free of charge, but if a clubber repeatedly loses his award badges, a Fee record can be created. Fees can be created or opened from the Ledger Module or the Household Ledger.
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A fee can be created for any item in the Inventory Module. The fee amount is determined by the item's Sell Price. If the item is not in the Fee Dialog's item list, open the item and click the Club Usage tab. Ensure the item is marked as 'in use' and that it should be displayed as a choice in any Fee list. |
As members pay for dues or purchased items, post the payments and apply the payments to applicable fees. If an over-payment occurs, part of the payment is "unapplied" as a credit on the account. When another Fee record is created, "apply" the unapplied payment amount to the new Fee.
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During registration it can be common to receive payments but not have fee records yet. Post the payment in the Household Ledger. It is tracked as an "Unapplied" payment that can be applied later. |
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Payments can be viewed in the Ledger Module or Household Ledger, but the Household Ledger must be used to create/post payments. |
Most Awana programs allow kids to attend who are unable to pay for dues, books, or uniforms. Even if a fee is not expected to be paid, create the fee record anyway so the inventory is maintained as well as accounting for where items were used. Zero-out the household balance by waiving the fee. This helps track expenses the club has to cover and determine how much money is needed for the Scholarship Fund. Totals can be viewed in the Ledger > Fees and Ledger > Payments grid footers.
When an entire fee is waived, a payment record is created of Type "Waived" with your club name as the Payor. If a partial amount is waived, a payment record is created of Type "Account Credit". From the Ledger tab's Fees grid, waive a fee by selecting one or more records. Use the Waive button in the toolbar or right click and select Waive from the pop-up menu. Confirm by clicking Yes.
From the Household Ledger, there are two different ways to waive a fee balance:
| • | Select "Waived" as the Payment Type. Checkboxes appear in the first column of the Fees grid to select which fee records to waive. As Fees are selected, the Total amount of the waived payment is calculated. When finished, click Post the Payment. |
| • | Select the fee record to be waived. Use the Waive Fee button above the grid, or right click and select Waive Fee from the pop-up menu. Confirm by clicking Yes. |
A child receives a new book and the parent says, "If you tell me how much I owe, I'll bring the money next week." You reply, "A book costs $15.00, but let me check your balance." You are in the Check-in Module so you type a few characters of the last name in the Search field and press Enter. This hides all other records except that family. You click on the Household Ledger button in the toolbar. The Household Balance shows $11.00. You explain there was extra money received from a uniform payment. (The unapplied payment of $4.00 was then applied to the book fee.) Using the button in the toolbar, you print a Household Account Statement as a reminder.
The parent is surprised and impressed that you keep such accurate records and decides to pay $15. The next week the clubber brings the money with the Account Statement which has a note to donate the extra money to the scholarship fund. In the household ledger, you post a payment for $15.00, applying it to the book fee. This results in a $4.00 unapplied payment. On the Unapplied Payments tab, select the $4.00 payment and click the "Apply this amount as a donation" button to zero out the household balance.
