Bookkeeper job description

Bookkeeper Job Description

Expenses

1. Record "expenses" entries in "Cash Expenses Journal". (The "Cash Expenses Journal" is the first page for each month in the Expenses/Income journal. This is a blue hard-covered book found in the top drawer of the filing cabinet about midway between the front and the back of the drawer.)

Information about expenses is found on cheque stubs in the cheque-book.

(The cheque book is a brown hard-covered book kept close to the Expenses/Income journal.

2. Expenses entries require data 6 or 7 columns, depending on whether GST is involved.

(a) If GST is not involved,

enter the date under "Date", enter the purpose of the expenditure in the next space next enter chque number under "CK", enter the amount under "Cash" enter the payee of the cheque under "Account Credited" enter the amount under "Amount"

(b) If GST is involved, enter 50% of the amount of the GST under "GST rec."

subtract this amount from the amount entered under "Cash" enter the difference under"Amount"

Income

1. Record "income" entries in the "Cash Income Journal"

(The Cash Income Journal is the remaining pages for each month's journal entry.)

2. Income is classified as "Advertising", "Membership" or "Other".

3. Advertising payments require entries for "date",the amount under "Cash" the payor's name under "Debit Account" and the amount again under "Advertising.

4. Any documentation accompanying the cheque should go into the "Income" file, the second file from the front of the top drawer of the filing cabinet.

5. Membership cheques are found in a brown envelope in the "Treasurer/Finance Committee mail box.

6. Separate the cheque from the information/application form. If there is no such information form, make one, using the information on the cheque. (For the next step on the handling of cheques, see "Preparation of Deposits" below.)

7. For each donation record the date, amount under"Cash"; signator of the cheque under "Account Credited" and the amount again under"Membership".

8. Be sure the information forms are stacked and fastened in the same order that the donations are entered. Place the stack of forms in the envelope marked Memberships and name of current month, located near the rear of the top drawer. If there is not an envelope for the current month start one and place it before the one for the previous month.

9. If a donation is not accompanied by a regular form, forward to the Membership Committee all information available, including the amount of the donation.

10. Other income is to be entered in the same way except that the classification of the income is to be entered under the title "Other" Possible classifications are "Grant Income" "Sale of Merchandise" etc.

Preparation of Deposits

1. Use the deposit book kept in the padded brown envelope entitled "Bank Deposits".

2. Enter all cheque amounts in the left-hand column of the deposit form. Enter cash amounts, sub-totals and total in the appropriate place. Add separately the amount to be deposited(from the cheques and cash) and the record of income for deposit ( as recorded in the journal.) The two totals should match.

3. Enter the amount of the deposit under the heading "Deposit" on the "Income" journal page on the line of the last amount included in the deposit.

4. Use the PERC stamp to endorse each cheque. The stamp and the pad are kept in the upper drawer of the bookkeeper's desk. Write the account number on each cheque close to the stamp imprint.

5. Once the deposit is made, return the deposit book including the new receipt, to the place in the drawer from which it was removed.

Issuing Receipts

1. When you receive receipts from the membership committee, keep both copies in our own membership box(labelled;"Membeship Vouchers") until the membership committee provides 'thank you' letters.

2. The first copy must be signed by the treasurer. Once this is done, it goes into the envelope with the 'thank you' letter and is mailed. Postage stamps are kept at the very back of the Accounting 'filing cabinet' - (if you run out of stamps, buy a roll of a hundred stamps (49c each), and bring the receipt to Mike to claim the reimbursement

3. The duplicate copy is filed in the folder which is called; "New form receipt copies" (which is kept behind the old receipt books).

4. The book-keeper is also responsible for posting cards from the 'Membership Commmittee' to special donors.