Invoicing Petty Cash Float and Banking


Invoicing/ Receipting


  1. The CSO uses a J.Burrows Carbonless Triplicate Tax Invoice/Statement Book (50LfJB11284R from Office Works)

  2. Please create an invoice for all payments, whether they are
    - a Literature Sale
    - a Contribution / Donation
    -  or a combination of both

    If a combination, state clearly how much is a sale and how much contribution/donation  with the total at the bottom right of page,

    NB This includes a Direct Deposit - when a Group asks for a receipt.

    Of course check the Bank Account if you have reader or full access, or contact the Treasurer via the Committee Email or text

  3. Make sure to make DD (for a Direct Deposit) or Cash (if it is a cash payment) on every receipt.
    This helps with the banking process


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Float

  1. The Float of $75 is in a cash tin for cash exchanges for notes or coins of smaller size.

  2. When is used for change, the amount taken in replaced immediately, or as soon as possible.

  3. The Float is checked each time we do banking.

  4. If there is a time when it is not possible to replace immediately, then write a note in the communication book and pop a note in the tine.

Petty Cash

  1. Petty Cash is kept in the Black Pencil Case

  2. All items purchased with Petty Cash need to have receipts and the receipts placed on the clip in the Petty Cash Black Bag

  3. As a Debit Card is available to purchase postage and other stock at the PO, Bakery etc., the amount kept for Petty Cash should be around $50

  4. If the amount is not enough to purchase, then top up to around $what you need from the Banking, and put a note in both the Petty Cash and Banking Bag AND the Communications Book to record what you have done,
    This helps with the banking process


Banking

  1. Banking is kept in a Red Material Bag along with the Petty Cash / Banking Black Book with a clasp.

  2. Note the amount in the Banking Bag

  3. When the amount in the cash bag comes to amount $100, then the banking can be done via the Post Office around the corner.

  4. Before banking the cash, please reconcile the amount with the Receipts in the Tax Statement Receipt books in the Black Book

    Firstly - Check the Float is $75 - If not, make it up to the $75 from the banking cash.
    Secondly - Check the Petty Cash - Top up to about $50 if needed,
    Thirdly - Note any change notes in either Float or Petty Cash bag.
    Fourthly - Record any Petty Cash changes on the last right hand Petty Cash Page or Create a New Page on the next Blank right hand page. 

  5. Then take the Receipt Book with the last Receipt recorder on the Left Hand page:
    a. Note the     Date
    b. Note the     Receipt Number, Amount and whether DD, Cash or ? if not sure on the left hand side of the page
    c. If sure the receipt is for cash ...     write the cash on the right hand side
    d.     Proceed down the page to create a column on the right of the cash that should be in the red bag.
    e.     When finished with the latest invoice, rule a line across and add the column up and write in the total
    f. Add up any amounts transferred to Petty Cash and/ or Float - and subtract from the Sub-total on the right hand side
    g. If the amount does not equal the amount to be banked, check any amounts that are ??? that account for the difference,
    h.     If the balance can not be reconciled, make a note in the Black Book, in the Communication Book
    i. Email the Treasurer.

  6. Bank the amount, whether reconciled or not, into the Debit Card Account by taking a CSO Debit Card to the local Post Office.

  7. Put "CSO Cash Banking" as the Description and put the Receipt Issued into the Banking Bag when we return.

  8. Finally email the Treasurer noting the amount of the banking and any problems with same.


Please let me know if any of the above is not clear.
Ro G