The ledger

The ledger is the season's book of record. Every payment in and out of the committee is an entry, so the treasurer's numbers always add up and anyone with access can see where the money came from and went.

Only Treasurers and Admins can see and use the ledger. Select Ledger in the sidebar.

Record a payment#

Use this for money that doesn't go through online checkout: cash at the door, Zelle and Venmo transfers, cheques, bank transfers and in-person card payments.

1. Open the ledger

   Check the season picker shows the right season, then select Record payment.

2. Choose money in or money out

   Money in is anything the committee received (a donation, a sponsor's cheque). Money out is anything the committee paid (a deposit, a refund, a bank fee).

3. Enter the details

   The amount, the date it was received or paid, the method and a category. Add who it was from or to, and a reference such as the cheque number or Zelle confirmation ID, so it can be matched to your bank statement.

4. Record it

   The entry appears in the list and the totals update straight away.

Totals#

The top of the page shows the season's money in, money out and net. Voided entries are not counted. The same total appears as Collected on the Overview for treasurers and admins.

Correct a mistake: void, don't delete#

Entries can't be edited or deleted, by anyone. This is what makes the ledger trustworthy. To fix a mistake:

1. Select Void next to the wrong entry and give a reason, for example Recorded twice by mistake.
2. Record the correct entry.

A voided entry stays in the list, struck through and marked Void with its reason, and the void is written to the audit log.

Closed seasons#

When a season is closed, its ledger is locked: no new entries and no voids. A treasurer or admin can reopen the season, with a reason, to make a correction.

Categories#