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Finance Information for Volunteers

Frequently Asked Questions:

How to I move money from my cash amount to the bank?

On the video linked above, navigate to time 14:13 and there is an example shown. You must type the words “cash to bank” in the description column. Leave the Reference, Cash/Bank and Credit/Debit columns blank. Type in the amount to move and the spreadsheet will decrease your cash and increase your bank balance by this amount.

Why is one of my rows purple?

On the video linked above, navigate to time 16:13 and there is an example shown. In addition, the row might be purple if you have typed an amount of money in column F but you haven’t typed the word Cash or Bank in column D. The row will turn purple to tell you there is a problem – the spreadsheet doesn’t know whther to add/subtract the amount you have typed in from the cash or the bank column (column G or column H). See the image below for an example.

Why is one of the cells in the reference column red?

On the video linked above, navigate to time 16:13 and there is an example shown. In addition, it might be that you have typed the words “cash to bank” in the description column and have also typed a number in the reference column. When you move money from the cash tin to the bank account, you do not need to type a reference becuase you do not want the amount of money you are paying in to the bank to be put in one of the columns on the right hand side. You therefore need to delete the reference number if you are paying cash in to the bank. See the image below for an example.

What if my “new cash balance” is not the same as the amount of cash I have in my cash tin?

You need to check all of the cash transactions you have typed in to see if you have made a mistake with one of the amounts. For example you might have put that something cost £2 when it actually cost £20. That would mean the spreadsheet thought you had £18 more money in your cash tin than you actually have. The spreadsheet can’t read the receipt in front of you so it can’t flag up if you accidently type the wrong amount in for a transaction. It will just do the calculations based on the numbers you type in. Another error might have been that you typed the word “bank” instead of “cash” in column D. This would add/subtract the amount you have typed in from your bank balance rather than your cash balance so both the bank and the cash columns will be showing the incorrect amount. It is always best to add transactions to the spreadsheet as often as you can so you can check your bank balance and cash amount regulalry to make sure they tally with what is showing on the spreadsheet.

What if my “new bank balance” is not the same as the amount of money I have in my bank account?

See the answer above as the common issues are the same for both the “new bank balance” and “new cash balance”

What if I pay for something using a cheque?

If you pay using a cheque, you need to record this as a Bank Debit and you can write the cheque number in the Description cell so you can easily see which cheque was used for each payment – see the image below as an example. You need ot be careful at the end of your financial year – if you write a cheque but it hasn’t been paid in by the person you give it to by the end of the financial year, this could caus a discrepancy with your accounts. This happens if you type in to the spreadsheet that the cheque has been written but the amount doesn’t go out of your bank until next financial year. The same could be true if you pay a cheque in near to the end of your financial year but the money doesn’t clear into your account until the next financial year. Uusally you would do a bank reconciliation but this is not inculded in this spreadsheet for two reasosn – one to keep things as simple as possible and two, becuae cheques are being used less and less these days. If you do find yourself in this situation, make a note of it in your accounts to show why your balance sheet and your bank statement don’t quite match. If you put a cheque onto this year’s accounts but it doesn’t clear in time, you don’t need to also type it into your accounts for next year as this amount has already been accounted for.

What do I do if my balance sheet has an error?

The most likely error is that the Receipts and Payment totals do not match (see image below). This means that there is an error on the transactions tab. The error should be highlighted by a red cell or a purple row and can be fixed by following the instructions on the video. However, if there are no colours highlighting the problem, you will need to search for it. In the example on teh image below, the totals are £10 different. Start by looking at all the transactions that are for £10 and see if you have made an error. If you can’t spot the error, check your bank account values at the end of every month on your statement and on the spreadsheet to see if you can see where the error has occured – if it is a cash error it may be harder to spot. If you are dtill finding it challenging to find the error, contact your Division Commissioner or County for support.