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IT for Treasurers

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Three spreadsheets are available for Quaker treasurers, covering the major tasks facing treasurers:

  • recording receipts and payments,
  • creating the annual report,
  • collating the accounts of the Area Meeting and all its Local Meetings.

They were created using Microsoft Excel, but there is an alternative version for OpenOffice and LibreOffice. Each spreadsheet has a user guide to explain how to install, customise, and use it.

Cash book spreadsheet

This enables the treasurer to record all the receipts and payments, replacing a manual cash book, and providing automatic totals and bank reconciliation. It can automate the handling of claims for Gift Aid, and it can summarise the contributions from each donor. You can customise the spreadsheet for your Meeting using the categories of receipts and payments you need. There are two versions of the spreadsheet - one is empty and ready for your data, and the other includes demonstration data to show how it looks when completed.

End of year spreadsheet

This collects up the totals from the cash book and converts them into the annual report for presentation to the Meeting. It includes sample notes to simplify and speed up the process. There are two versions of the spreadsheet - one empty and the other with demonstration data. The format of the annual report is designed to match the requirements of the Charity Commission's SORP 2005.

AM collation spreadsheet

This collects up the accounts of all the Local Meetings in an Area Meeting and brings them together in a process known as collation. This spreadsheet was formerly known as the AM Consolidation spreadsheet, but the name was changed as accountants prefer to use the word "consolidation" when the accounts of separate charities are merged, rather than for the parts of a single charity as with Local and Area Meetings. This spreadsheet gives an overall view of the finances of the whole Area Meeting. It also provides the Managing Trustees with a skeleton for their annual report, including notes, accounting policies and background legal information. There are two sizes, one holds up to 12 Local Meetings and the other up to 20.

Availability

All these files are distributed without charge to treasurers of Quaker bodies in the UK. Support is available, so you can ask for help if you have difficulty installing or using these files. To request the spreadsheets please go to the Order treasurers' software page.