Funds
Most clubs need only the general fund. Add a reserve fund for money the committee sets aside, like a new pitch fund, or a restricted fund for money given for one purpose.
Bank accounts and cash
Balance on the first day of the year, from the statement.
Last year's figures
Copy the totals from last year's accounts, or open last year's backup file.
Headings in the accounts
Rename a heading, or add one. Headings with nothing in them are left off the accounts.
Paste or open a bank statement
Download the statement from online banking as a CSV file. Nothing leaves this device.
Statement file
Entries
Recently deleted
Bank and cash at the year end
Type each statement's balance on the last day to check the cash book against it.
Signing
Earlier copies
Copies kept when accounts were replaced, deleted or before an import. Each page keeps its 40 most recent.
From cash book to the AGM
Set the year and the opening bank and cash balances, then add each payment and receipt under your own headings, or paste the bank's CSV export and tick the lines to add. Under Assets, list what the club is owed and owes at the year end, and any equipment. The Accounts tab shows the income and expenditure account, the balance sheet and a one-page treasurer's report, each with last year's figures.
It checks the cash book against each bank statement and that the balance sheet balances: what the club owns less what it owes equals its funds. Open the example: a tennis club with subscriptions paid in advance, a ball machine and a court resurfacing fund.
Not a regulator's format
This page is for groups with no set layout: sports and social clubs, societies, churches, PTAs, residents' associations. Registered charities should use the layout their regulator recommends or requires: CC16a in England and Wales (recommended), OSCR's Schedule 3 layout in Scotland (required), and the Registrar's template for New Zealand incorporated societies.
Questions treasurers ask
What is the difference between income and expenditure and receipts and payments?
Receipts and payments is cash only: what went in and out of the bank and cash during the year. Income and expenditure counts each amount in the year it belongs to, so subscriptions paid in advance for next year, bills still unpaid at the year end and the fall in value of equipment are adjusted for, and it comes with a balance sheet of what the club owns and owes.
Which one should our club use?
Whatever your constitution or rules ask for. If they don't say, receipts and payments is enough for a small club with nothing owed at the year end. Income and expenditure gives a truer picture when members pay ahead, bills are outstanding or the club owns equipment. You can switch under Year and see both.
How do I show subscriptions paid in advance?
Enter the money in the cash book when it arrives, under Members' subscriptions. Then, under Assets, add a line to Money the club owes with the heading Members' subscriptions and the amount that belongs to next year. The income and expenditure account then counts it next year, not this year.
Should we include equipment?
Only if you want it on the balance sheet. List each item with a rough value now and a year ago, and enter purchases in the cash book under Equipment bought. The fall in value becomes a cost in the income and expenditure account. Leave the list empty and equipment bought is simply a cost in the year.
Who should examine the accounts?
Your constitution says. Many clubs appoint someone at the AGM who is not on the committee to check the accounts against the bank statements and receipts. Give them the printed cash book for each account as well; it has a running balance to tick against each statement.
We are a registered charity. Can we use this page?
Use the England and Wales, Scotland or New Zealand page instead: they follow the layout the regulator recommends or requires (CC16a in England and Wales, OSCR's Schedule 3 layout in Scotland, the Registrar's template in New Zealand). An income and expenditure account from this page is not a set of Charities SORP accounts.
What about monthly reports to the committee?
This page is for the year end. For monthly treasurer's reports during the year, Group Treasurer in the list of free tools at the foot of this page is made for that.
Is this accounting advice?
No. It lays out the figures you enter and checks that they add up. The committee is responsible for the accounts; ask your examiner or an accountant about anything unusual.