Treasurer Procedures

Trying to fill in for an absent Treasurer? look no further. Follow the handy links below for step-by-step processing of those those aging RT tickets, quickbooks entries that need categorization and other miscellaneous financial or member management sounding tasks.

• Got an RT ticket which reads: 'You have a new automatic payment profile for XXX' --> see Process New Member Ticket
• Got an RT ticket which reads: 'Automatic payments from XXX were suspended' --> see Process Suspension Notification Ticket
• Got an RT ticket which reads: 'Automatic payments from XXX were suspended-MM/YY' --> see Process Deathrow Suspended Membership Notification, Expired Ticket
• Got an RT ticket which reads: 'XXX canceled automatic payments to you' --> see Process Cancellation Notification Ticket
• Got an RT ticket which reads: 'XXX canceled automatic payments to you-MM/YY' --> see Process Deathrow Cancellation Notification, Expired Ticket

Processes which require Quickbooks or other accounting steps are generally initiated by moving certain types of RT tickets in the the Treasury:Quickbooks Queue. Items that have been reimbursed, refunded, or were paid for by PEX card, ACH, check, or Chase credit card, enter this queue.

IRS Reporting

• Capitalization Limit policy is $1,000

Quickbooks Account Categories

• Member Dues - set automatically by the Quickbooks PayPal import application for money sent to money@
• Refunds-Allowances - membership refunds other than as a refund on a PayPal payment
• Equipment - anything over the $1,000 capitalization limit is probably equipment. If the item(s) is over $1,000 and is not equipment, the categorization will be inferred from the description.
• Expenses:Advertising - used for things like meetup.com subscription invoices
• Expenses:Bank Charges - PEX and banking monthly fees
• Expenses:Disposal Fees - unusual, hazardous or other non-recurring waste removal fees
• Expenses:Dues & Subscriptions - recurring charges for things like Quickbooks, Meetup, etc...
• Expenses:Education - education expenses, online classes, etc...
• Expenses:Freight & Delivery - shipping charges, truck rental to pick up equipment, and related costs
• Expenses:Furniture Purchase - tables and chairs
• Expenses:Insurance - self explanatory
• Expenses:Interest Expense - interest paid, for example for equipment loans
• Expenses:Legal and Professional Fees - accountant and attorney fees, etc...
• Expenses:Meals and Entertainment - used for things like pizza for a build out the space event, etc. Please be certain this sort of expenditure meets the area host guidelines
• Expenses:Member Points - tracks spent member points ( see Treasurer Procedures#Member Points )
• Expenses:Misapplied Funds - accidental expenses for which a member will refund PS1
• Expenses:Other General and Admin Expenses - postage, other general, non-supplies expense
• Expenses:PayPal Fees - set automatically by the Quickbooks PayPal import application for transaction fees
• Expenses:Promotional - Makerfaire giveaways, PS1 sponsored class supplies, etc...
• Expenses:Rent or Lease - self explanatory
• Expenses:Repair & Maintenance - large equipment repair expenditures, vendor services, etc...
• Expenses:Safety/Security Equipment - self explanatory
• Expenses:Software - non-subscription software
• Expenses:Supplies - consumables, hand tools, and small replacement parts
• Expenses:Tools - portable equipment, non-consumables larger than hand tools, and non-portable equipment, all under $1,000
• Expenses:Travel - Uber/Taxi costs for break-fix emergencies, authorized travel to events
• Expenses:Uncategorized Expenses - used to move transactions from "For Review" into Classes associated with PEX cardholder so unprocessed expenses show on reports
• Expenses:Utilities:Electricity - ComEd
• Expenses:Utilities:Garbage - Waste Management
• Expenses:Utilities:Gas - Peoples Gas
• Expenses:Utilities:Internet - Comcast
• Expenses:Utilities:Janitorial - Flying Broomstick
• Expenses:Utilities:Water - City of Chicago

PEX Expenses

• See Reimbursement

PayPal Reimbursements

• See Reimbursement
• In Quickbooks, search for the PayPal transaction ID ( sometimes this doesn't work and search by amount )
  • Click on the transaction and select Edit ( this is due to a bug in Quickbooks where setting the Memo field on the transaction list page for the PayPal account does not also update the line item Description field )
  • Set the appropriate Account
  • Set the Description and Memo fields to the RT URL
  • Set the appropriate Class for the transaction

Purchasing

• See Reimbursement

Accidental Expenses

• Cardholder
  • Create an RT ticket describing the accidental expense
  • Have the member remit the amount of the charge to PayPal ( money@ ) including the RT ticket number in the memo or notes field
  • Copy the transaction details in a comment on the RT ticket ( at a minimum, provide the PayPal transaction ID )
• Quickbooks
  • Edit the transaction associated with the accidental expense
    • Set Account to Expenses:Misapplied Funds
    • Set Class to the Class of the accidental expense, or if not a PEX charge, then set to <current year>:Administrative
  • Edit the PayPal reimbursement transaction
    • Set Description field to RT URL and also add to the Memo field
    • Note that Account will be "Member Dues", thus requiring the journal entry below.
    • Leave Class blank
  • Create a new journal entry
  • Set Date to the same date as the reimbursement
    • Set Memo to RT URL
  • First Entry
    • Set Account to Member Dues
    • Enter reimbursement amount as Debit
    • Set Description to RT URL
    • Set Name to the member's name
    • Leave Class blank
  • Second Entry
    • Set Account to Expenses:Misapplied Funds
    • Enter reimbursement amount as Credit
    • Set Description to RT URL
    • Set Name to the member's name
    • Set Class to the Class of the accidental expense, or if not a PEX charge, then set to <current year>:Administrative

Transfer PayPal funds to Checking

• Log into PayPal and select Money->Transfer money
  • From: Select PayPal balance
  • To: Select JPMorgan Chase Checking x-6910
• Wait 3-5 business days
• In Quickbooks, the PayPal transaction should import with no need for adjustment
• When both the PayPal and the Checking transactions get imported, use the Match feature to link the Checking transaction with the PayPal one
• Transaction -> Banking -> Checking -> For Review
  • Find the matching transaction and select Match on the right side of the line item

Member Points

• See Redeeming Member Points for how to spend a member point

Membership Refund

• Match PayPal and Quickbooks transactions
  • To find a PayPal refund from a Quickbooks transaction, click on the Quickbooks transaction and choose Edit
    • Copy the PayPal transaction ID from the memo field and search in PayPal for an "Order ID" using the saved transaction ID
    • Click on the PayPal refund transaction to see details and the RT ticket # should be entered in the Note field.
    • Open the associated RT ticket
  • To find a Quickbooks transaction from an RT ticket
    • Navigate Quickbooks to: Transactions -> Chart of Accounts -> PayPal
    • Click the filter icon and enter the PayPal transaction ID from the RT ticket details
    • Click on the Quickbooks transaction and choose Edit
• Copy the RT ticket URL
• Set the Quickbooks Description field from "PayPal Transaction" to the RT ticket URL
• Add RT ticket URL to the beginning of the Quickbooks Memo field with a carriage return between the RT ticket URL and the PayPal refund details already populated in the Memo field
• Set the Quickbooks Class field to: <Budget Year>:Member Points
• Resolve the RT ticket
• Leave the PayPal fee transaction unchanged
• Also create the journal entry as outlined in the Membership Upgrade, Credit, Refund, Member Point Payment section

• Membership Refund ( partial or full ) by PayPal send money, as opposed to PayPal refund
  • Send the member the refund as per reimbursement
  • In quickbooks, categorize as Refunds-Allowances
  • Journal like member Points, but replace Member Points with Refunds-Allowances

Member Point Payment

If a member point request is not processed right away, or if the last subscription transaction was already refunded once for some reason, or if the member is a cash payer, then it is necessary to issue a PayPal payment to the member. Note that for cash payers, it is preferred that the point be applied as a credit to the next cash dues (In which case, when that occurs see the next section below).

• Find the member's PayPal email from the member profile, unless a different email was specified in the RT ticket
  • Send the PayPal payment to the member
  • Copy the transaction details from PayPal in a comment to the RT ticket
  • Move the RT ticket to the Treasury:Quickbooks queue
• Reconcile Quickbooks
  • • Navigate Quickbooks to: Transactions -> Chart of Accounts -> PayPal
    • Click the filter icon and enter the PayPal transaction ID from the RT ticket details
    • Click on the Quickbooks transaction and choose Edit
• Copy the RT ticket URL
• Set the Quickbooks Description field from "PayPal Transaction" to the RT ticket URL
• Add RT ticket URL to the beginning of the Quickbooks Memo field with a carriage return (shift-enter) between the RT ticket URL and the PayPal refund details already populated in the Memo field
• Set the Quickbooks Class field to: <Budget Year>:Member Points
• Resolve the RT ticket
• Leave the PayPal fee transaction unchanged
• Also create the journal entry as outlined in the next section

Membership

• See Member Management for processing various kinds of membership requests

PayPal Subscription

• RT tickets are generated automatically ( unless info@ is not forwarding tickets correctly ) for:
  • New subscriptions created by the signup code on www.pumpingstationone.org ( this may not work if someone tries to setup a subscription through some other means )
  • Subscription suspensions sent after PayPal attempts to collect a few times. This can often be a few weeks after the subscription due date
  • Subscription cancelations sent after the PayPal subscription is canceled, either by the member or through PS1's PayPal account

Cash Payment

• Log into quickbooks
• Cash ( or check ) payments, enter quickbooks as a checking deposit.
• Add the deposit transaction ( if still on the "For Review" tab ) to allow for more editing capability for the transaction
• Edit the deposit transaction ( on the In Quickbooks tab, or Transactions->Chart of Accounts->Checking->View Register ) so the cash payment is a single line item
  • Set "Received From" to the member name by entering the last name and selecting from an existing member ( create a new Quickbooks member if needed )
  • Set Account to "Member Dues"
  • Set Description to the associated RT ticket URL
  • Set "Payment Method" to Cash
  • Set Amount as appropriate
  • Leave Class blank

Membership Upgrade, Credit, Refund, Member Point Payment

• Log into Quickbooks
• Click the "+" icon at the top of the page and select Journal Entry
• Journal Date: enter the date of the upgrade, refunded credit, or payment to the member
• Memo: RT URL
• First item:
  • Account: Member Dues
  • Credits: 30.00
  • Description: RT URL
  • Name: Member's name
  • Class: <year>:Member Points
• Second item:
  • Account: Member Points
  • Debits: 30.00
  • Description: RT URL
  • Name: Member's name
  • Class: <year>:Member Points

Deposits

• In Quickbooks, Transactions->Banking->For Review, unfortunately, has a different interface for editing a transaction before adding it. The Split button brings up an editor, but one cannot set individual descriptions for line items. Since typically a deposit is some amalgam of donations and member dues, the full transaction editor is needed. Note the date and the amount of the deposit and click Add
• Switch to the "In Checking" tab and find the newly added deposit and click on the link in the "Added of Matched" column to bring up the transaction editor.
• Dues can be aggregated per member, anonymous donations can be aggregated by area or general donation, donations requiring a receipt must each be it's own line item.

Donations

• Members and non-members alike can donate money, equipment and materials to PS1
  • PayPal donations are made to [email protected] and by default, will appear as Member Dues in Quickbooks
  • Cash donations, anonymous or otherwise, enter quickbooks as a checking deposit.
• Non-anonymous donations
  • Create/Open the associated RT ticket which must show, who made the donation and, a filled out Donation Intake Form ( https://docs.google.com/document/d/1feGC8ZR-UMtXbTYn6WKLXC-8-PPW2-oYPs08tIzNPOQ ) attached to the RT ticket. Alternatively, the filled out form can be emailed to treasurer@
• After the board reviews and accepts the RT ticket with intake form attached
  • determine the receipt # by looking in PS1's Google Drive in the "PS1 > ( year ) > Donation Receipts" folder and choosing the next available number. If none exist, look in previous year's folders.
  • Add the receipt # to the RT ticket in a comment
  • Upload the completed intake form to PS1's Google Drive in folder: "PS1 > ( year ) > Donation Receipts" and rename to: "Intake Form < receipt # > - < donor name>"
  • Copy the Donation Receipt Template https://docs.google.com/document/d/1IY4BafM_O48N6VJ4uoZUP6sE1_AD7dsB36qHfdOzJq4 to: "Donation Receipt < receipt # > - < donor name>" and move to the same folder as the intake form
  • Fill out the donation receipt
  • Email the donation receipt to the donor
  • In Quickbooks, click the "+" at the top of the page to create a new "Sales Receipt"
  • Select the Member from the dropdown or type in the name of the non-member
  • Enter the donor's email address and mailing address if not already populated
  • Enter the date of the donation as listed in the Donation Intake Form
  • Leave "Payment Method" blank
  • Enter "Inventory Asset" for the "Deposit To" field
  • Enter "Donation Item" for Product/Service
  • Enter the RT ticket URL in both the Description and in the Memo field
  • Enter the value of the donation as listed on the Donation Intake Form
  • Set the Class to "< current year >:Donations"
• Friends of PS1
  • In Quickbooks => Chart of Account => PayPal
  • Search for 13.37 and select This Year
  • edit each entry and change the Product/Service from "PayPal Item" to "Donation Item"
  • Set the Description to "Friends of PS1"
  • Re-enter the $13.37 amount as Quickbooks clears the amounts when changing the Product/Service field for some reason.
  • Set the Class to "< current year >:Donations"
• Anonymous Donations
  • Categorize using the < current year >:Donations Class
• Donations to a specific Area
  • Categorize using the < current year >:Donations Class. Do not attempt to utilize the Class representing the area for the donation. For whatever reason, specifying the class for a donation transaction will make the transaction appear on a budget report with the same sign as expense and thus does not appropriately increase the budget balance. As such, donations to a specific budget need to be tracked separately.
  • In addition to the customary RT URL in the line item Description for the transaction, prefix with "< area name > - ". eg: CNC - http://rt...
  • Under the Quickbooks gear icon in the upper right, select Budgeting. The current year's budget should appear by default.
  • Select the Class name from the row header, at the bottom, note that the Annual field has the total for the budget for the year related to the selected row
  • Add the donation amount to the Annual field and click Save & Next, then Finished
  • This amount can always be recalculated from the initial budget vote amount plus any donations that appear in the Donations report for the year that have the Area prefix in the description

End of Year

• Validate charges to PS1 Accounts
  • good judgement is key here
  • download utility receipts and attach to RT ticket(s). note: it is not necessary to make separate RT tickets for each month invoice, a single ticket can suffice the whole year.
  • download Adobe Creative Cloud
  • download Intuit Quickbooks
  • download Pagely

• • instruct the accountant to process year-end taxes

• Assuming Quickbooks banking accounts are up to date (Transaction->Banking->Update then PEX Reconciliation)
  • The transaction might be found in Transactions->Banking->New Transactions
  • The transaction might be found in Transactions->Expenses