Club / Society accounts


P

Pikey

It never rains but it pours.........


I'm treasurer/secretary for a few small groups; round about 50 - 100
members each. I need to produce an annual invoice for dues; dining
fees; and be able to tack on a joining fee every now and again.

None of the accounting packages I have to hand (Sage, Quicken,
Quickbooks, TAS, and MYOB) are even vaguely set up to do this; with
the result that it gets done by hand.

There must be other people in this situation out there; every
accountant under the sun seems to gets trapped into being a Treasurer,
as I have - has anyone else found an easy way of administering club or
society accounts?


Tim
 
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M

Matthew Church

Pikey said:
It never rains but it pours.........


I'm treasurer/secretary for a few small groups; round about 50 - 100
members each. I need to produce an annual invoice for dues; dining
fees; and be able to tack on a joining fee every now and again.

None of the accounting packages I have to hand (Sage, Quicken,
Quickbooks, TAS, and MYOB) are even vaguely set up to do this; with
the result that it gets done by hand.

There must be other people in this situation out there; every
accountant under the sun seems to gets trapped into being a Treasurer,
as I have - has anyone else found an easy way of administering club or
society accounts?


Tim
I would set up a little database in Excel, "Name",
"Address1"..."Postcode","Membership fee" and so on (okay it will be a pain
doing it the first time but after that it will be incredibly useful) and
then use Word to mailmerge the details into Invoices, standard letters and
such like.

More columns in Excel can record the Income as it comes in and you can
quickly find the "gaps" where people need chasing up.

(Tried and tested method in another thankless task: getting ground rents,
garage rents and service charges periodically from the residents of blocks
of flats)
 
P

pike_by_nature

It's a terrible thing to admit, Matthew - but that's how I do it now;
and I want to find something simpler!

Let's face it - I'm a lazy s.o.b.; and if I thought I could find a
simple accounting package that would magically produce 50 invoices at
the press of a single button, and update everyone's account at the same
time; I'd be in "hog-heaven", as I believe that Salem Saberhagen would
have it.


Tim
 
M

Matthew Church

It's a terrible thing to admit, Matthew - but that's how I do it now;
and I want to find something simpler!

Let's face it - I'm a lazy s.o.b.; and if I thought I could find a
simple accounting package that would magically produce 50 invoices at
the press of a single button, and update everyone's account at the same
time; I'd be in "hog-heaven", as I believe that Salem Saberhagen would
have it.


Tim
LOL. There is no better way. You get all your invoices at "a touch of a
button" and once you have the columns set up you simply change the dates and
detail in the Letter. Figures and everything else are already there.

You don't want "accounts" with people when they all pay exactly the same
(sorts of) things on a regular basis, you just want a list and a means of
writing quickly to them. Afterwards you can post the totals into Sage,
Quickbooks or whatever using a standard journal.
 
R

Robin Gray

I'm treasurer/secretary for a few small groups; round about 50 - 100
members each. I need to produce an annual invoice for dues; dining
fees; and be able to tack on a joining fee every now and again.

None of the accounting packages I have to hand (Sage, Quicken,
Quickbooks, TAS, and MYOB) are even vaguely set up to do this; with
the result that it gets done by hand.
Sage has a recurring Invoice feature which can be set up to produce an
invoice at regular intervals including once a year.
 
J

Jonathan Bryce

Robin said:
Sage has a recurring Invoice feature which can be set up to produce an
invoice at regular intervals including once a year.
But not to issue the same invoice to everyone on the sales ledger.

The recurring invoice feature is no use, because the amount will probably be
different next year.
 
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P

pike_by_nature

Trus, I'm afraid. Each year, I have to generate some fifty invoices;
and each year they're slightly different to last year.

I could, I suppose, set up each item as a stock item, and simply
increase the stock price; but then I'll end up with stock accounts, and
somehow, I don't see that as being easier.


Do I get the impression that what I'm hearing is "No-one makes a simple
accounting package for simple clubs"?


Tim
 
J

John Blake

In message id <1108137242.471430.291170@z14g2000cwz.googlegroups.com>
Trus, I'm afraid. Each year, I have to generate some fifty invoices;
and each year they're slightly different to last year.

I could, I suppose, set up each item as a stock item, and simply
increase the stock price; but then I'll end up with stock accounts, and
somehow, I don't see that as being easier.


Do I get the impression that what I'm hearing is "No-one makes a simple
accounting package for simple clubs"?
That sounds like a niche market to me and therefore a money making
opportunity.

Away you go!

Invest and reap the rewards.


All the best.
 
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P

Peter Saxton

In message id <1108137242.471430.291170@z14g2000cwz.googlegroups.com>


That sounds like a niche market to me and therefore a money making
opportunity.

Away you go!

Invest and reap the rewards.


All the best.
Dont forget to first type into Google "membership software uk" and
check out the competition!
 

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