the playcentre excel cashbook - rose camp€¦ · page 2 23 july 2016 guide for the playcentre...

Guide to The Playcentre Excel eCashbook Release: 23rd July 2016 www.eCashbook.co.nz

Contents: Disclaimer ................................................................................................................. 3

Getting Started ......................................................................................................... 3 Installation ........................................................................................................ 3 Excel Options ................................................................................................... 3 When the files are installed… .......................................................................... 3 Starting use of the Excel Cashbook mid-year .................................................. 4

Monthly Workbooks .................................................................................................. 5 Title Worksheet ................................................................................................ 5 Receipts Worksheet ......................................................................................... 5 Payments Worksheet ....................................................................................... 5 Alternative Analysis of Transactions ................................................................ 6 Frequently Entered Details ............................................................................... 6 Entering GST values ........................................................................................ 6 Entering Bulkfunding and Levies ...................................................................... 7 Downloading Bank Statements into the Receipts & Payments sheets ............. 7 Entering Journals ............................................................................................. 9 Wages and IRD payments ............................................................................. 10 Monthly Financial Statement Worksheet ........................................................ 11 Reconciliation Worksheet ............................................................................... 11 Payments to Approve Worksheet ................................................................... 12 Managing Other Bank Accounts .................................................................... 12 Printing ........................................................................................................... 14 Year to Date Budget Comparison Worksheet ................................................ 15 Budget Comparison Worksheet ..................................................................... 15 Net YTD Budget Comparison Worksheet ....................................................... 15

End of Year Workbooks .......................................................................................... 16 Background to XRB Reporting Standards introduced in 2015 ....................... 16 End of Year Adjustments Workbook .............................................................. 17 End of year Performance Report Workbook .................................................. 17

Budget Workbooks ................................................................................................. 20 Revising the Budget ....................................................................................... 20 Revising Bulkfunding Income ......................................................................... 21 Bypassing the Budget Calculations ................................................................ 21 Budget Comparison Reports .......................................................................... 21 Projected Cashflow Report ............................................................................ 21

Extra Workbooks .................................................................................................... 22 GST Return Calculation Report ..................................................................... 22 Alternative Analysis of Receipts & Payments ................................................. 22 Bank Deposit List ........................................................................................... 22 Fundraising Reconciliation Sheet ................................................................... 22 Centre Activity Reconciliation Sheet .............................................................. 22 Grant Reconciliation Sheet ............................................................................ 23 RS7 Bulkfunding Claim workbook .................................................................. 23

Other Guides and Help ........................................................................................... 24 Inside the NZ Playcentre Federation manual books ...................................... 24 Transferring the Cashbook from one computer to another............................. 24 Notes in the Workbooks ................................................................................. 24 Online Help .................................................................................................... 24 Summary of ShortCut Keys ............................................................................ 25

Troubleshooting ...................................................................................................... 26

Spreadsheet software............................................................................................. 27

General ................................................................................................................... 28 Filing .............................................................................................................. 28 Categories ...................................................................................................... 28 Cloud Storage ................................................................................................ 28 Next Release ................................................................................................. 28 Feedback ....................................................................................................... 28

Support ................................................................................................................... 28

23 July 2016 Guide for The Playcentre Excel Cashbook

What the Playcentre Excel eCashbook does…

The Centre Treasurer needs to enter the details of the Receipts and Payments for the month into the

eCashbook. The Cashbook then automatically totals these receipts and payments, checks that the category allocations match each total, and transfers all totals through to the next month. It also transfers the receipts and payments information thru to the Monthly Financial Statement and Budget comparison reports. The Treasurer then lists any unpresented cheques to reconcile the cashbook to the Bank Statement.

All of these features will save you TIME and reduce totaling errors. When printed, the Playcentre Excel Cashbook looks similar to the current manual paperwork. You can start using it mid-year by entering in the current year-to-date totals. When using the Cashbook…

The Playcentre Excel Cashbook also includes workbooks for reconciling fundraising activities, grant

expenditure and centre activities, etc. The Playcentre Excel Fees Book is also included with this Cashbook—refer to the separate documentation for that. Support is available from the eCashbook team, or through your Association Treasurer. The Playcentre Excel Cashbook is quite easy to use, even if you haven’t used spreadsheets before. We plan to keep improving the Cashbook and issuing new releases. It was approved for use by the NZ Playcentre Federation National Treasurers Meeting Nov’03.

System Requirement: PC or Mac Microsoft Excel (office 2000 version or above) for full functionality n.b. Refer to the Spreadsheet software section for information about discounts available to NFPs

when buying Excel, and to review the issues for the other options.

To get the cashbook onto the computer you will need access to the internet to download. Or download it onto a computer with internet access and use a CD or USB stick to transfer it to the required computer. Cost: $40 for initial purchase A new version will be released for each new financial year, to include the correct bulkfunding rates,

calendar information, changes required by the NZ Playcentre Federation and enhancements. Once you have purchased the initial package, a charge of $35 (less $10 prompt payment discount) may be charged each time a new year’s release is sent to your centre. The Cashbook can be downloaded from the website www.eCashbook.co.nz and support and updates are also available there.

Payment information

Treasurer Enters…..

Receipt information

Unpresented Cheques Info

Budget information

Computer Generates…. Receipts page with totals

Payments page with totals

Monthly Financial Stmt

Bank Rec page

and….

End of Year PBE SFR-C NFP

Performance Report

Budget Comparison

GST Return figures

http://www.ecashbook.co.nz/


Disclaimer The Playcentre Excel eCashbook has been developed with care and is provided with no known issues.

However, it is your responsibility to ensure that data is entered correctly and that formulas are not overwritten. Please investigate any error messages generated and check all figures. PLEASE LET ME KNOW if you experience any problems! Particularly if you ever see any #REFs on the screen – this should never appear if all the files are linking correctly.

Getting Started Please take fifteen minutes to read thru this information and to have a play with the software, to ensure you get the most out of it.

Installation Refer to the Installation and Usage Notes (_README_InstallationAndUse document) for help in selecting the correct install file and method. Installation differs depending on your computer

operating system. You might prefer to print those instructions out.

Excel Options Set up the Excel Options and Windows settings needed for the Cashbook. Refer pgs 3 & 4 of the above _README_InstallationAndUse document.

When the files are installed… Use the Menu shortcut on the desktop to view the list of Cashbook files available. Scroll down to \Other Setup and click on the ‘Define Months of the Year, and GST rates line’. You can enter your centre name in cell B2. The months of the year are automatically set for Playcentres. The GST rates

should already be set up correctly. Save and close.

Open the first monthly workbook From the menu select the September workbook ‘Mth01_Sep.xls’. Alternatively, start Microsoft Excel and open the workbook from it’s folder location on your computer. On the Title sheet, check the centre and association names are correct and indicate whether you are registered for GST. These details will be transferred through automatically to other workbooks.

Select the Monthly Financial Sheet, and enter the closing balance of your Cashbook at the end of the

last financial year (i.e. August). Scroll down to the Term Deposit /Other Bank Accounts area on the MFS page. Enter the names of these accounts and the opening balances shown on the bank statements. Save the Mth01_Sep workbook and start entering your Receipts and Payments.


Moving around

Each workbook includes several worksheets. Click on the index tabs at the bottom of the screen to select the one you want. Use the Tab key, the arrow keys or

the mouse to move to another cell within a sheet. Hit the Enter key when you have entered all the details on a row.

The scroll bars at the right and bottom of the screen can be used to reposition the view of the

worksheet, then you can click on the cell you want to enter into.

Please NEVER insert or delete rows in these worksheets. It will upset the calculations /formula. I have protected the cells on the

worksheets so that you can only enter into the cells where I expect you to be entering. I.E. so that

people don’t overwrite my calculation cells. If you find that you really do need to type into a protected field, use /Tools/Protection/Unprotect Worksheet Screen or \Review \Unprotect Worksheet in Excel 2007. But be careful! Remember to protect the worksheet afterwards /Tools /Protection /Protect Worksheet.

Starting use of the Excel Cashbook mid-year If you are starting the use of the Excel Cashbook part way thru the financial year you could consider

entering everything from your manual cashbook into the computerised version—this would provide a good training exercise and allow you to compare the totals in the two versions. Alternatively, you can enter the Year To Date totals for the last month that was prepared manually,

into that month’s Excel workbook. For example, if you are starting use of the Excel Cashbook in March, open up the February workbook file and enter the Year To Date totals from the paper cashbook into the first details row of the Receipts and Payments worksheets. Enter the Opening

Balance for the year on the Monthly Financial Statement sheet. Check that the balance of the Monthly Financial Statement sheet matches the manual cashbook. You will need to enter the original Opening Balances for September in Mth01_Sep, as the Cashbook Reconciliation section in each of the monthly workbooks expects the opening balances to be there. Open and save all the workbooks from September thru to the month you are starting with, to bring

this opening balance and your centre name through to the other workbooks.


Monthly Workbooks Refer to the Title sheet of each monthly workbook for the steps needed to complete your monthly accounts.

Title Worksheet From the menu, open the September Excel workbook. Select the ‘Title’ worksheet, and type in your Centre name and your Association name. If the centre is not registered for GST, enter an ‘n’ here, so that GST is not calculated on your Receipts and Payments. These details will then be carried thru to

the other worksheets. Scroll down the Title sheet to read instructions for using the monthly workbook.

Receipts Worksheet Select the ‘Receipts’ worksheet. Check that the cursor is positioned on Row 10, to enter the first

Receipt. Type in information from your deposit slips and bank statement. Once you have entered the Receipt amount, tab along to the category column and use the ctrl-i short cut keys to insert the receipt amount into the category column (i.e. hold down the ctrl key, then hit the i.)

I have set up the Receipts and Payments to be printed on one page each. This makes the text quite small, but I think it is preferable to having it spread over two pages. If you want it to be bigger, go to

the Page Setup options and turn off the Fit to 1 page option. For centres not registered for GST, use the ‘ctrl’ + ‘h’ keys to hide the GST columns. The ctrl q keys may be used to display some information about the column that you are currently in.

Payments Worksheet Select the ‘Payments’ worksheet. Ensure that the cursor is positioned on Row 10, to enter the first Payment. Once you have entered the payment amount, tab along to the category column and use

the ctrl-i speedkeys to insert the amount into the category column (i.e. hold down the ctrl key and then hit the i.). Refer to the invoice to determine what category the payment is for. Type in the cheques first, from your cheque butts (referring to the related invoices). This will ensure that the cheques are entered in cheque number order and that you have entered all cheques. Then

enter any other payments appearing on the bank statement (such as APs and Direct Debits).


Cancelled cheques can be entered into the current month’s Payments sheet as negative cheques. E.g.

Alternative Analysis of Transactions Receipts and Payments are allocated to one of the standard categories. They may also be identified by a unique Alternative Analysis code (e.g. MI for Maori Initatives) in the Alt Code column, to enable monitoring of costs and income related to a particular area. The Alternative codes are used to group transactions that relate to the same project or purpose. These payments can then be picked up in the

separate Alternative Analysis workbooks e.g. XCodeAnalysisByMonth.

Frequently Entered Details Most centres find that they enter payments for the same Creditors/Suppliers and Employees each month and the same Debtors/Payees each month. Set up the text for these in the

TextCommonDetails workbook to provide a drop down list of frequently used details for fast data entry into the Details column of the Payment and Receipt Worksheets.

Entering GST values The ctrl i shortcut keys can be used in the GST column to calculate the GST on a value. This will help speed up entry into the Receipts and Payments worksheets. All transactions should either be entered

into the GST Taxable column or the GST Non-Taxable column. Please refer to the Summary of GST Rules Applicable to Playcentres, available on the Menu, for some rules around Income and GST.


Entering Bulkfunding and Levies The full gross value of the Bulkfunding from the Ministry of Education should be shown in the cashbook. Associations normally deduct levies and insurance from this first, before passing the funding onto the centres, so you need to be aware that the bulkfunding deposited into your bank account may not be the full income amount. The full amount from MOE should be detailed on the Bulkfunding payout letter from your Association. Enter the full MOE bulkfunding amount in the Receipts sheet. Alongside this, enter the actual amount

banked in the Total Banked column to allow easy matching with the bank statement.

Then, in the Payments sheet, enter the levies and other costs deducted by the Association from the

bukfunding. Some centres break down the levies and enter one row for each levy type or other cost.

The net result is that the cashbook balance will increase by the amount banked i.e. MOE bulkfunding less levies and other deductions.

Downloading Bank Statements into the Receipts & Payments sheets For centres that have online access to their bank accounts and a lot of transactions, you may find it useful to reformat the bank’s export file, so that you can quickly copy basic transaction details into

the eCashbook. Note that centres are encouraged to complete the cashbook at the time they deposit or pay out money. If you choose to use the bank transactions, some items may appear later than the date initiated e.g. cheques will only appear on the bank statement when they have been presented, not the date written. Just remove /adjust these delayed payments as required to ensure transactions are dated correctly (receipts should be dated with the date the money /cash is received, and payments should be dated with the date the payment was made, not the date this item appeared on

the bank statement). We suggest the following method to transfer bank transaction information into the eCashbook;

a. Use the Export to csv or xls file facility on your bank account to download a file with the transactions for the month.

b. Open the file in Excel.

c. Organise the columns in the order required by the eCashbook… TransType (e.g. Chq, DD,

DC); Date; Details of other party; Cheque Number; Positive value of the transaction amount; Original transaction amount.

It should look something like this…

The heading text is not important. We need a positive value for the cheques, APs and direct debits in column E cells, so

enter a formula to multiply the value in column F by minus one. i.e. in cell E2 enter… =F2*-1 Copy this formula down to the other cells in column E.


Add a Total row, to help us double check the transactions when we separate receipts

from payments in a later step.

d. Now we want to create one list of Deposits for copying into the Receipts worksheet and one

list of Withdrawals for copying into the Payments sheet. To do this, just select the rows of reformatted transactions (A1 to F6 in above example) and paste them further down in your temporary workbook twice. Title one as ‘Deposits’ and one as ‘Withdrawals’, just to keep things clear while you are working with these transactions. E.g.

Sort the Deposits into Tran Type order. Delete any rows that aren’t deposit type transactions (i.e. not Direct Credits or deposits). Then resort in date order. Delete the adjusted amount column, as it is not needed for deposits (the value is already a positive on the bank transaction list).

Sort the Withdrawals in Tran Type order. Delete any rows that aren’t payment type transactions (i.e. not cheques, Direct Debits, Automatic Payments or bank fee transactions). Then resort in date order.

e. Confirm the reformatted transactions. They should still tally to the original total of the transactions. They will look something like this….

f. Copy the Deposit transactions (select cells in column B to E in the rows that have Deposit transactions). Then move back to the Receipts sheet in the monthly workbook, and position the cursor in the cell A10. Right click to access the Paste Special functionality, and select


Values only. This should copy in the Deposit values into the eCashbook successfully. You will

still need to use Ctrl + i to insert the value into Total Banked and appropriate category

column.

Alter the Payer /Details text as required, by clicking on the cell, pressing F2 (for edit mode) and typing in additional text. E.g. Community Trust \grant for slide. Note: Deposits on the bank stmt will be the total of deposits in the one banking. As long as the treasurer files a paper trail of what is included in that banking (i.e. uses the Deposits workbook to identify what was contained and prints this out, or just lists the receipt nos on

the deposit slip butt, etc), an auditor (or anyone else) would be able to verify what was contained in the deposit.

g. Copy the Withdrawal transactions (select cells in column B to E in the rows that have Withdrawal transactions). Then move back to the Payments sheet in the monthly workbook, and position the cursor in the cell A10. Right click to access the Paste Special functionality, and select Values only. This should copy in the Payment values into the eCashbook

successfully. You will still need to use Ctrl + i to insert the value into Total Banked and appropriate category column.

Alter the Payee /Details text as required, by clicking on the cell, pressing F2 (for edit mode)

and typing in additional text. E.g. Paper Plus Eastgate \paper,pens,pencils.

Entering Journals Write-off /transfer journals should not change the Cashbook balance. i.e. the closing balance for the Monthly Financial Statement in the monthly workbook will be unaffected, if both sides of the journal are entered correctly. Correcting previous coding

Perhaps you have noticed that something was coded to the wrong category in a previous month. Simply enter a journal to transfer from one category to another with a $0 transaction entry. E.g.

Netting Off costs or income

Historically, Playcentres have reduced Fundraising and Refund category income by their related payments. The XRB standards for Tier 4 reporting require that this is no longer done. The NZPF requires that any income in Equipment Reimbursements is transferred (deducted) from the appropriate Payment category. This can be done in the month that they occur (this is our recommendation – as this will give true total figures to compare against your Budget), or any month afterwards. The values on both sides of these journals should all be negative values (see examples

below), and will normally be GST Non Taxable.

The Journal in the Receipt sheet of the monthly workbook will look something like this...


The other side of the above Journal in the Payments sheet will look like this...

Wages and IRD payments We have introduced a ‘Reconciliation of Payments due to IRD’ area to the right of the transactions entry area in the Payments sheet. This area should help you to check if all employee related

payments due to IRD have been made. Below this is an area that will allow you to total the payments made in the current month for each employee.


Monthly Financial Statement Worksheet Select the Monthly Financial Statement worksheet. For the month of September, the start of the

financial year, you will need to enter in the balance from end of August. You won’t need to enter anything else, unless you hold payments back for approval at meetings, or take up-to-the minute info to your centre meeting. The Receipts and Payments info is automatically transferred into this worksheet.

The Monthly Financial Statement in the eCashbook provides more space for accounts paid during the month than the paper version. We noticed that a number of centres pay accounts without having them individually passed at a meeting, as the expenditure has already been approved as part of the centre’s budget or as a consequence of decisions at previous meetings. As a result, there are some

layout differences between the paper version and the Excel version of the Monthly Financial Statement forms.

Reconciliation Worksheet Select the Reconciliation worksheet.


This worksheet will automatically display any unpresented cheques on the previous month’s Bank

Reconciliation, tho’ you will have to enter these for the first month (September). Clear any of these

that have since been presented and appear on the current month’s bank statement. Go through the Receipts sheet for this month and identify any transactions that do not appear on the bank statement – enter these in the Outstanding Lodgements section. Go through the Payments sheet for this month and use the Bank Stmt column on the Payment sheet

to note each transaction that does appear on the bank statement (enter a ‘y’ or page number). Once this is done, you can use the shortcut keys Ctrl + Shift + U, to automatically list any payments on the Payments sheet that have not been flagged as appearing on the Bank Stmt. These can then be selected and copied into the Unpresented Cheques list, after any of last month’s cheques that are still outstanding.

Enter the balance of your bank statement into the Calculator at the bottom right of the Reconciliation sheet to confirm that you have reconciled the eCashbook to your bank statement successfully. Enter the page number from the relevant bank statement that you have reconciled too.

Suggested steps when the Cashbook does not reconcile to the bank statement… Check the opening balance on the Monthly Financial Statement matches the closing balance of

the previous month.

Use the calculator area on the Reconciliation worksheet. Enter the closing balance on the bank statement to determine the value of the variance between the actual bank balance and what has been entered so far. (This might match a payment exactly, so will speed up identifying the problem.)

Check that all deposits on the bank statement have been entered in the Receipts worksheet, and that the amounts are the same e.g. the bank statement may show a deposit for $10.40, but it has been entered into the Receipts worksheet as $10.20.

To confirm that the Total Banked amount covers several receipts, select the receipt amount cells, and view the total displayed in right of the Excel status bar (bottom line of the Excel window).

Check that all withdrawals on the bank statement have been entered in the Payments worksheet, and that the amounts are the same.

Check that all cheques written in previous months and presented to the bank this month, were entered into the cashbook in the original month, for the correct amount. (If not, put an

adjustment through in the current month, if the financial statement has already been approved for that month.) Also check that the correct value has been used on the unpresented cheques list for previous months.

Sometimes it is worth printing the worksheets out to enable a thorough review, and allow you to tick off transactions matched with the bank statement.

Payments to Approve Worksheet Use this sheet if your centre wants you to present all payments for approval prior to being paid, or if you need to confirm the available funds on the date of a meeting.

Managing Other Bank Accounts Most centres have more bank accounts than just one main account. As result, the eCashbook is able to monitor up to five additional savings bank accounts.

Please note that as a matter of principle, ALL receipts and payments should be put through the main account, and recorded against a category in the eCashbook. For example, a grant should be paid into the main account first, and then transferred into the required savings account - if it is to be held aside for a period of time. When it is time to pay the costs that the grant was needed to cover, the money should be transferred back into the main account and the invoices paid from the main account.

If any receipt or payment is made directly from a savings account, and not the main account, then you will need to use a Journal to record the receipt or payment in the Receipts and Payments worksheets. This will ensure that the transaction is captured and categorized correctly in the eCashbook. The exception to this is any interest earned on the savings accounts, which the

eCashbook can identify and automatically include in the end of year reporting.

Setting up the Other Accounts The Monthly Financial Statement sheet has an area for these other bank accounts, near the bottom of the page.


When setting up the Other Accounts for the first time for the year, enter the Name of each additional account, and it’s opening balance. Interest: For each month, enter any interest earned and deposited directly into the bank

account into the Interest row. If any interest is earned but deposited directly into the main Cheque account, simply enter the amount into the Receipts sheet (i.e. not in the Other Accounts area).

Deposits: Enter the total of any amounts deposited into the account this month, into the

Transfers In row.

Withdrawals: Enter any amount withdrawn from the account into the Transfers Out row.

Bank Fees: Increase the Transfers Out value by the amount of any bank fees paid from the

account. Confirm that the Other Accounts reconcile to the Cheque Account

The Reconciliation sheet confirms that any withdrawals or deposits to the Other Accounts are also reflected in the Cheque Account records (i.e. in the ‘Transfers from’ category in the Receipts sheet and in the ‘Transfers to’ category Payments sheet).

If this section is not balancing, you will need to enter a journal into the Receipts and Payments sheets to provide an audit trail for the income or expenditure that has not been included in the eCashbook categories. Some examples below. Using Journals to balance the Other Accounts to the Cheque Account

a. Deposits made directly to a Savings Account

If money was deposited directly into the Savings Account, missing the main account, do the following;

Ensure the deposit amount has been recorded in the ‘Transfers In’ total for the account at the bottom of the Monthly Financial Statement.

Enter one side of a journal into the Receipts sheet under the appropriate Receipt category.

Enter the other side of the journal into the Payment sheet, using the Transfers to Other Accounts category.

For example, if a grant was paid directly into the Savings Account…

In the Receipt sheet, identify that a grant was received…

In the Payments sheet, identify that the grant is now held in one of the Other Accounts…


b. Payment made directly from a Savings Account

If money was paid directly from the Savings Account, missing the main account, do the following;

Ensure the deposit amount has been recorded in the ‘Transfers Out’ total for the account at the bottom of the Monthly Financial Statement.

Enter one side of a journal into the Payments sheet under the appropriate Payment category.

Enter the other side of the journal into the Receipt sheet, using the Transfers from Other Accounts category.

For example, if bank fees were paid /withdrawn directly from the Savings Account…

In the Payment sheet, identify that a bank fee was paid…

In the Receipt sheet, identify that the bank fee was paid directly from the Other Account…

Printing If you are ready to print the first four or five worksheets all in one go, use the Ctrl-Shift-p keys to automatically print out the required copies. Otherwise use the standard Excel File/Print screen. The default no. of pages to be printed for each worksheet can be changed in the Title worksheet, or permanently in the TextCommonDetails workbook.


Year to Date Budget Comparison Worksheet When a budget has been entered in the Budget Workbook, this YTD Budget Comparison worksheet will compare the actual figures for the year to what was budgeted. Print it out when you want to present these figures to a meeting, or when you want to review performance to expectations.

Note that a negative variance value on a Receipt category indicates an unfavourable result (less was received than budgeted). And a negative variance value on a Payments indicates an unfavourable

result there (more was paid than budgeted). The Projected Cashflow workbook may be used to estimate the expected bank balance for the centre

in future months. Any budget notes entered in one month, will be carried through to other months.

Budget Comparison Worksheet Use this if you wish to identify the values against budget for this particular month, along with a year-to-date comparison.

Net YTD Budget Comparison Worksheet We do not expect centres will use this sheet now, as the XRB reporting standards do not allow costs

to be netted off against income.


End of Year Workbooks

Background to XRB Reporting Standards introduced in 2015

New Accounting & Financial Reporting Standards for private not-for-profit public benefit entities (NFP PBE) were introduced by the External Reporting Board (XRB) for financial years beginning on, or after, 1 April 2015.

Playcentres need to report under Tier 3 or Tier 4 standards. You will need to look at your past two year’s annual financial statements to determine which Tier is appropriate for your centre. We expect most, if not all centres, will be able to report under Tier 4.

o Tier 4: Used by centres that have annual operating payments less than $125,000. Cash-based accounting processes MUST be used.

o Tier 3: Used by centres that have annual operating payments greater than $125,000. Accrual-based

accounting processes MUST be used. Tier 3 centres may find it easier to move from the

eCashbook to an accounting software system.

o If you have a one-off case for exceeding the $125,000 threshold, you can remain at Tier 4. Examples of such a case would be a building project or the need to pay for wages when you normally use volunteers.

Explanations:

Annual operating payments – All expenses, and do not include payments towards capital

assets.

Cash-based accounting – transactions are recorded at the time that cash is received or

paid, rather than when earned or incurred.

Accrual-based accounting – receipts and expenses are recorded when they are earned or

incurred, rather than when cash is received or paid. Examples of this are; a) you would record mandatory fees when you issue the invoice to your centre families, rather than when you

receive the money; b) you would enter a bill as soon as you receive the invoice, rather than when it was paid. Accrual-based accounting is likely to require accounting software that allows for concepts such as depreciation and bad debts, and to require the support of an accountant.

The YearEndPerformanceReport workbook provided in the eCashbook can be used by most

Playcentres to prepare the annual simple format Performance Report required by XRB. This workbook meets the Tier 4 requirements, and includes worksheets for;

Entity information;

Statement of Service Performance (SSP)

Statement of Receipts & Payments (R&P)

Statement of Resources & Commitments (SORC)

Notes to the Performance Report (including Policies, etc)

If you wish to do any further reading on the new XRB Reporting Standards for Not-for-Profits, we recommend;

https://www.charities.govt.nz/im-a-registered-charity/new-reporting-standards/

https://charities.govt.nz/assets/Resouces/New-Reporting-Standards/Tier-4-Explanatory-Guide-A6-PBE-SFR-C-NFP.pdf

http://www.xrb.govt.nz/Site/News/FAQ.aspx

https://www.charities.govt.nz/im-a-registered-charity/new-reporting-standards/



http://www.xrb.govt.nz/Site/News/FAQ.aspx


End of Year Adjustments Workbook The Month 13 workbook (Mth13_EOY.xls) allows journals to be entered to adjust the totals for the

Receipt and Payment categories, prior to being used by the Performance Report workbook. These write-off /transfer journals should not change the Cashbook balance. i.e. the closing balance for the Monthly Financial Statement in Mth13_EOY should be the same as the opening balance. If you have no adjustments to be made, you will still need to open up and save this workbook, to ensure that all totals are carried through from the August Workbook and are available for the financial information in the End of Year Performance Report workbook.

EoY Journals – Correcting previous coding Perhaps you have noticed that something was coded to the wrong category during the year. Simply enter a journal to transfer from one category to another with a $0 transaction entry. E.g.

EoY Journals – GST treatment As a general rule, any journals entered do not involve GST as this has already been handled by the original transaction. Enter the value of the journal into the GST Non-taxable column to identify this. EoY Journals – Adjustments enforced in YrEndPerformanceReport workbook

The Additional Financial Notes sheet in the YrEndPerformanceReport workbook explains the requirement to clear any Reimbursements to the appropriate Payment category. The values in these journals should all be negative values (see examples below). Note too, that GST Refunds from IRD should have been coded to the Other Receipts category as per the NZPF Notes

document and the ctrl q help keys. If you have coded GST Refunds to the Refunds Category, just use a Journal to correct the GST coding, before you do these enforced journals.

The Journals in the Receipt and Payment sheets of the Mth13_EOY workbook will be GST Non Taxable, and will look something like those included on page 9 in the Entering Journals section.

EoY Journals – Identifying Bank Charges on Other Accounts Bank charges on the Other Accounts (e.g. Bonus Saver, Term Deposits) need to be recorded in the Centre Admin category as part of the costs of the centre. If this has not already been done during the

year, you can use a journal to adjust this now...

In Receipts sheet:

31/8/17, Tfr Bank Charge on Bonus Saver, JNL,$24.00, $24 (in Transfers From Other Accts column).

In Payments sheet:

31/8/17, Bank Charges on Bonus Saver, JNL, $24.00, $24 (in Centre Admin).

In Monthly Financial Statement sheet:

Record $24 in the Transfer Out under the Other Account involved. (row 64) If the Bank Charges were previously deducted from the Interest on the Other Account, you will also need to add $24 to the Interest value for the account.

End of year Performance Report Workbook This workbook (YrEndPerformanceReport.xls) meets the reporting and accounting standards set by the External Reporting Board (XRB) for Tier 4 not-for-profits, as defined in the PBE SFR-C (NFP)) standard (Public Benefit Entity Simple Format Reporting – Cash (Not for Profit)). The ten page Performance Report is designed to provide information about your centre’s service

performance and financial activities, for anyone with an interest in your centre. It should become

useful as a reflection tool for your centre too. The report asks and answers the following questions… Who are we? Why do we exist? What did we do? What did it cost? How was it funded? You will need to discuss what should be written in parts of the Performance Report with others in your centre.


Most of the financial information will be automatically displayed from your End of Year Adjustments

(month 13) workbook, but some information is required to be entered on the Additional Financial Info

worksheet. Full instructions for each part of the report is included in the YrEndPerformance workbook. The Performance Report includes the following statements and information;

Non-financial Information:

o Statement of Responsibility o Entity Information o Statement of Service Performance

Financial Information: o Statement of Receipts and Payments o Statement of Resources and Commitments

o Notes to the Performance Report

Sample pages:


Budget Workbooks

The Budget workbook will help you collate your estimated income and expenditure for the year, and will help you predict any cashflow problems. It will lead you through the information that you might need to include in your budget. If you find it more detailed than you need, and you have your own manually calculated budget, refer to the instructions on the following page on Bypassing the Budget Calculations.

On the ‘Centre Basics’ worksheet you will need to enter your centre name, and details about which sessions you are open. Once this is done, the ‘Calendar’ worksheet will automatically calculate the estimated bulkfunding that you will receive in November, March and July. It will also calculate the number of sessions per month.

The next step is to update the ‘Income’ and ‘Expenses’ worksheets. Just work through the worksheets slowly, as they help you to consider the appropriate values for each Receipt and Payment category in your cashbook. The worksheets will do a lot of the calculations for you—but you will need to put in average costs per session for power, housekeeping, etc, and detail one-off receipts and payments. Use the actual figures for the last year as a starting point, but discuss at a centre meeting

what the parent group wants to do or upgrade during the year.

Once all of your figures are in, the ‘Original Budget’ worksheet can be reviewed /printed out. If you notice anything that needs to be changed, just go back to the other worksheets within the ‘Budget’ workbook to alter the figures being displayed on the ‘Original Budget’ worksheet. Also note that most categories have space for you to enter any adjustments needed to be made to any of the calculated values.

Revising the Budget Once the original budget has been approved by a centre meeting, the Original Budget worksheet should not be altered. However, during the year you might determine that the finances are not performing as expected and you may want to alter the budget, so that you can identify if the centre will have sufficient funds to meet obligations. Use the Revised Budget worksheet to enter any

changes. Any changes will be highlighted in bold (both on the screen, and when printed), so that centre members and the auditor can easily see what has been changed. Remember to get the

Revised Budget approved at a centre meeting.


Revising Bulkfunding Income If the attendance at the Centre has changed significantly during the year, you may want to make an adjustment to the Bulkfunding Income. The original budget should not be changed, so it is best not to change the original Centre Basic details to recalculate the bulkfunding income. My suggestion is

that you take a copy of the Budget workbook and call it Budget_temp (say) and use it to calculate the revised income based on the new roll. Then enter these values into the Bulkfunding income row in the Revised Budget sheet (of the original Budget workbook) to provide a better estimate of the

income now expected.

Bypassing the Budget Calculations If you find the Budget setup more detailed than you need, and you have your own manually calculated budget, you may enter this directly into the Original Budget worksheet. Use the ‘ctrl’ + shift + ‘z’ keys to automatically clear all formulas and zero out all values.

To set the amounts for each month to the same values… Enter the amounts into the September column and use the ‘ctrl’ + shit + ‘s’ keys to automatically copy these amounts thru to the other months (January will be set to zero). There is a reset facility to restore the figures pulled in from the Income and Expenses sheets… use ctrl + shift + r to restore the original formulas.

For further information, refer to the Introduction sheet in the Budget workbook.

Budget Comparison Reports Once you have the Budget information entered in, you can use the one of the Budget Comparison worksheets within each month’s workbook, to review performance to expectations.

Projected Cashflow Report The Cashflow Workbook pulls in the actual figures-to-date entered in the Receipts and Payments worksheets for each month, and the budgeted figures for the future months (from the Revised Budget worksheet), to estimate the effect on the centre’s bank balance. From review of the Cashflow report the centre will be prompted to either review spending or increase fundraising efforts.


Extra Workbooks

All the workbooks available in the eCashbook are listed in the Menu workbook. Some of them are introduced below. There is also a separate Fees Book available for download from the website (free of charge to eCashbook users).

GST Return Calculation Report This workbook will pick up the GST collected and paid on payments from your monthly cashbook files

and will prepare the information you will need for the GST Return for Inland Revenue. Some centres file returns every two months, others file a return six-monthly. A worksheet is provided for each return period. Please note: The GST Return Calculation report assumes that GST refunds from IRD are entered in the Other Receipts column and that GST payments to IRD are entered in the Other Payments

column. GST Refunds and Payments from IRD MUST NOT be entered in the GST column of the Receipts and Payments worksheets.

Alternative Analysis of Receipts & Payments Receipts and Payments can now be analysed by alternative codes other than the standard categories in the XCode series of workbooks.

Setup the codes you will use in the XCodeList workbook. Then enter these codes in the Alt Code column in the Receipts and Payments sheets to flag which transactions you wish to monitor. The alternative Code Analysis workbook will provide you with totals for each Alternative Code, along with a list of all transactions flagged for each code. The Code Analysis by Month workbook will give monthly totals for these.

Bank Deposit List Use this workbook to prepare a list of cheques and/or a list of cash for depositing at the bank. Print the worksheet out and separate the two copies, so that one can be provided to the bank and one filed with your banking details.

Fundraising Reconciliation Sheet Use the \File \Save As Excel menu option to save a version of this workbook for each fundraising effort carried out by the centre. Use this workbook to record the money raised, the money spent to obtain the fundraising, and how the profit was spent.

Centre Activity Reconciliation Sheet Use this workbook to track the money collected and spent for each Centre activity /event. E.g. Trip to

a local animal park, that families made a contribution to attend.


Grant Reconciliation Sheet Use this workbook to record what the centre spends from each grant, against what it intended to

spend. Create a new copy of the workbook for each grant by using the \File \Save As menu option.

RS7 Bulkfunding Claim workbook This workbook has been contributed by Alison Emery, a previous Treasurer of the Te Akoranga Playcentre Association. Enter the totals from your Attendance Registers, along with some information about your centre and the period of the claim, and the workbook will produce a RS7 form that the Ministry of Education will accept. The workbook allows entry of the attendance /child claim totals from the centre rolls and calculates the hours to be claimed. It won’t be of any real benefit to centres that are claiming 20hrs ECE, as they will be required to calculate the hours on their manual rolls anyway.


Other Guides and Help

The guides can be accessed off the Menu, in the Help section at the bottom.

Inside the NZ Playcentre Federation manual books I have provided a Word document (NZPF Notes.doc) of the information printed on the inside covers of the manual Cash Book and the manual Monthly Financial Statement book. It is important that you print out this document so you have the current guidelines for assigning receipts and payments to the various categories. Plus other information.

The Category descriptions are available in the Receipts & Payments worksheets, as a quick reminder of what goes where. Select a cell in the category column that you are interested in, and use the ctrl + q keys to view the descriptive info.

Transferring the Cashbook from one computer to another There are times when you will want to copy your Centre’s Playcentre Excel Cashbook files. Perhaps you are handing over the Treasurer job to someone else or you want to work on a different computer. Or perhaps you just want to backup the files, or your Auditor has asked for a copy of the Excel Cashbook on CD as part of their review process. Open the menu shortcut on the desktop, scroll down to the \Help section, and click on Copying the Cashbook to CD or another computer. Follow the directions in this document, you may want to print

it out to make it easier to refer to.

Notes in the Workbooks Over the years, useful notes have been added to the workbooks themselves. Take a few moments to read the notes on the sheet you are working in, or review the general instructions at the front of the Budget and Monthly workbooks.

Online Help Visit the support pages at www.eCashbook.co.nz (http://www.rosecamp.co.nz/Support.php) for common support issues and to view known issues with each release. View the FAQ section for other frequently asked questions. (http://www.rosecamp.co.nz/FAQ.php) Post a question on our Facebook group, and ask other users what they do.

https://www.facebook.com/PlaycentreExcelCashbook


http://www.rosecamp.co.nz/Support.php

http://www.rosecamp.co.nz/FAQ.php



Summary of ShortCut Keys

Keys Workbook Purpose

Ctrl + i Receipts and Payments sheets in the monthly workbooks … Mth01_Sep, etc

Copy the total value entered for the receipt or payment into the cell cursor is positioned in. Will deduct the GST off the total value if the centre is registered for GST.

Ctrl + h Receipts and Payments sheets in the monthly workbooks … Mth01_Sep, etc

Hide the GST columns. Useful for centres that aren’t registered for GST.

Ctrl + q Receipts and Payments sheets in the monthly workbooks…

Mth01_Sep, etc

Display help information about the column you are currently in.

Ctrl + shift + P

Receipts and Payments sheets in the monthly workbooks… Mth01_Sep, etc

Print out the sheets within the workbook. The number of copies is determined by the number entered against each sheet in the Title sheet.

Ctrl + shift

+ Z

Original Budget sheet in the

Budget workbook

Zero out all values and formulas, so that you

have an empty base of Income and Expenditure.

Ctrl + shift + S

Original Budget sheet in the Budget workbook

Copy September amounts across to all other months, excepting January.

Ctrl + shift + R

Original Budget sheet in the Budget workbook

Reset all formulas to bring in the values calculated in the Income and Expenditure sheets.

Ctrl + shift + U

Reconcile sheet in the Monthly workbooks… Mth01_Sept, etc

Create a list of payments that have not been flagged (in the Bank Stmt column) to show that they have appeared on the month’s bank

statement. This list can then be copied into the Unpresented Cheques list.

Ctrl + alt + V

Standard Excel shortcut Opens the Paste Special dialogue box. Useful when you want to just paste the values that

have been copied, and not the cell formatting.

Ctrl + C Standard Excel shortcut Copies the selected cells to the clipboard.

Ctrl + V Standard Excel shortcut Inserts the cells saved in the clipboard. We normally recommend that Ctrl + alt + V is used (refer above).

F2 Standard Excel shortcut Edits the active cell and positions the insertion point at the end of the cell contents.

Standard Excel icon Copies the formatting on the current cell. When

the next cell is clicked, the saved formatting will be applied.


Troubleshooting If you can’t see what is happening, or what you need to do next, I suggest that you print the worksheet out. Sometimes people find it easier to get their bearings looking at paper, rather than on a screen.

Also, visit the www.rosecamp.co.nz or www.facebook.com/PlaycentreExcelCashbook to check if

anyone else is having a similar problem and if a fix or workaround is available.

Some problems that have occurred previously and their solutions are... A. I can’t see any files on my Cd to install

Not a promising start! There may be an incompatibility between my CD writer drive and your CD drive. Check to see if Microsoft Excel can see the files—Within Excel use the /File /Open menu to look at the

CD. If the files on the CD are displayed, you can open each within Excel and use the /File /Save As

menu option to save the files into the new directory on your hard drive. If that doesn’t work, email or ring us, requesting a new CD. Please state the speed of your CD drive

(e.g. x4) and your operating system (Windows 8, 7, XP, etc). B. The Macros have been disabled /the short cut ctrl keys aren’t working

If you are using OpenOffice Calc spreadsheet software or Excel 2008 on a Mac computer, the short cut keys won’t work for you. There is a workaround described in the ‘Issues with Shortcut Keys’ document. For other versions of Excel on both Macs and PCs, refer to the Installation Notes. There are some options you should have set up.

C. I can’t save my files once I’ve entered information

The cashbook files on your computer have been flagged as Read Only. This would happen if you are transferring files from another computer and they are on a read-only CD, or, if your CD drive can only read CD’s (not write /update them). This will cause problems when you have entered info into the worksheets and want to save the new version of the file.

You will need to reset the Read Only flag for every file. Use Windows Explorer (or whatever else you

use to view the list of files on your disk) to view the cashbook files once they have been copied to your hard drive. Right click on each file, click on Properties, and click on read-only so that it isn’t! This won’t take long. D. #REF appearing in cells

#REF normally means that a link to another file is not working correctly. Check that all your files are named correctly – check against the release list. No files should be called ‘Copy of …’. Send an email to us, attaching the file to it, or defining exactly which file the #REF is appearing in and what cell (Column alphabet and Row number). E. Dates wrong or displaying as ######

If your dates aren’t displaying correctly, go into your Control Panel, choose Regional Settings and choose date format of dd/mm/yy or d/mm/yy. F. Values displaying as ######

The value is too large to be displayed in the cell. Reduce the size of the font being used to display the amount by selecting the cell, then … Excel 2007: Resize by \Home tab \Font and selecting smaller size e.g. 8 if the font size was 9 Prior to Excel 2007: Resize by \Format \Cells \Font and selecting smaller size e.g. 8 if the size was 9

G. Error in totals from previous months files

If you change any values in a previous month’s workbook, you will need to open up the workbooks for all following months to ensure that they pick up the new information. For example, you may be having trouble reconciling January, but have gone on and entered February and March information. Once you have determined the problem in the January workbook and corrected it, you will need to open February and March workbooks too for the new totals to be automatically carried through.

http://www.rosecamp.co.nz/



Spreadsheet software The eCashbook is designed to work on Excel, part of the Microsoft Office package. You may be able

to use the eCashbook on alternative spreadsheet software, but there will be issues or a reduction in functionality. We have detailed what we know as at Sep 2015 below – please let us know if your experience is different. Excel from Microsoft Office: If you don’t have Excel on your Centre computer, we recommend you purchase MS Office 2013 through www.techsoup.net.nz for a fee of $29 (a special rate for not-for-profits). Running the

eCashbook in Excel will make your life easier than trying to cope with the problems and limitations of other spreadsheet software available. Surely your centre can run to a one-off cost of $29 to help you complete your financial tasks.

Microsoft also has cheap Office 365 plans for NZ not-for-profits that are on the NZ Charities Commission Register – we would expect that most Playcentres are registered on this. We recommend the ‘Office 365 Nonprofit Business Premium’ offering, as this is the lowest level product that includes Excel. The price is only $2.50+GST per user /per month (i.e. approx. $34.50 per year). Note: You

may be aware that Office 365 provides cloud capability, but it can still be used standalone on your desktop. You can download a month’s free trial immediately, while Microsoft verify that your Playcentre is a qualified nonprofit.

For more information: Eligibility - http://www.microsoft.com/about/corporatecitizenship/en-us/nonprofits/whos-eligible/ Pricing /free trial - https://products.office.com/en-nz/nonprofit/office-365-nonprofit-plans-and-pricing

Calc from Apache OpenOffice /LibreOffice: OpenOffice is open source and free to download, but current versions freeze when handling the eCashbook workbooks. You must use Version 2.4.3 or prior to avoid this problem. OO does not handle the formulas we use to bring in values from one month to the next, and the next. OpenOffice is now called Apache OpenOffice and is not being developed as fast as it was previously. We first reported the freeze problem to them in 2009, and no fix has been provided yet.

LibreOffice was created from a copy of OpenOffice in 2010, is also free, and releases new versions every few months. The current versions of LibreOffice open the eCashbook workbooks, but do not manage our external links well. You will need to open all workbooks that are indirectly referred to by the current workbook being updated, for the LibreOffice to pull in the data from other workbooks. E.g. If you are working in Mth04_Dec, you will need to open Mth01 to Mth03 workbooks as well.

Neither Apache OpenOffice or LibreOffice support use of the shortcut keys /macros that have been provided in the eCashbook (as they don’t support VBA code used by MS Office). Because of the ongoing issues with OpenOffice and LibreOffice, we have made the decision not to develop macros within those products. We also have a commitment that the eCashbook can always be transferred to back to Excel.

http://www.techsoup.net.nz/

http://www.microsoft.com/about/corporatecitizenship/en-us/nonprofits/whos-eligible/

https://products.office.com/en-nz/nonprofit/office-365-nonprofit-plans-and-pricing


General Filing When using the Excel Cashbook you do not need to have a manual Cashbook or Monthly Financial Statements book. Just set up a new area in your ringbinder to file the printouts.

Categories Please remember to refer to the instructions from NZ Playcentre Federation (print out the word document NZPF Notes.doc provided with this release). File these along with reports for easy reference for what receipts and payments are to be put into each category. A help facility is provided in the Receipts and Payments worksheets… use ctrl q to query /view a description of the category column that you are in.

Cloud Storage Dropbox and OneDrive (and others) both provide a great cloud service that will allow different users

/computers to view and maintain linked Excel workbooks such as the eCashbook. Note that the GoogleDrive cloud service will NOT – as GoogleDrive does not keep the files as Excel files and does not support all the formulas used by the eCashbook. Cloud storage would allow two or more people within a centre to work on the cashbook (say, one entering the receipts and payments, while another reviews the budget analysis), or would allow an Association support person (or the eCashbook support team) to log in to view the eCashbook and

support centres with queries. We have done some simple trials, and the eCashbook seems to behave correctly in DropBox and OneDrive – but we cannot guarantee it. Please let us know how you get on. Notes: Dropbox (https://www.dropbox.com/) is a file hosting service operated by Dropbox, Inc., that offers cloud storage, file synchronization, and client software. OneDrive.com is Microsofts version of this (was SkyDrive). Both cloud storage services will allow users to create a special folder on each of

their computers, which will be synchronized with the cloud, so that it appears to be the same folder (with the same contents) regardless of which computer is used to view it.

Next Release A new release of the Playcentre Excel Cashbook is issued each year for the start of the new financial year and is available for download from the playcentre pages on the website (www.eCashbook.co.nz). If you would prefer to receive the Cashbook on CD, there is an extra cost. You can request a CD by emailing us.

The release will normally include various enhancements and the latest bulkfunding rates will be set up in the budget workbook. All ideas for new worksheets or improvements are welcomed.

Feedback Any and all feedback welcome. If you find any errors or problems with the files, please advise us—it’s often best if you can attach the problem workbooks in an email. Any questions, just email or call…. I trust this cashbook saves you time and makes the treasurer job easier for you!

Support Phone 03-384 8779 Email [email protected]

Website www.eCashbook.co.nz

Facebook www.facebook.com/PlaycentreExcelCashbook Snail 155 St Johns St, Bromley, Christchurch 8062 Regards

Rose Camp

https://www.dropbox.com/

http://en.wikipedia.org/wiki/File_hosting_service

http://en.wikipedia.org/wiki/Cloud_storage

http://en.wikipedia.org/wiki/File_synchronization

http://en.wikipedia.org/wiki/Client_(computing)


the playcentre excel cashbook - rose camp€¦ · page 2 23 july 2016 guide for the playcentre...

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