Don't.

For those who do

Accounts Overview

• Guild Account - Money held by Guild Finance for the club. Can have a good interest rate if > about $2000, but no EFT available.

• Westpac Everyday - Nice general purpose account, with EFT but almost no interest rate.
• Business Cash Reserve - High interest rate if no money withdrawn within that month (supposedly)
• Term deposit - ~60k for 60 months at 6%, see investments policy (that seems like quite the evil figure)

Hints and things [TPG] will raeg about

• Balance dispense every week during semester, means less work to balance it.
• GNUCash has 'split transactions' (transactions involving more than two accounts). Use these when a single transaction in westpac is for multiple purposes.
• A small positive safe inbalance (safe account goes negative in GNUCash) is not a really bad thing, but attempt to find the cause.
  • A negative safe imbalance (safe account has money in it once weekly deposit has been made) is a BAD thing. It means we've lost money that should have been in the safe.

Committee Meetings

• Report account balances (please make sure these are up to date, if possible)

• Preferably clearly communicated or in writing, for the benefit of the minutes and our obligations

• Report any outstanding payments (reimbursements, things on order, etc.)

• Spending is good, keep an operating capital, and the required re-investment, then spend the rest on new/upgraded hardware

Weekly Actions

1. Count the safe
2. Balance dispense

   1. Record (in GNUCash) and zero all the sales accounts in dispense (>sales:*, >donations).

      • Lump the week's drink/snack sales into one entry in GNUCash, but read the cokelog and give sort out the pseudo: item sales. This includes usernames for memberships/shirts (and definitely for clue) and reasons for donations.

      • dispense acct | grep internal

   2. Compare the current dispense liability with the value in GNUCash, this is how much money was added to dispense in the last week.

      • Either use a script that sums all user balances, or use the -ve of >countersum after you've cleared the sales accounts.

      • If there is an imbalance, grep the cokelog for ': add', and find entries since you last balanced the books that are not the money going into the safe. (These may be reimbursements or westpac adds)
      • Actually, checking the log is always an idea, you never know when two imbalances will cancel themselves out.
3. Balance westpac/guild
   1. Get a statement from Guild Finance (usually while depositing the safe money)
   2. Compare the statement, and westpac online records, with GNUCash records.
   3. Investigate and fix discrepencies

Semester Grants

Either using Neon or a library scanner, scan all recipients from the semester to a PDF. Use the .odt template from committee docs instead of a printed coversheet. Using GIMP to number the receipts works nicely too.

Phone Bills

Pay phone bills from the Guild account. See previous entries in the withdrawals book for how to do it.

Where do the GNUCash records live?

 /home/other/committee/GNUCash . Try to keep them there.

You can use X forwarding from a server that mounts /home and has GNUCash.

Or you can use sshfs.

1. Find a linux machine with GNUCash installed. Currently Clownfish works.

2. (First time only) make an empty directory. mkdir GNUCash or whatever you want to call it.

3. Run in terminal: sshfs ssh:/home/other/committee/GNUCash GNUCash

4. Open GNUCash. Navigate to the directory. Do the accounting.