Please download the transaction list template
and fill in the list of your transactions for the audit period. You will then upload the complete transaction list below. You should fill out the transaction list as follows:
Indicate whether the transaction is a revenue (inflow) or an expense (outflow).
Please indicate the source of funds (for revenues) or where the money was spent (for expenses). If the transaction was a cheque transaction, this would be the cheque payee.
Please include a detailed description of the transaction. For example, "Purchase of 150 samosas for 19 Sept 2015 samosa sale".
Use this drop-down menu to select the SSMU accounting number corresponding to the type of expense or source of revenue.
Please enter the amount of the transaction.
Indicate the date of the receipt or expenditure. For cheques, this would be the date that the cheque was written, not the day that the cheque cleared your bank account. For cash receipts (revenues), this would be the day that the cash was received.
Cheque Number or "cash":
For expenditures, if a cheque was issued please include the cheque number and the date that the cheque cleared your bank account (or "outstanding" if the cheque has not yet cleared the bank account). If this was a cash expenditure please write "cash". For revenues, please leave this blank.
Enter the reference number that you have assigned to the catalogued receipt associated with this transaction. The reference number should correspond with the receipt and all other documentation submitted for this individual transaction. For more information about this, please see "Section 4) Receipts and Documentation", below.
• Be sure to avoid double counting your revenue! For example, if you list the revenue from an event both when you earn the revenue (in cash) and
when you deposit the revenue to the bank, then you will be double counting your revenue and your reconciliation will not balance.
• There are some scenarios where money withdrawn from your bank account should not be recorded as an expense. For example, if you withdraw a $200 "float" from your bank account, you should not record this as an expense because no money actually left the possession of your club - you would just report a cash on hand balance of $200. If you had accidentally recorded the float as an expense, then the audit will not balance.
• Be careful with dates. If you listed an expense on the previous (Fall 2015) audit, but the cheque did not clear the bank account until the Winter 2016 audit period, then it can be tempting to accidentally list this as a Winter 2016 expense. However, this will be accounted for by the club auditor - you just need to indicate in the additional comments (in Section 3, below) that the cheque was from a previous audit period.