SIMPLE BOOK KEEPING RECORDS This document was produced by Diane West www.dijest.net for GAVS, funded by the Royal Borough of Greenwich. No responsibility is taken for the accuracy and content of the document which was revised in March 2014. If you have any further questions after you have read these documents, please contact GAVS at 020 8858 1363 or
[email protected] This document gives examples of the following accounting records: Simple budget preparation Cash received book Cash paid book A sample Payment Authority Voucher Petty cash book Bank Reconciliation Budget Comparison Account Balance sheet BUDGET The XX Charitable Association applied to the Royal Borough of Greenwich for a grant of £30,000 for one year. The application was based on the following budget. Estimated Income £ £ Income from mother tongue classes 1,000 RBG – One off grant 4,000 RBG – running cost grant 26,000 Total estimated income 31,000 Estimated Expenditure Furniture and Equipment (One off) 4,000 Salary for one worker 16,000 Employer’s National Insurance 1,670 Staff recruitment advertising 900 Rent, rates, light and heat 2,400 Telephone and postage 600 Printing and stationery 500 Publicity 430 Travel Expenses 640 Insurance 200 Training and conferences 500 Mother tongue classes 2,000 Bank Charges 80 Audit fee 400 Other sundry expenses 680 27,000 Total estimate expenditure 31,000 £4,000 of the grant was a once-off ‘capital’ sum needed by the project to purchase furniture and equipment. The balance of £26,000 was required to cover ongoing expenditure. CASHBOOK The cashbook is a record of all receipts and payments of an organisation.