COLLECTIONS & PAYMENTS
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COLLECTIONS & PAYMENTS TECHNIQUE. Presented by:. MD 308 Trainer, Lion Josephine Quan Lions Club Of Kuala Lumpur Pantai Hills. Saturday, April 28, 2007 Sunway Lagoon Resort Hotel, Subang Jaya. Identification of Administration & Project Transactions. 1. Collections Basic Rules & Principles.

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COLLECTIONS & PAYMENTS TECHNIQUE

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Collections payments technique

COLLECTIONS & PAYMENTS

TECHNIQUE

Presented by:

MD 308 Trainer, Lion Josephine Quan

Lions Club Of Kuala Lumpur Pantai Hills

Saturday, April 28, 2007

Sunway Lagoon Resort Hotel, Subang Jaya


Collections payments technique

Identification of Administration & Project

Transactions

1

Collections Basic Rules & Principles

2

Payments Basic Rules & Principles

3

Book-Keeping Records / Reports

4

5

Sample Documentation

CONTENTS


Collections payments technique

Administration Account:

Funds raised from / to Lions

Projects Account:

Funds raised from / to Public

1

ADMINISTRATION & PROJECT TRANSACTIONS


Collections payments technique

2

COLLECTIONS BASIC RULES & PRINCIPLES

Reasons for collection

Deposit collections into Club’s bank

account

Issue Official Receipts

Record details of collections


Collections payments technique

2

COLLECTIONS BASIC RULES & PRINCIPLES

Monitor Cash at Hand

Bank Reconciliation

Separate books for fund raising projects


Collections payments technique

All payments approved by board of

directors - minuted

Always pay by cheques / bank drafts

Payments must have supporting

Documents / payment voucher

Record details of payments

3

PAYMENTS BASIC RULES & PRINCIPLES


Collections payments technique

Monitor cash at hand /bank reconciliation

Separate books for fund raising projects

Avoid cash advance by members

A club is not permitted to go into debts

3

PAYMENTS BASIC RULES & PRINCIPLES


Collections payments technique

Cash Book

Monthly Receipts and Payments

Club Membership Dues register

Financial statements (semi-annually)

Balance Sheet with notes

Income & Expenditure with notes

Receipts & Payments with notes

Statement of Declaration

4

BOOK-KEEPING RECORDS / REPORTS


Collections payments technique

Cash Book

Receipts & Payments

Club Membership Dues Register

Bank Reconciliation Statement

Official Receipts

Payment Vouchers

Fund Raising reporting

5

SAMPLE DOCUMENTATION


Collections payments technique

LIONS CLUB OF HARMONY

2006-2007 RECEIPTS & PAYMENTS ACCOUNT AS AT 31 JULY 2006

Grand

Total

Admin

Fund

Sister Club

Fund

Convention

Fund

Project

Fund

Education

Fund

Leo Club

Project Fund

Date

Particulars

Reference

RECEIPTS

8,000.00

1,000.00

500.00

0.00

28,000.00

Balance C/F 30 Jun 2006

18,120.00

380.00

Membership dues collection – DW

(Jul 06-Jun 07)

09/07/06

Maybank 6363

500.00

500.00

125.00

09/07/06

Membership dues collection – AP

(Jul 06-Sep 06)

RHB 790327

125.00

Total Receipts

8,625.00

1,000.00

500.00

18,120.00

0.00

380.00

28,625.00

PAYMENTS

09/07/06

Hotel Armada meeting room

rental 09/07/06

HSBC 907002

200.00

200.00

28/07/06

Yoong Nursery Sdn. Bhd. –

purchase of 150 hibiscus,

150 bougainvillea, 100 flame

of the forest – Tree Planting

HSBC 900706

550.00

550.00

30/07/06

Lau Ah Moi – financial aid for

60 yr old stroke patient. Social

Services

HSBC 900708

1,000.00

1,000.00

Total Payments

0.00

200.00

0.00

0.00

1,550.00

1,750.00

0.00

Balance C/F

31/07/06

8,425.00

1,000.00

500.00

16,570.00

0.00

380.00

26,875.00

Prepared by: Lion Josephine Quan - Treasurer 2006-2007


Collections payments technique

BANK STATEMENT

CASH BOOK


Collections payments technique

LIONS CLUB OF HARMONY

MAJOR FUND RAISING PROJECT

LIONS CHARITY RAFFLE PROJECT HELD ON 8TH MARCH 2006

STATEMENT OF INCOME & EXPENDITURE AS AT 15TH MARCH 2006

RM

INCOME

Sale of Raffle Tickets ( 5,000 x RM10 )

Donations received from: Utusan Melayu (M) Bhd.

: Mr. Pow Tuck Weng - HK Movie Entertainment

50,000.00

250.00

2,400.00

2,650.00

3,950.00

Sale of Ordinary Dinner Tickets at the Draw ( 79 x RM50 )

56,600.00

TOTAL INCOME

EXPENDITURE

Raffle Tickets printing cost ( 8,000 pcs )

Raffle Draw prizes purchases - electrical items

Publishing of results in the Media (NSTP – RM756, Berita Harian – RM756)

Dinner cost – Buffet for 80 pax

Drinks for VIPs

Photographs & albums ( 4 rolls )

Photo printing for VIPs

700.00

12,000.00

1,512.00

2,352.00

30.00

400.00

50.00

17,044.00

TOTAL EXPENDITURE

Surplus of Income Over Expenditure

39,556.00

Note:

1. Complimentary dinner ticket (DG & spouse / Recipients)

2. Cost of backdrop at the Draw (FOC)

3. GOH & first lady’s memento (donated by Eugene)

Prepared by: Lion Fantasia (Organising Chairman)


Collections payments technique

Identification of Administration & Project

Transactions

1

Collections Basic Rules & Principles

2

Payments Basic Rules & Principles

3

Book-Keeping Records/Reports

4

5

Sample Documentation

SUMMARY


Collections payments technique

COLLECTIONS & PAYMENTS

TECHNIQUE

Presented by:

MD 308 Trainer, Lion Josephine Quan

Lions Club Of Kuala Lumpur Pantai Hills

Saturday, April 28, 2007

Sunway Lagoon Resort Hotel, Subang Jaya


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