Club Records and Reports Summary
Treasurer must maintain

• Members’ subscription records
• Cash receipts
• Cash payments
• Register of assets
• Liabilities record
• Bank reconciliation statements
• Income & Balance sheet
• Expense summary
• Receipts & payments summary
• Annual budget

Records kept:
1. Members’ subscription records is a database of all members which includes name,
contact details, occupation etc. (Click Here for Membership Register)
2. Cash receipts record is a summary listing of the money received according to the
receipt book. To keep an accurate record, receipts should be written for every amount
of money received.
3. Cash payments record is a summary of the cheque book and all cash payments
made.
4. Register of assets includes both current and fixed assets. Current assets include
cash, materials, accounts receivable (ie – money that is owed to the club) and
prepaid expenses. Fixed assets include land, buildings and furniture.
5. Liabilities record indicates the total monies owed by a club and includes both current
and non-current liabilities. Current liabilities include bank overdrafts, short-term loans
and accounts payable while non-current liabilities include long-term loans.

Treasurer Must Prepare
1. An annual budget shows a 12-month projection of income and expenses and is one
of the first and most important tasks a club should undertake. Expected expenditures
are compared with anticipated incomes.
2. Receipts and payments summary simply shows the amount of cash received and
paid as well as the cash remaining. This summary does not show the amount owed
to the club or by the club.
3. Income and expense summary records an itemised amount of income received and
all expenses on a monthly and annual basis.
4. A balance sheet aims to provide an overview of the wealth of the club by comparing its
assets (what it owns) with its liabilities (what it owes). This will indicate the net worth of
the group.
5. Bank reconciliation is the process at the end of a month where you check that all
receipts and payments agree with bank deposits and withdrawals.