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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. Identification of Administration & Project Transactions. 1. Collections Basic Rules & Principles.

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COLLECTIONS & PAYMENTS TECHNIQUE

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  1. 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

  2. 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

  3. Administration Account: Funds raised from / to Lions Projects Account: Funds raised from / to Public 1 ADMINISTRATION & PROJECT TRANSACTIONS

  4. 2 COLLECTIONS BASIC RULES & PRINCIPLES Reasons for collection Deposit collections into Club’s bank account Issue Official Receipts Record details of collections

  5. 2 COLLECTIONS BASIC RULES & PRINCIPLES Monitor Cash at Hand Bank Reconciliation Separate books for fund raising projects

  6. 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

  7. 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

  8. 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

  9. Cash Book Receipts & Payments Club Membership Dues Register Bank Reconciliation Statement Official Receipts Payment Vouchers Fund Raising reporting 5 SAMPLE DOCUMENTATION

  10. 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

  11. BANK STATEMENT CASH BOOK

  12. 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)

  13. 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

  14. 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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