How cash collections work

Cash is easy to take and easy to lose track of. SocietyLedger follows it through four steps, so at any moment you can see who holds how much.

The four stepsCopy Anchor Link

1. Collect. An officer opens a collection — one meeting, or one day — and writes a receipt for each member who pays. The member is credited straight away and told, so their balance is right even before the cash reaches the bank.
2. Close. When the officer has finished taking cash, they close the collection. After that, receipts in it can't be added or voided, so the total is fixed.
3. Lodge. The officer pays the cash into one of the association's bank accounts and records the lodgment with a photo of the deposit slip.
4. Verify. A different officer checks the lodgment against the bank statement. Only then does the cash move from "cash in hand" to the bank in your accounts.

Who holds the cashCopy Anchor Link

The Cash page shows each officer's position:

• In hand — collected and not yet lodged.
• Ready to lodge — on closed collections.
• Lodged, awaiting check — paid into the bank, waiting for a second officer.

Officers who can view cash see everyone's position. Everyone else sees their own.

What it coversCopy Anchor Link

One receipt can include any mix of dues and levies, cooperative savings, welfare contributions, donations and loan repayments. Each is recorded by the same rules as when it is entered any other way — a charge can't be overpaid, a savings account must be active, and so on.

SafeguardsCopy Anchor Link

• You can't verify your own lodgment.
• Lodging less than you collected needs a reason, and is flagged for the treasurer.
• A receipt can be voided only while its collection is open, with a reason, by an officer other than the one who took the cash.
• If cash stays unlodged past your deadline (3 days unless you change it in Payment settings), the officer and the officers who watch cash are reminded.

What you needCopy Anchor Link

Administrators, Treasurers and Financial Secretaries can collect, lodge, verify and view cash by default. See Permissions to give the same to a custom role.