It’s been a relatively productive week on the accounts front. Nancy, the Administrator, came back from leave on Monday. She is lovely and has been at AfCiC for 4 years.
We spent quite a bit of time with her showing me what she does and getting the accounting records up to date. Each of the project managers is given a float every 2 weeks (or whenever they need it) and they then complete a sheet by hand to track how it’s been spent. They return this to Nancy with all the receipts and Nancy enters this on a spreadsheet. There are 8 separate budgets for the projects and Nancy herself is also responsible for the Office Petty cash and the Office cashbook. Nancy is then supposed to transfer these numbers onto the Actuals v Budget spreadsheet which is effectively the General Ledger. Unfortunately there is normally quite a delay in this process (as in months) and as the numbers are typed into each spreadsheet and not linked there is lots of room for mistakes.
I showed Nancy how to do reconciliation between the 2 sheets to check that they agreed. This was a revelation to her. I don’t think anybody had explained how or why to do a rec to her before.
Next thing to work on is reconciling the cash each time the Project Managers return their receipts and get a new float. But we are making progress…
We spent quite a bit of time with her showing me what she does and getting the accounting records up to date. Each of the project managers is given a float every 2 weeks (or whenever they need it) and they then complete a sheet by hand to track how it’s been spent. They return this to Nancy with all the receipts and Nancy enters this on a spreadsheet. There are 8 separate budgets for the projects and Nancy herself is also responsible for the Office Petty cash and the Office cashbook. Nancy is then supposed to transfer these numbers onto the Actuals v Budget spreadsheet which is effectively the General Ledger. Unfortunately there is normally quite a delay in this process (as in months) and as the numbers are typed into each spreadsheet and not linked there is lots of room for mistakes.
I showed Nancy how to do reconciliation between the 2 sheets to check that they agreed. This was a revelation to her. I don’t think anybody had explained how or why to do a rec to her before.
Next thing to work on is reconciling the cash each time the Project Managers return their receipts and get a new float. But we are making progress…
It's wonder how much difference a small thing makes! Really enjoying reading your blog; love the photos too.
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