Posted by Julie Signore on August 24, 1998 at 10:45:45:
In Reply to: Checks & receipts posted by Ralphene on August 21, 1998 at 03:31:42:
: I recently took over the job of Treasurer for my church. Formerly, when bills were paid, the bills were stapled to the duplicate voucher of the check. The checks were filed numerically. When I need to see what a bill was for, I must "let my fingers do the walking" through the check register to find the payee and the check number for that bill, then look at that check w/the receipt attached. Is there a better way? Would filing the checks and receipts separately be better? Should I be filing the receipts by category or payee?
Aloha Ralphene,
Glad to hear from you again :)
Ralphene, check out the section in the website for "Bills" (http://www.123sortit.com/RO/bills.html) I believe this system will help you considerably & is very *simple* to keep :) Just make the appropriate adjustmentsas to what you log to pertain to your current responsibilities.
I also believe that it may serve you to create files for maintaining the receipts by month. Place them in chronological order working from the back of each folder to the front for easy retrieval. You didn't mention "how many" receipts we are speaking of -- if there is a LOT -- then maybe you need to create a yearly file for each vendor (maintaining a chronological order)
In maintaining these record files for receipts as well as the "journal" I would place all cancelled checks back in the box they came in ...also in chronological order.
You will notice that with this method -- your "journal" will be your source of *easy reference* from their if you need to retrive a recipt, now you know what file it's in. If you need the check -- they are in chronological order -- a snap to retrieve for "proof of payment." (note: in the bill paying page I am sending you to on the website -- disregard the concept of putting all your receipts in a storage container -- you are in a *different* predicament being the treasurer :)
At last, understand that as you assume this new position -- it's a good time to do things differently. Just because it is the way it's always been done -- doesn't always mean it was the easiest or more efficient way -- sounds like a great time to make some changes :)
Hope this helps -- let me know if you have any questions in regards to the process outlined under "Bills" :)
Much Aloha,
Julie Signore - CEO
1,2,3 SORT IT Organizing Solutions -- Innovative Tools
NSA Member, NAPO Member