General Ledger Coding Training Last Updated: 02/26/13. Important Notice

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1 General Ledger Coding Training Last Updated: 02/26/13 Important Notice We are working to improve our general ledger. Any changes to the general ledger will be published in PAC Tips newsletter. This presentation will be updated accordingly. REFER TO for the GL Glossary 2/26/2013 GL Coding Training 2 1

2 Recent Updates The following account codes are inactive: Inventory Stores: Please use Inventory General Inventory Cookbooks: Please use Inventory General Books: Please use Supplies/Equipment/Materials Books: Please use Contributions Disaster Relief: Please use Monetary Contributions Memorial: Please use Monetary Contributions Materials: Please use Supplies/Equipment/Materials Printed Material: Please use Publications & Printing Printing & Copying: Please use Publications & Printing Parking: Please use Travel & Parking The following account codes have been updated: Special Causes: Renamed to Monetary Contributions Supplies: Renamed to Supplies/Equipment/Materials Publications: Renamed to Publications & Printing Travel: Renamed to Travel & Parking 2/26/2013 GL Coding Training 3 Introduction Thank you for your participation in the General Ledger (GL) Coding session. Today you will be learning about the Pioneers chart of accounts and transaction codes that make up our general ledger. 2/26/2013 GL Coding Training 4 2

3 Lesson 1 General Ledger Pioneers Units Unit Numbers Chart of Accounts Income & Expense Overview For returning visitors: You may click the return button next to a topic to resume at the beginning of that topic; otherwise, please click the arrow (lower left) to continue. Lesson 1 General Ledger State Transaction Code Code Transaction Code Lesson 2 Coding Common Transactions Charitable s & Programs raising Administrative Fellowship/Membership 2/26/2013 GL Coding Training 5 Lesson 1: Objectives After completing this lesson you will: Understand unit numbers and how they are used; Understand how the chart of accounts is used and why it is important; Understand how transaction codes are used and why they are important. 2/26/2013 GL Coding Training 6 3

4 Lesson 1: General Ledger A general ledger is an accounting record that uses doubleentry bookkeeping. Double entry bookkeeping is a process where each transaction is recorded twice (with a Debit and a Credit); which helps ensure accuracy in the record. Debits and credits are recorded using account codes from the chart of accounts. We also use transaction codes to help us organize the account codes for additional detail: 1. State Code 2. Code 3. Code 2/26/2013 GL Coding Training 7 Lesson 1: General Ledger Who s money is it? What is the money for? Where was the money spent/received? Why was the money spent/received? How was the money spent/received? Who? What? Where? Why? How? Unit Numbers Codes State Codes Codes Income/Expense s 2/26/2013 GL Coding Training 8 4

5 Lesson 1: IRS Status TelecomPioneers is a 501(c)(3) non profit corporation; tax identification number (TIN) All Regions, Chapters, Councils, and Clubs operate under TelecomPioneers TIN REFER TO for the Pioneers Financial Practices 2/26/2013 GL Coding Training 9 Lesson 1: Pioneers Units Prior to 2012, Pioneers was sponsored by phone companies in the U.S. and Canada: 2/26/2013 GL Coding Training 10 5

6 Lesson 1: Pioneers Units The Chapters are divided into groups based on their former sponsor company called Regions: AT&T Region CenturyLink Region Verizon Region FairPoint Region Frontier Region The New Outlook Region is a group of chapters that did not have a sponsor. 2/26/2013 GL Coding Training 11 Lesson 1: Pioneers Units In 2012 TelecomPioneers became a self sustaining organization that would no longer be funded by the sponsoring companies. These companies are now referred to as Affiliates, but the Chapters are still grouped into the same Regions as their affiliate company. 2/26/2013 GL Coding Training 12 6

7 Lesson 1: Pioneers Units Within each Region the membership is organized into various Chapters. Within a Chapter, the membership may also be organized into Councils. Within a Council, the membership may also be organized into smaller Clubs. Chapters, councils, and clubs are usually formed based on membership and geographic needs. 2/26/2013 GL Coding Training 13 Lesson 1: Pioneers Units When referring to the collective Regions, Chapters, Councils and Clubs we use the term Pioneers Units. A Pioneers Unit may be a Region, a Chapter, a Council or a Club. 2/26/2013 GL Coding Training 14 7

8 Lesson 1: Unit Numbers Pioneers Units have a number that is used to identify them. A Chapter number is determined by the order in which their charter was formed. A Council or Club number is determined by the next available number in our accounting records. 2/26/2013 GL Coding Training 15 Lesson 1: Organization Chart TelecomPioneers Headquarters (HQ) TIN HQ Finance Dept. Pioneers Accounting Centers HQ Marketing/IT Region Accounts Chapter Accounts Councils Clubs 2/26/2013 GL Coding Training 16 8

9 Lesson 1: Unit Numbers Within our accounting software, Pioneers Units are classified into funds, and each fund is assigned a restriction by its starting number. 1 Unrestricted 2 Temporarily Restricted 3 Permanently Restricted 2/26/2013 GL Coding Training 17 Lesson 1: Unit Numbers 1 Unrestricted: 2 Temporarily Restricted: 3 Permanently Restricted: The general fund where the money can be spent, as needed, to meet the 65% Rule and 35% Rule. Money that is assigned by a donor to a specific project, program or cause; i.e. donor directed. 100% of the funds must be spent how the donor assigned. Usually a core amount that is legally restricted by a donor to remain principle in order to generate interest or dividends. 2/26/2013 GL Coding Training 18 9

10 Lesson 1: Unit Numbers A fund is a unit number that is made up of a restriction, chapter and sub unit. Restriction+ Chapter + Council/Club These Pioneers Unit Numbers are a unique number used to identify the group and build reports. 2/26/2013 GL Coding Training 19 Restriction + Chapter + Council/Club Chapter Unit Name Restriction Unit Number William J Denver 20 Chapter None William J Denver 20 Newport Club None Washington 30 Scholarships Temporary South Texas 64 Perpetual Permanent /26/2013 GL Coding Training 20 10

11 Lesson 1: Chart of Accounts Is a set of numerical codes that categorize how money is spent or received. the codes help organize financial information into categories like assets, liabilities, income, expenses, etc. 2/26/2013 GL Coding Training 21 Lesson 1: Chart of Accounts By organizing our financial transactions into codes we are able to: Report our financial standing to government entities; i.e. IRS and State; Plan and budget our activities and projects; Monitor our budgets; Report our financial position to donors. 2/26/2013 GL Coding Training 22 11

12 Lesson 1: Chart of Accounts Assets are items that are cash or have cash value: Bank accounts Inventories Liabilities are money that is owed: Sales Taxes Use Taxes Net Assets is the overall value or worth of the unit; the difference between Assets minus Liabilities. 2/26/2013 GL Coding Training 23 Lesson 1: Chart of Accounts Income or Revenue accounts are used to demonstrate how money is received; e.g.: raising Membership Dues Contributions Expense accounts are used to demonstrate how money is being spent; e.g.: Supplies Monetary Donations Net Income is the total profit or loss for a period of time; the difference between the income received minus the expenses. 2/26/2013 GL Coding Training 24 12

13 Lesson 1: Chart of Accounts Assets, liabilities, income, and expenses can be identified by their starting numbers or series: Assets: Liabilities: Income: Sales Income: Sales Expenses: Expenses: REFER TO for the GL Glossary 2/26/2013 GL Coding Training 25 Lesson 1: Income & Expense (I&E) Accounts For coding TPF1 vouchers: Deposits always start with a Sales Deposits always start with a Sales Expenses always start with a Expenses always start with a 2/26/2013 GL Coding Training 26 13

14 Lesson 1: Income & Expense (I&E) Accounts With some exceptions, I&E accounts are usually matching sets: Registration Fees Meals for members/volunteers Recognition/Gifts /26/2013 GL Coding Training 27 Lesson 1: State Transaction Code Each U.S. State requires TelecomPioneers to: Be registered to do business in the state (Secretary of State); File State Income Returns; Obtain various fundraising licensing (resale, gaming, etc.) 2/26/2013 GL Coding Training 28 14

15 Lesson 1: State Transaction Code represents the U.S. State where the transaction was incurred or where the product is being shipped to; most of the time this will be the state in which your Unit resides. is needed in order to file state income returns and when applying for, or renewing, various state licensing. should only change if you are traveling or shipping a product out of state. 2/26/2013 GL Coding Training 29 Lesson 1: State Transaction Code Example Example 1: 1. A Georgia Pioneer places an online order for books. 2. The vendor is located in Washington, but the books are being shipped to Georgia. 3. The state code on the TPF1 should be GA (where the final product ended up). 2/26/2013 GL Coding Training 30 15

16 Lesson 1: State Transaction Code Example Example 2: 1. An Oregon Pioneer traveled to Massachusetts for a Pioneers meeting. 2. Their plane ticket was purchased in Oregon, but the hotel and food were purchased in Massachusetts. 3. The state code for the plane ticket purchase should be OR. 4. The state code for the hotel and food should be MA. 2/26/2013 GL Coding Training 31 Lesson 1: Codes are acronyms, or one word descriptions, used to assign I&E accounts to specific events, activities or projects. enable the PAC to provide (upon request) financial reporting per event, activity or project. enable Pioneers Units to have better planning and budgeting for their activities. REFER TO for a listing of Codes 2/26/2013 GL Coding Training 32 16

17 Lesson 1: Codes Prior to the 2010 software conversion, if a TPF1 was submitted to reimburse Hug A Bear expenses as follows: Stuffing & Fabric ($20) the workshop ($5) Shipping for the bears ($10) All of these items were previously recorded under 6053 Health & Human Services If, at any time, someone requested how much was spent shipping Hug A Bears, it was not possible to retrieve that information. 2/26/2013 GL Coding Training 33 Lesson 1: Codes Now, if a TPF1 is submitted we use I&E accounts to show how the money was spent, and the to show what the money was spent on: = hab (Hug A Bears) Stuffing & Fabric ($20) Supplies/Equipment/Materials the workshop ($5) Travel & Parking Shipping for the bears ($10) Postage & Shipping 2/26/2013 GL Coding Training 34 17

18 Lesson 1: Transaction Code Though we are exempt from federal income taxes as a 501c3, we are still required to file an annual return with the Internal Revenue Service (IRS). Since we are a charitable organization, the IRS requires the completion of the Return of Organization Exempt From Income Tax Form 2/26/2013 GL Coding Training 35 Lesson 1: Transaction Code On the IRS Form we report how much we spent and received on: raising Charitable s and Programs Administration REFER TO for Pioneers Financial Practices 2/26/2013 GL Coding Training 36 18

19 Lesson 1: Transaction Code raising (.) raising (.) Any activity undertaken to generate revenue; used to augment membership dues and sponsor support. Examples: Golf Tournament, Bowl A Thons, etc. Gaming (raffles, lotteries, bingo) Stores Sales (candy, nuts, calendars, cookbooks, etc.) Vendor Sales (commission arrangements, etc.) 2/26/2013 GL Coding Training 37 Lesson 1: Transaction Code G&A General/Administrative (G&A) Sources of income or expenses not related to an activity undertaken to general revenue; i.e. transactions needed in order to conduct business. Examples: Bank Interest/Service Charges Membership Dues Membership Retention (luncheons, picnics, social gatherings, etc.) Unsolicited & Unspecified Donations 2/26/2013 GL Coding Training 38 19

20 Lesson 1: Transaction Code s & Programs () A charitable activity that meets the Pioneers' mission, and the Wise Giving Alliance Standards for charitable activity. A project is a short term goal with an end date; a program is a long term goal without an end date. Examples: Donor Restricted Contributions specific to a project, program or cause. Any charitable project for educational, environmental, life enrichment, military, health, or human services. 2/26/2013 GL Coding Training 39 Lesson 1: Wrap Up Unit Numbers: Please include your unit number on any correspondence to help ensure your Pioneers Units transactions are recorded correctly. I&E Accounts: Budgets are created and monitored based on these numbers. These numbers are used to report our financial position to donors and government entities. State Transaction Code: Where the transaction was incurred, or where the product was shipped to. The state code is used to file state income returns and apply for (or renew) various licenses for the Pioneers Units to conduct fundraisers in their local area. 2/26/2013 GL Coding Training 40 20

21 Lesson 1: Wrap Up Codes: Enables us to provide detailed financial reports for specific events, activities or projects; which can be helpful for budgeting and planning. Transaction Codes: Allows us to organize financial data for the IRS Form, the 65% Rule and the 35% Rule. REFER TO for the Pioneers Financial Practices 2/26/2013 GL Coding Training 41 Lesson 2: Objectives After completing this lesson you will: Identify the appropriate income/expense code for common transactions; Identify the appropriate code for common transactions; Identify the appropriate code for common transactions. 2/26/2013 GL Coding Training 42 21

22 Lesson 2: Coding Examples The following examples are based on our most frequently processed transactions. Please refer to the Pioneers listing and the Glossary to verify the best coding options for your specific activities, Or contact your Chapter Treasurer for assistance. 2/26/2013 GL Coding Training 43 Lesson 2: Coding Charitable s & Programs The following are the 5 most common charitable transactions: 1. For the Military & Veterans 2. For the Challenged or Disabled 3. Holiday s 4. Educational s 5. Sewing/Knitting s 2/26/2013 GL Coding Training 44 22

23 Lesson 2: Military & Veteran s Charitable activities that support the military and veterans. : mility Military Care Packages USO Socks for Soldiers Operation Shoebox : vet Veterans Nursing Home Honor Flight Wreaths Across America Veterans Administration (VA) 2/26/2013 GL Coding Training 45 Lesson 2: Example Military Boxes 6=Expense Purchase toiletries, clothing, snacks, etc Supplies/Equipment/Materials mility Shipping boxes overseas Postage/Shipping mility Parking at collection site/workshop Travel & Parking mility Mileage to deliver boxes to Post Office Mileage mility s donation to Soldiers Angels Monetary Donations mility 4=Income Received donor directed contribution Contribution mility Golf Tournament for military causes raising golf 2/26/2013 GL Coding Training 46 23

24 Lesson 2: Example Veterans Nursing Home 6=Expense Yarn for lap robes to be given to vets Supplies/Equipment/Materials vet Refreshments/Snacks Supplies/Equipment/Materials vet Prizes for bingo games Prizes/Giveaways vet Mileage to deliver robes/blankets Mileage vet s donated to Honor Flight Monetary Donations vet 4=Income Received donor directed contribution Contribution vet Raffle for veterans causes raising raffle 2/26/2013 GL Coding Training 47 Lesson 2: s for Challenged/Disabled Charitable activities for individuals with physical or mental disabilities. The following are a few of the project examples: : pcd Special Olympics Special Kids Rodeo Autism Speaks Cerebral Palsy : gdftb Pilot Dogs, Inc. Guide Dogs Epilepsy Dogs : ramp Wheelchair Access ramps : beep Beep Baseball Beeping Easter Eggs 2/26/2013 GL Coding Training 48 24

25 Lesson2: Example Special Olympics 6=Expense Refreshments for Tent Town Supplies/Equipment/Materials pcd Donation to Special Olympics Monetary Donations pcd Mileage for volunteer workers Mileage pcd Parking at event Travel & Parking pcd 4=Income Received donor directed contribution Contribution pcd Candy Sale for projects for the disabled raising Sales Taxable raising Sales Non taxable cnf 2/26/2013 GL Coding Training 49 Lesson 2: Example Ramp 6=Expense Paint Brushes/Tools Supplies/Equipment/Materials ramp White Paint Supplies/Equipment/Materials ramp Building Materials (wood, nails, etc.) Supplies/Equipment/Materials ramp Contractor to build ramp Professional Fees & Consulting ramp 4=Income Received donor directed contribution Contribution ramp 2/26/2013 GL Coding Training 50 25

26 Lesson 2: Holiday s Charitable activities specifically done for a calendar holiday (If the projects are continuous during the year another may be more appropriate): : holidy Adopt a Family Mothers Day/Fathers Day Nursing Home Easter Baskets Valentine s Day Dance : beep Beeping Easter Eggs 2/26/2013 GL Coding Training 51 Lesson 2:Examples for Various Holiday s 6=Expense Beeping Eggs and/or Easter Baskets Supplies/Equipment/Materials beep Baskets for children s Easter party Supplies/Equipment/Materials beep Candy Nursing Home Halloween Party Supplies/Equipment/Materials holidy Monetary Donation Adopt A Family Monetary Donations holidy 4=Income Received donor directed contribution Contribution holidy Holiday Basket Sale raising Sales Taxable Or raising Sales Non taxable msf 2/26/2013 GL Coding Training 52 26

27 Lesson 2: Educational s Charitable activities for an educational purpose. The following are a few of the project examples: : dp A charitable organization that provides dictionaries and thesauruses to schools : litacp Books for Libraries or schools Summer reading programs : ssp School supplies notebooks, pencils, crayons, etc. : sep Computers, gym equipment, desks 2/26/2013 GL Coding Training 53 Lesson 2: Examples for Various Educational s 6=Expense Dictionaries for ABC Elementary School Supplies/Equipment/Materials dp Purchase books for library Supplies/Equipment/Materials litacp School Supply Drive Supplies/Equipment/Materials ssp Monetary Donation to School Computer Lab Monetary Contributions sep 4=Income Received donor directed contribution Contribution varies Cookie sale for backpacks raising Sales Taxable raising Sales Non taxable bakef 2/26/2013 GL Coding Training 54 27

28 Lesson 2: Sewing/Knitting s Items that are handmade from sewing, knitting, or crocheting to be given away for various charitable causes. The following are a few of the project examples: : hab Hug A Bears : hp Heart Pillows : bskp Lap Robes Blankets Hats/Scarves/Mittens 2/26/2013 GL Coding Training 55 Lesson 2:Examples for Various Sewing/Knitting s 6=Expense Stuffing/Fabric for Bears Supplies/Equipment/Materials hab Sewing Machine or Scissors for heart pillows Supplies/Equipment/Materials hp Yarn for blankets Supplies/Equipment/Materials bskp Meals for hug a bear volunteers Meals hab 4=Income Received donor directed contribution Contribution varies 2/26/2013 GL Coding Training 56 28

29 Lesson 2: Common Coding Mix Ups Meals(60022) vs. Materials (60074) Monetary Donations (60066) vs. Materials (60074) 2/26/2013 GL Coding Training 57 Meals (60022) vs. Materials (60074) Meals is defined as food/refreshment items for volunteers or membership events. Materials is defined as items needed to make, build, or create a product and the product is not for Pioneers use. Example: Purchase of non perishable food items If the food is for use at a luncheon or meeting these items are Meals If the food is for use in a food drive, soup kitchen, etc., then these items are Supplies/Equipment/Materials 2/26/2013 GL Coding Training 58 29

30 Donations (60066) vs. Materials (60074) For accounting purposes our definition of donation is to give funds to another organization. When a donation check is given to another organization only the following account should be used: Monetary Donations If items are physically purchased and those items are to be given away, or used to make items that will be given away, then those purchases should be coded to Supplies/Equipment/Materials. 2/26/2013 GL Coding Training 59 Lesson 2: raising **raising is an activity that has variable requirements that differ from one state to another which will affect some coding options. For more information: Please refer to the Pioneers Financial Practices Please notify your PAC Associate before beginning any new fundraising activity to ensure the appropriate licensing is in place. 2/26/2013 GL Coding Training 60 30

31 Lesson 2: Coding raisers The following are the 5 most common fundraising transactions: 1. Pioneers Stores 2. raising Sales 3. Golf Tournaments or Bowl A Thons 4. Vendor Sales 5. Gaming 2/26/2013 GL Coding Training 61 Lesson 2: Pioneers Stores Pioneers Stores are currently considered solely a fundraising activity operated by volunteers. A store s purpose should be to raise funds to support Pioneers projects and programs within the chapter. 2/26/2013 GL Coding Training 62 31

32 Lesson 2: Example Pioneers Store 6=Expense Purchase merchandise for resale Cost of Goods store Purchase cleaning supplies for store Supplies/Equipment/Materials store Parking for store volunteers Travel & Parking store 4=Income Gross Store Sales **49004 Sales Store Non taxable store Gross Store Sales **49005 Sales Store Taxable store 2/26/2013 GL Coding Training 63 Lesson 2: raising Sales Events Purchasing items for resale such as apparel, books, candy, nuts, etc. The following are a few of these event examples: : cnf Candy sales Nut sales : cookbf Cookbook sales : gysf Garage sales Yard sales : bsf Book sales/book fair : msf Pioneers apparel Manufactured goods 2/26/2013 GL Coding Training 64 32

33 Lesson 2: Examples Various raising Sales Events 6=Expense Purchase candy or nuts for resale Purchase for Resale cnf Cookbooks for resale Purchase for Resale cookbf Baked goods for sale Purchase for Resale bakef 4=Income Gross Sales **49002 Sales raising Taxable Varies per event Gross Sales **49003 Sales raising Non Taxable Varies per event 2/26/2013 GL Coding Training 65 Lesson 2: Coding Tournaments Pioneers Unit sponsorship of golf, bass fishing and other sporting tournaments can be a good source of revenue. Several insurance companies provide hole in one insurance. Bass fishing tournament organizers must ensure compliance with all fish and game regulations in the state where the event is held. These tournaments should be held on an irregular basis, with chapter volunteers performing the work. 2/26/2013 GL Coding Training 66 33

34 Lesson 2: Example Golf Tournament 6=Expense Venue Rental or Green Fees Rentals golf Refreshments Meals golf Trophies or Prizes Prizes/Giveaways golf 4=Income Registration Fees Registration golf General fundraising raising golf 2/26/2013 GL Coding Training 67 Lesson 2: Vendor Sales Many chapters receive permission from companies to conduct sales on company premises. At least 20% of the gross sales should go to Pioneering. Sometimes chapters involve third parties to conduct these sales. The chapter must take care to insure that all vendor salespeople are accompanied by a Pioneer. The Pioneer that accompanies a vendor is responsible to see that the vendor complies with all company rules and regulations. If the Pioneers group does not wish to be responsible for collecting and paying the sales taxes, it should consider a commission or royalty arrangement with the vendor to pay or collect these taxes. In this way the vendor is responsible for the sales taxes. 2/26/2013 GL Coding Training 68 34

35 Lesson 2: Example Vendor Sales 6=Expense Parking for vendor sitter Travel & Parking vendor Meals for vendor sitter Meals vendor 4=Income Commission arrangement raising vendor 2/26/2013 GL Coding Training 69 Lesson 2: Gaming Each state has specific laws and requirements for games of chance. Gaming (gambling) activities require a license issued from the state. A raffle (sweepstakes), lottery, or bingo are games of chance, and defined as gaming. A drawing is not defined as gaming by the state. To be valid, a drawing must ensure that it does not have all three elements of a sweepstakes. It can have any two, but not all of them. 2/26/2013 GL Coding Training 70 35

36 Lesson 2: Gaming Raffles give away prizes purely on chance. They are winnings of luck; no element of skill comes in. A random winner is picked from the entries and offered a prize. Three elements define a raffle or sweepstakes. They are: 1) Prizes 2) Chance winners 3) Compensation; i.e. paying for the ticket 2/26/2013 GL Coding Training 71 Lesson 2: Example Various Gaming 6=Expense Roll of tickets Supplies/Equipment/Materials raffle, lotto, bingo Cash and Non cash prizes Prizes/Giveaways raffle, lotto, bingo 4=Income Entry fees raising raffle, lotto, bingo 2/26/2013 GL Coding Training 72 36

37 Lesson 2: Coding Administrative Activities The following are the 2 most common administrative transactions: 1. Postage/Office Supplies 2. Business Meetings 2/26/2013 GL Coding Training 73 Lesson 2: Administrative Activities : admin Office supplies Postage/stamps (general use) : unit Chapter, council, or club meeting : key Committee meeting : group Regional (all chapters) meeting 2/26/2013 GL Coding Training 74 37

38 Lesson 2: Example Various Administrative Activities 6=Expense Purchase ink, toner, paper, etc Supplies/Equipment/Materials admin G&A Purchase stamps for general use Postage & Shipping admin G&A Catering or meals for chapter meeting Meals unit varies Airfare, taxi, shuttle, etc. for Region meeting Travel & Parking group varies 4=Income Meeting Registration Registration varies G&A Meal Prepaid Meals varies G&A 2/26/2013 GL Coding Training 75 Lesson 2: Coding Fellowship/Membership Events The following are the 3 most common fellowship/membership transactions: 1. Luncheons 2. Socials 3. Membership Retention 2/26/2013 GL Coding Training 76 38

39 Lesson 2: Luncheons A Pioneers fellowship event; usually in connection with a meeting or special occasion. : lunch Member prepay for meals 2/26/2013 GL Coding Training 77 Lesson 2: Example for Luncheons 6=Expense Meal expense (catering or restaurant) Meals lunch G&A Decorations or centerpieces Supplies/Equipment/Materials lunch G&A Flyers Publications & Printing lunch G&A Door Prizes Prizes & Giveaways raffle, bingo, lotto 4=Income Gaming revenue raising raffle, bingo, lotto Member meal prepayment Meals lunch G&A 2/26/2013 GL Coding Training 78 39

40 Lesson 2: Socials A Pioneers fellowship event : social Picnics Barbeques Holiday dances Parties 2/26/2013 GL Coding Training 79 Lesson 2: Examples for Various Socials 6=Expense Meal expense (catering or restaurant) Meals social G&A Decorations or centerpieces Supplies/Equipment/Materials social G&A Flyers Publications & Printing social G&A Door Prizes (from Gaming) Prizes & Giveaways raffle, bingo, lotto 4=Income Gaming revenue raising raffle, bingo, lotto Member meal prepayment Meals social G&A 2/26/2013 GL Coding Training 80 40

41 Lesson 2: Membership Retention Efforts to retain existing members, show appreciation, and keep members enthusiastic about the Pioneers mission. : mr Scrapbooks Greeting/Sympathy Cards Awards/Plaques 2/26/2013 GL Coding Training 81 Lesson 2: Coding Examples for Various Membership Retention 6=Expense Develop film/photos for scrapbook Publications & Printing mr G&A Paper and items for scrapbook Supplies/Equipment/Materials mr G&A Plaque for outgoing president Recognition/Gifts mr G&A Flowers for member Recognition/Gifts mr G&A 4=Income To purchase gifts Recognition/Gifts mr G&A 2/26/2013 GL Coding Training 82 41

42 Wrap Up You are now familiar with the Pioneers General Ledger that you will use to plan and monitor the budget for your Unit. In order to receive a certification for completing this session, please complete the questionnaire on the following page. CLICK HERE for the General Ledger Coding Certification Questionnaire If the questionnaire is not completed your Unit will not receive credit for completing the GL Coding training portion of the finance training. 2/26/2013 GL Coding Training 83 42