Without Andrew's permission but hopefully with his forgiveness :) I am
redirecting this answer publicly so it can benefit everyone.
On Fri, Aug 4, 2017, at 02:14 AM, Andrew Ward wrote:
Brian,
Swag also goes in the ledger correct.
Yes. There are two general kinds of entries that should be in the
ledger:
1. A budget entry for any planned to spend money. Every time something
gets approved it should get entered. This lets everyone see what is
planned and how much money is left. You can also enter things that you
think might get approved to "block" money for them. I would put the
word "proposed" in their name or something similar to flag them. If
they get approved, remove the word. If they don't get approved, delete
the entry (or comment it out).
2. A transaction entry for every actual spend of money. Ideally these
are done as soon as possible after the money is spent. This will cause
the budget created in step 1 to get reduced.
I believe that it is probably best for the budget entries (#1) to be
made by the treasurer and the transaction entries (#2) to be made by the
card holder (or the treasurer if a non-card transaction). I also think
it is a reasonable and good idea to encourage any ambassador to submit a
PR with the entries for ticket approvals if you have that capacity.
The goal is to have accurate timely records that are easily maintained
by a large group of people.
Swag is budgeted for (#1) and then purchased (#2). If your region buys
swag in large quantities and then distributes it across multiple events,
it is not necessary for the ledger files to show how much swag went to
each event (unless that is useful for you). From a Fedora Project
perspective we just need to know how much we budgeted for Swag and how
much we spent.
It is also not necessary to break out bank fees like Paypal, however I
strongly encourage you to do it. I'd like to audit those fees and see
if we can get some lower cost options where it is possible or
alternatives from accounting. If you don't want to break out those fees
though, you are not required to.
I'll try to update the entries FAQ with this information too.
regards,
bex