WASFF Treasurer

Reimbursement Email

Receipts/invoices should be sent as a PDF attachement to xero (at) swancon.com.au, this will sent a copy to Xero,SC Treasurer and WASFF Treasurer.

Go to the Expenses page in Xero.

Add Receipt
- From the white file top right add the file('s) associated with the claim
- Do not enter an "Item"
- Complete remaining details
- Click Save
Submit for Approval
- If transferring money for each reimbursement separately (Especially applicable if some have been logged on other peoples behalf's for reimbursement to separate accounts) make sure to submit each item separately.
Authorise transfer
- Go to "Awaiting Authorisation" and open each item and approve them.
- Unsure how to complete "Payment Due Date" and "Reporting Date", have been entering the date the payment was made, or today's date if starting transfer now.
Once the Claims are authorised they will auto match or can be found using the "Match" tab on the Bank Rec page.
Any claims that have not yet been paid/reconciled with show on the "Awaiting Payment" tab of Expenses.

Go to Bank Accounts
Check for the blue buttons on the bank accounts saying "Reconcile x items" we are currently only doing this for the WASFF Main account
For a given transaction:
- Money Transfers (not including sending/receiving seed money), use the "Transfer" tab.
  - "Select a bank account" is the account the money is going to (IE "Swancon 2018 - 5781")
  - Set "Reference" to something descriptive (IE "TRF Stripe")
  - Click "OK" to save
- Receiving money from a vendor (IE: Stripe), use the "Create" tab.
  - Set "Cons" (Bottom left) to the project the money is for (IE "SC2018")
  - Set "Who" to who the money is from (IE "Gren-Stripe")
  - Set "What" to the account its for (IE "201 - Membership Fees")
  - Click "OK" to save
- Misc, if there is no process, use the "Discuss" tab.
  - Enter a verbose description of the transaction, who (from>to), why, email date, etc
  - Click "Save" to save

Statement of Receipts and Payments and Bank Reconciliation for WASFF's financial year (overall):
Statement of Receipts and Payments and Bank Reconciliation for Swancon's (Past, Current, Future) project lifetime:
Statement of Receipts and Payments and Bank Reconciliation for other WASFF projects (run into/across this year) project lifetime?
Deficit/Surplus's for completed Swancon projects (should include as many recent years results as practical):