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Spreadsheet Instructions
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This file must be used throughout the season by the Team Treasurer. It is to be update each time the team incurs an expense or funds are deposited to the most current information is always available.
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At the beginning of the current Baseball season: The Coach/Manager/Treasurer, is to complete the Budget & Budget Detail Detail tab prior to the first team meeting. At the first team meeting, items listed on the Budget Detail tab are to be discussed and voted on by the families for approval of any extra costs for the season. Any changes resulting from this meeting should be updated on the Budget Detail tab and all families must sign on the Budget tab of their approval. Budgets are passed with 2/3 approval of the team.
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During the current Baseball season: Each family must be sent a PDF copy of their player's account so they are aware of where they are sitting with the team finances (send by June 10 after reconciliation) - See Step #8
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At the end of the current Baseball season: This file must be emailed to the treasurer at treasurer@pmba.email by September 10. The TEAM spreadsheet tab (in a PDF Format) is to be emailed to the entire team for approval of the allocation of team funds. Approval can be given by signing the team spreadsheet under the players account, or by way of email. Either a signature or email approval needs to be forwarded to treasurer@pmba.email.
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Most Expenses will be a set amount per Team. This amount will need to be divided by the number of players on the team and will most often not divide out equally (ex. $500 / 11 players = $45.4545). On the team spreadsheet tab there is a line at the bottom where at the end of the season the difference due to rounding calculations will be adjusted to acutal.
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DATA IS ONLY TO BE ENTERED INTO THE GREY SHADED CELLS
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STEPS TO SET UP AND UPDATE THE TEAM FINANCIALS:
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#1 - Save the file to a desired location on your computer naming it > Season year - team name (ex. 2019-U18 AAA)
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#2 - On the Budget Tab - Enter team name (ie U18 AAA) into Cell A1
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#3 - On the Budget Tab - Enter players’ full names, alphabetically by their last name in the grey rows starting on Row 26
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#4 - On the Budget Detail tab - Enter budgeted amounts for both expenses and revenues. Define your expenses based on the categories listed. These amounts will auto fill in the Budget Tab. Parents will approve team budget at the beginning of the season based on the information entered in the Budget and Budget Detail Tabs.
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#5 - Bank Reconciliation Tab - Enter each transaction as you make a deposit or write a cheque (every entry is the total amount, do not enter the detail of a deposit on separate rows (ie if the total deposit is $2000 and is made up of 10 cheques of $200 each, enter the amount as $2000 then in the description section list who paid or what the deposit relates to, the same format is to be used for withdrawals from the team account) . Verify these entries against your bank statement each month to ensure that all withdrawals and deposits that have gone throught the bank account have been recorded on the Bank reconciliation tab.
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#6 - Record the detail of each deposit or cheque on the appropriate CATEGORY tab (examples: Hoodies: enter on the Apparel Tab, Bottle Drive: enter on the Misc Revenue tab). The totals entered on these category tabs will autofill into the TEAM SPREADSHEET tab. If you require more rows in a tab please forward your spreadshet to the office with what you require added/changed, it will be adjusted and forwarded back DO NOT ADD OR DELETE ROWS & COLUMNS AS THIS WILL COMPROMISE THE FORMULAS USED IN THE FILE.
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#7 - Team Spreadsheet tab - This is a running total of all income and expenses for the season (at all times the total in cell C24 should equal the Running Total amount for the last entry on the Bank Reconciliation tab cell. It compares the Budget vs Actual and tracks each player's account (during the season there may be a difference of a couple of cents this is due to rounding calculation in the formulas used. This will be adjusted at the end of the season). Parents will sign off on this spreadsheet at the end of the season.
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#8 - Go to each individual player tab and save as a pdf. Email to each family their individual pdf.
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