The books that keep themselves

From the day’s cash to the balance sheet

• Chart of accounts

  A standard chart for a school in Pakistan, with each campus’s own cash and bank accounts.

• Automatic entries

  Fee dues, receipts, expenses, refunds, advances and salaries post themselves, every day.

• Vouchers

  Receipts, payments and journals written at a campus and approved by Head Office.

• Financial reports

  Trial balance, income and expenditure, balance sheet, ledgers, and cash and bank books.

• Bank reconciliation

  The bank’s statement in Excel or CSV, matched line by line to the books.

• Cheques

  Received and issued, post dated ones too, until they clear or bounce.

• Suppliers and bills

  Who the school buys from, each bill, what is owed and what has been paid.

• Petty cash

  Each campus’s top ups, what is spent from it and the balance in hand.

• Budget

  A yearly budget per campus and category, and a fee target, against what really happens.

• Fixed assets

  Furniture, computers, vehicles and buildings, where each is, and yearly depreciation.

• Year closing

  Closing entries for every year, old years too, confirmed by staff and closed by Head Office.

• Opening balances

  Start from your existing books: each campus’s opening balances and students’ old dues.

Closing the day, the way schools do it

At the end of the day each campus counts its cash note by note. Campusly makes the reconciliation voucher: the fees by how they were paid, then the school’s own charges such as royalty or Zakat, the day’s cash expenses, and what goes to the bank. The cash counted is checked against the cash to deposit.

When Head Office marks the closing received, it goes into the books by itself and can no longer be changed.

• Day Closings, for Head Office

  Days not closed, at a glance

  Cash short or over, campus by campus

  Receipts added after a day was closed

  A printed slip to sign when the cash is handed over