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IEEE Region 3
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The Region 3 Leadership Development Committee has developed an EXCEL workbook to assist Section treasurers with the accounting of financial data for their Sections and the production of the required L50 Annual Financial Report. The accounting program has been structured to require the minimum amount of necessary data entry and yet provide the maximum amount of automatic report generation for the Section and the Institute. The workbook includes the following worksheets:
1. An Executive Summary of Section Operations Year to Date (YTD) compared to the Section Budget.
2. A Check Register for an IEEE Concentration Bank Account.
3. A Check Register for a local bank account.
4. A set of Income Accounts that correspond to the required L50 Annual Financial Report.
5. A set of Expense Accounts that also correspond to the L50 report.
6. A Petty Cash Account for those Sections that need one.
7. A Prepaid Postal Deposit Account Record for those Sections that need one.
8. A Computer, Furniture and Equipment Account for keeping track of purchased equipment assets with the associated depreciation records.
9. A complete IEEE Form L50 that, after set up with a limited amount of initial information, will be almost completely filled out by the EXCEL program.
10. An IEEE-USA Annual Report form that also will be largely automatically filled out by the EXCEL program for those Sections that need one.
As an aid in the use of the EXCEL workbook, a sample record of a typical Model Section has been included with all data filled in and with the resulting L50 and IEEE-USA reports finished. This file is Model97.xls for users of EXCEL 97 and later versions. The Model Section will be used for examples in the discussions that follow. It will be better for the Treasurer to study this material while viewing the EXCEL spreadsheet on their computer or else print out all the worksheets of the Model97.xls file for reference while studying.
There is also included an empty EXCEL workbook file Blank97.xls that is the same as the Model97.xls file except that all the data has been omitted. The Blank97.xls workbook can be used as a starting point for Sections beginning a new accounting year. It is HIGHLY recommended that neither the Model97.xls nor the Blank97.xls workbooks be changed in any way. Please make a working copy for your use and preserve the originals for reference in case problems arise during use.
To set up the Blank97.xls working copy for use by your Section, first go to tab Chk_Lst and type in your Unit name, Unit number, the report date that will be 12/31/yyyy and the year of the report that will be yyyy. These data are carried to other worksheets that need them. Second type in your account number on the CBA_Acct tab, and your bank and account information on the LOC_Acct tab. On tab Comp_Furn_Equip type in information for equipment purchased in prior years. On tab L50_Sch_I tab at worksheet cell H132 insert beginning cash on hand.