Most of the reports that are required by your PTA are available from the Reports tabs. All reports can be viewed live by any role with access and, where appropriate, exported to a PDF. For example, your auditor with the Reviewer role can be given links to the budget and treasurer’s reports for the period they are reviewing. See below for specific instructions on how to find each report that you may need to produce.
Quick reference
| Report | Where it comes from |
|---|---|
| Budget | Budget proposals |
| Treasurer’s Report | Treasurer’s Report |
| Budget to actual | Budget Report |
| Annual Financial Report | Budget Report, set to the full fiscal year |
| Financial Secretary’s Report | Treasurer’s Report, Deposits section |
| Financial Review Report and Checklist | Filled in by the reviewer based on data in Volo Cash |
| Workers’ compensation payroll report | Insurance report |
| 1099s | 1099 report |
| Payment authorization | The request itself |
| Cash verification form | Paper form, scanned onto the deposit |
| Unit remittance form | Filled in by whoever sends the money |
Budget
A budget plan shows your planned budget for the fiscal year. Either create a Budget proposal which can be downloaded as a PDF or use a Budget Report with a date set at the start of the fiscal year.
Treasurer’s Report
A treasurer’s report shows, for each account, the balance you opened with, every deposit and disbursement in between, and the balance you closed with. Run the Treasurer’s Report with From and To for your target period. Full details are here.
Budget to actual
A budget-to-actual report compares your plan against what has happened, category by category. Run the Budget Report for the period you are reporting on. Full details are here.
Annual Financial Report
An annual financial report shows the year’s receipts and disbursements by budget category, and the cash you opened and closed the year with. Run the Budget Report over your whole fiscal year with the Paid only filter. More on reading it.
Financial Secretary’s Report
A financial secretary’s report lists monies received, monies deposited, and, where that role handles them, authorizations for payment. The first two are the Deposits section of your Treasurer’s Report; take the authorizations from the Expenses page for the same dates.
Financial Review Report and Checklist
A financial review report records what your reviewer found in the books, alongside a checklist of the records they examined. Your reviewer creates this report as part of the review. Where each item comes from:
| Asked for on the form | Where to get it |
|---|---|
| Unit name, EIN, council, district | Your bylaws and last year’s report |
| Bank name and address, account name | Your bank statement |
| Membership dues per bylaws, members to date | Your bylaws and membership management system |
| Check numbers reviewed, from and to | Treasurer’s Report for the period, with the # column set to Check / txn # |
| Balance on hand at the last review | Treasurer’s Report, the opening Balance On Hand |
| Receipts since the last review | Treasurer’s Report, that account’s Total Deposits |
| Disbursements since the last review | Treasurer’s Report, that account’s Total Disbursements |
| Balance on hand at this review | Treasurer’s Report, the closing Balance On Hand |
| Statement balance, deposits not yet credited, uncleared checks | The reconciliation for that statement, and its summary PDF |
The checklist also asks what records exist. These you can show from Volo Cash:
- Statements reconciled, reviewed and signed monthly by someone who does not sign checks. Each finalized reconciliation carries the statement you uploaded and the reviewer’s signature in one PDF.
- Every payment authorized, with a receipt attached and matching the check written. Open any request to see its approvals, its receipts and the check number recorded against it.
- A ledger of all transactions. The register, which also exports to CSV.
Workers’ compensation payroll report
A workers’ compensation payroll report lists everyone the PTA paid who does not carry their own coverage. Run the Insurance report for the calendar year. Exports to CSV.
1099s
A 1099 goes to anyone you paid enough in a calendar year to require one. Run the 1099 report, which carries the tax ID and address you collected. Exports to CSV.
Payment authorization
A payment authorization records who approved an expenditure and what it was for. The request itself is this form, and the same PDF covers an electronic payment authorization. Open any request to download it, or export a batch from the Expenses page.
Cash verification form
A cash verification form records two people counting money together and signing for the total. Count and sign on paper, then attach the scan to the deposit under Supporting documents. See Recording a deposit.
Unit remittance form
A unit remittance form accompanies the per capita dues and other money you send to your council. Whoever sends it fills it in; record the payment against a pass-through category so it lands under “not belonging to the association” on your reports. This form may also be attached to the expense request that authorized the payment to the council.