NESFA^® Treasury Procedures &ndash Table of Contents

1. Introduction. 
   This section of the NESFA web site is the documentation for NESFA's accounting procedures.  It is maintained by the NESFA Treasurer.  Most procedures here are for the Treasurer's and the Treasurer's Assistants' reference, in that they say what needs to be done, and sometimes how.  In some cases, these procedures apply to how other members of NESFA interact with the Treasurer, and, when not specified by M-rules, E-rules, or by-laws, are fiats by the Treasurer. 
2. The Chart of Accounts (revised 20111227)
   1. Program expenses vs. Non-Program expenses.
3. Routine accounting
   1. Weekly routine
      1. Filing and retaining records (revised 20110714)
      2. Expense reports (revised 20110920)
      3. Paying bills (new 20111218)
      4. Dues and Book sales reported on an Income report (revised 20110701)
      5. Dues Forgiven by the Exec. Board (revised 20111023)
      6. Recording Book Donations and Review Copies (revised 20111225)
      7. Other income reports (revised 20111220)
      8. Deposits
         1. Choosing a deposit number (revised 20111126)
         2. Entering check deposits (revised 20110530)
            1. Dealing with returns applied as credits to invoices.  See Inventory below.
         3. Entering charge deposits (revised 20120127)
         4. Entering ecommerce deposits(revised 20111206)
         5. Entering PayPal Batches (revised 20120202)
      9. Dues Income Report (new 20111115)
   2. Monthly routine
      1. Monthly accounting transactions (revised 20120129)
      2. Massachusetts Sales tax (revised 20111208)
      3. Reconciling the bank accounts (revised 20111204)
   3. Reporting
   4. Closing out the fiscal year.
      1. NESFA and Boskone Life memberships (revised 20120131)
      2. Paying Royalties (revised 20120131)
      3. Annual transactions (revised 20120202)
      4. Reports
      5. Taxes
      6. Examination of accounts
      7. Write-offs
4. Other Asset accounts
   1. Cross-charge accounts with other organizations (revised 20110703)
   2. Advance accounts (revised 20111018)
   3. Postal (USPS) bulk mail account (revised 20111027)
   4. PSS Escrow mail account (new 20111018)
   5. UPS Shipping account (new 20111018)
   6. Inventory
      1. Handling Returned Books from Customers (revised 20111026)
      2. Maintaining Hurt Books Inventory (revised 20111101)
      3. Physical inventory and reconciliation
5. Accounts receivable
   1. Entering an A/R order (revised 20111103)
   2. Creating new credit customer accounts (revised 20111221)
   3. Who may buy on credit?
   4. Reviewing aging
   5. Dealing with overdue invoices
   6. Credits due to returns, mis-shipments, or damage — See above under "Inventory."
6. NESFA Press Book Production
   1. Accumulating book production expenses (revised 20111015).
   2. Buying in a new book (revised 20111126)
   3. Paying Royalties — See above under "Closing out the fiscal year."
   4. Setting up a new inventory item (revised 20110617)
7. NESFA Sales
   1. Boskone Book advance sales.  Procedure TBS.
   2. Doing the post-convention accounting (revised 20111023)
   3. Reports NESFA Sales needs to generate for Treasury.
   1. Reports from credit card swipe box (new 20111229).
   2. Reports from cash register (new 20111220).
   3. PayPal transaction report. &mdash TBS.
   4. E-commerce transaction report. . &mdash TBS.
   4. Use of advance accounts for purchases (revised 20110723)
   5. Discounts
8. Boskone
   1. The Boskone cross-charge account (revised 20111218)
   2. Life memberships
   3. Closing Boskone books (revised 20111024)
   4. Boskone Credit card fees (revised 20111111)
   5. Boskone equipment rental -- no longer applicable -- repealed 20111009.
   6. Boskone monthly charges -- no longer applicable -- repealed 20111009.
   7. Supervisory responsibilities
9. Tax returns
   1. Federal form 990
   2. Mass. Form PC
   3. Mass. Form 3ABC (filed with the City of Somerville)
   4. MA sales tax exemption
   5. Somerville personal property tax -- no longer applicable; we are exempt.
   6. Auditor's review
10. Other Stuff
    1. Pun fines.  See SR § 3.4(5)M.

Everything in here should comply with the by-laws and the standing rules. 

This page is maintained by Treasurer at NESFA dot org.