NESFA Treasury Procedures: Doing Post-Con Accounting

The post-con accounting process for closing at-con NESFA Sales is done in two steps:

1. Gather all of the receipts for the convention into a big pot
2. Subtract all of the sale at the convention.

Ideally, when you're done, the result is zero.

1. Use of the the sales suspense accounts AS-Sales.... There is one already set up for the conventions we commonly sell at. Make sure it starts with a balance of zero.
2. Accumulate all of the all of the receipts at the convention in the sales suspense account
   1. Deposit any checks received at NESFA Sales (with the exception of Accounts Receivable, see below) recording their total value into the sales suspense account. It's easiest if all of the convention checks are done in a separate deposit from other checks.
   2. Deposit any charges likewise.
   3. Record any advance account transactions into the sales suspense account
   4. Record any cash left over and record any seed cash. (This can be netted out before record if you prefer.)
3. Do a single receipt for all sales at the convention.
   1. Use the "Tasks/Enter receipts..." dialog. Set the xxxx
   2. Enter quantity and total selling price for each SKU on a line in the receipts form. Do this by filling in quantity and xxxx. (An average price per item will be computed, but may be ignored.) Remember that Advent books form a single SKU as do some others.
   3. If all's well with the world, the total on this receipt form will match the total received at the table.
4. Complete the process by writing off any small balance (it's very hard to get things exactly balanced given the chaos at a convention) and by investigating and correcting any larger error.s

Accounts Receivable at convention sales tables