Welcome to the COBAS (camra’s online branch
Description: Welcome to the COBAS (camras online branch accounting system) training 28-Nov-17 1 COBAS TRAINING Etiquette 28-Nov-17 2 Fire alarm Fire escape routes Timing 2 x 2 hour sessions Mobile devices off or on silent Questions as we go Course
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slide1. Welcome to the COBAS (camra’s online branch accounting system) training 28-Nov-17 1<br>
slide2. COBAS TRAINING Etiquette 28-Nov-17 2 Fire alarm
Fire escape routes
Timing – 2 x 2 hour sessions
Mobile devices off or on silent
Questions as we go
Course evaluation<br>
slide3. COBAS TRAINING Course Content 28-Nov-17 3 Role of treasurer
Why have accounts plus example
Standard accounts format
Role of Examiner
Overview of COBAS software
Summary of Branch transactions
Summary of Festival transactions
Debtors and Creditors
Journals<br>
slide4. COBAS TRAINING Role Of The Treasurer 28-Nov-17 4 Maintain books and records
Keep Committee informed of state of finances
Ensure proper financial controls
Ensure Internal Policy Document (IPD) is being followed (Committee responsibility)
In particular – clearing excess funds centrally for campaigning purposes
Protect CAMRA from allegations of waste / impropriety
Produce annual accounts in standard format<br>
slide5. COBAS TRAINING Why have Accounts?/Example 28-Nov-17 5 Statutory responsibility for a limited company
Record income & expenditure
Surplus represented by cash or other assets (less liabilities)
Example:
Opening £500 cash; Income of £2500, costs of £1500 = Surplus £1000 & £1500 closing cash balance:<br>
slide6. COBAS TRAINING More Complex Example 28-Nov-17 6 Opening reserves same but £250 owed to a creditor
£600 of the surplus remitted to CAMRA Central Office
Opening creditor paid off but £200 of costs as yet unbilled
£500 of the income not yet collected at year end<br>
slide7. COBAS TRAINING Branch Accounts – Revised Format 28-Nov-17 7 No guidance in the past – varying degrees of quality and legibility
Standard format needed for consistency and comparison
Review of 120 branch accounts to understand what branches report on
Standard approach drafted and agreed by Finance Committee
Standard approach will aid training, handovers<br>
slide8. COBAS TRAINING Accounts – Revised Approach 28-Nov-17 8 Separate I&E accounts for each beer festival
Summary Report format as a minimum to members
Committee to receive full accounts
Branch and BF accounts start with a trading section matching costs to income
This produces a Gross Margin or Trading Contribution figure
Followed by Operating Expenditure and Remittances to give
Retained Surplus / (Deficit) for the year<br>
slide9. COBAS TRAINING Accounts Format - Headings 28-Nov-17 9<br>
slide10. COBAS TRAINING Role of Examiner 28-Nov-17 10 Required to maintain member and NE confidence in the accounts
Negative assurance – not an auditor
Numerate, used to reading accounts
Independent of the committee
Review can be helpful to the Treasurer
Satisfy that
Proper records have been kept
Accounts agree with these records
IPD branch funds and remittances rules kept
Draw attention to anomalies – seek guidance<br>
slide11. COBAS TRAINING COBAS – how it works 28-Nov-17 11 CAMRA Online Branch Accounting System
Simple cash book – no need to understand Dr/Cr
Branches / Sub-Branches
Unlimited (!) Festivals per branch
Simple user access - only Treasurer can input
Viewers: Chair, RD, RFO, Examiner
Functionality added for CAMRA: Balance Sheet, Debtors/Creditors, Journals, VAT
Branch/festival setup and access controlled centrally<br>
slide12. COBAS TRAINING COBAS - Advantages 28-Nov-17 12 Common coding of income/costs (chart of accounts)
No hidden transactions
Not subject to spreadsheet errors
Common reporting format generated automatically
Download all reports to Excel
Allows viewers to see records
Treasurer handover made easier (no Excel issues)
Available from any pc/laptop/tablet anywhere
No local software to support or backups to do
Central Office support and assistance
User group to be set up
Speeds central consolidation<br>
slide13. COBAS TRAINING Summary of Branch Transactions 28-Nov-17 13 Now we are going to input the above in a Training Branch<br>
slide14. COBAS TRAINING Summary of Festival Transactions 28-Nov-17 14<br>
slide15. COBAS TRAINING Closing Festival Balance Sheet 28-Nov-17 15<br>
slide16. COBAS TRAINING Debtors / Creditors 28-Nov-17 16 Debtors
Setup a Debtor (Pub)
Post sale and create invoice for advertising
Receive funds from debtor
Creditors
Post expense (GBG stock)
Post credit note (GBG stock)
Pay Creditor<br>
slide17. COBAS TRAINING Journals 28-Nov-17 17 Two types available:
General – can be used to correct errors and write off loans and other balances
Depreciation – used to post depreciation
Can be Reversing across year end if choose
Debits (cost or asset) on left
Credits (income or liability) on right<br>
slide18. COBAS TRAINING Year End Procedures 28-Nov-17 18 Treasurers Report
Financial highlights of the year
Up to 7 headings
Examiners Report
Standardised report
To consult if any irregularities
Year End Signoff
Treasurer
Examiner<br>
slide2. COBAS TRAINING Etiquette 28-Nov-17 2 Fire alarm
Fire escape routes
Timing – 2 x 2 hour sessions
Mobile devices off or on silent
Questions as we go
Course evaluation<br>
slide3. COBAS TRAINING Course Content 28-Nov-17 3 Role of treasurer
Why have accounts plus example
Standard accounts format
Role of Examiner
Overview of COBAS software
Summary of Branch transactions
Summary of Festival transactions
Debtors and Creditors
Journals<br>
slide4. COBAS TRAINING Role Of The Treasurer 28-Nov-17 4 Maintain books and records
Keep Committee informed of state of finances
Ensure proper financial controls
Ensure Internal Policy Document (IPD) is being followed (Committee responsibility)
In particular – clearing excess funds centrally for campaigning purposes
Protect CAMRA from allegations of waste / impropriety
Produce annual accounts in standard format<br>
slide5. COBAS TRAINING Why have Accounts?/Example 28-Nov-17 5 Statutory responsibility for a limited company
Record income & expenditure
Surplus represented by cash or other assets (less liabilities)
Example:
Opening £500 cash; Income of £2500, costs of £1500 = Surplus £1000 & £1500 closing cash balance:<br>
slide6. COBAS TRAINING More Complex Example 28-Nov-17 6 Opening reserves same but £250 owed to a creditor
£600 of the surplus remitted to CAMRA Central Office
Opening creditor paid off but £200 of costs as yet unbilled
£500 of the income not yet collected at year end<br>
slide7. COBAS TRAINING Branch Accounts – Revised Format 28-Nov-17 7 No guidance in the past – varying degrees of quality and legibility
Standard format needed for consistency and comparison
Review of 120 branch accounts to understand what branches report on
Standard approach drafted and agreed by Finance Committee
Standard approach will aid training, handovers<br>
slide8. COBAS TRAINING Accounts – Revised Approach 28-Nov-17 8 Separate I&E accounts for each beer festival
Summary Report format as a minimum to members
Committee to receive full accounts
Branch and BF accounts start with a trading section matching costs to income
This produces a Gross Margin or Trading Contribution figure
Followed by Operating Expenditure and Remittances to give
Retained Surplus / (Deficit) for the year<br>
slide9. COBAS TRAINING Accounts Format - Headings 28-Nov-17 9<br>
slide10. COBAS TRAINING Role of Examiner 28-Nov-17 10 Required to maintain member and NE confidence in the accounts
Negative assurance – not an auditor
Numerate, used to reading accounts
Independent of the committee
Review can be helpful to the Treasurer
Satisfy that
Proper records have been kept
Accounts agree with these records
IPD branch funds and remittances rules kept
Draw attention to anomalies – seek guidance<br>
slide11. COBAS TRAINING COBAS – how it works 28-Nov-17 11 CAMRA Online Branch Accounting System
Simple cash book – no need to understand Dr/Cr
Branches / Sub-Branches
Unlimited (!) Festivals per branch
Simple user access - only Treasurer can input
Viewers: Chair, RD, RFO, Examiner
Functionality added for CAMRA: Balance Sheet, Debtors/Creditors, Journals, VAT
Branch/festival setup and access controlled centrally<br>
slide12. COBAS TRAINING COBAS - Advantages 28-Nov-17 12 Common coding of income/costs (chart of accounts)
No hidden transactions
Not subject to spreadsheet errors
Common reporting format generated automatically
Download all reports to Excel
Allows viewers to see records
Treasurer handover made easier (no Excel issues)
Available from any pc/laptop/tablet anywhere
No local software to support or backups to do
Central Office support and assistance
User group to be set up
Speeds central consolidation<br>
slide13. COBAS TRAINING Summary of Branch Transactions 28-Nov-17 13 Now we are going to input the above in a Training Branch<br>
slide14. COBAS TRAINING Summary of Festival Transactions 28-Nov-17 14<br>
slide15. COBAS TRAINING Closing Festival Balance Sheet 28-Nov-17 15<br>
slide16. COBAS TRAINING Debtors / Creditors 28-Nov-17 16 Debtors
Setup a Debtor (Pub)
Post sale and create invoice for advertising
Receive funds from debtor
Creditors
Post expense (GBG stock)
Post credit note (GBG stock)
Pay Creditor<br>
slide17. COBAS TRAINING Journals 28-Nov-17 17 Two types available:
General – can be used to correct errors and write off loans and other balances
Depreciation – used to post depreciation
Can be Reversing across year end if choose
Debits (cost or asset) on left
Credits (income or liability) on right<br>
slide18. COBAS TRAINING Year End Procedures 28-Nov-17 18 Treasurers Report
Financial highlights of the year
Up to 7 headings
Examiners Report
Standardised report
To consult if any irregularities
Year End Signoff
Treasurer
Examiner<br>