Practical guide / Association Treasury & Reimbursements 1.0
See cash on hand and reimbursements still due.
Track accounts, income, expenses, internal transfers and approved reimbursements. This is an operational register, not certified accounting.
Your first useful result: Set a coherent opening date Follow the first task
Set a coherent opening date
Enter each account and its actual cash balance as of the period start in Settings.
Opening balances belong to their named accounts.
Review: Review the labelled results and correct source warnings before acting.
Post receipts, payments and transfers
Keep real income and expenses separate from internal movement between accounts.
Received income and paid expenses alter the cash position.
Review: Review the labelled results and correct source warnings before acting.
Approve then reimburse
Record a request, decision and date. Link actual partial payments as Expenses, then review the unpaid approved balance.
Transfers net to zero across accounts; an approved but unpaid reimbursement stays outstanding.
Review: Review the labelled results and correct source warnings before acting.
Check the assumptions.
- Save a working copy. Manual entry, with no automatic sync or external connections.
- Supplied tables have fixed capacities. Extend formulas, tables and validation together before using extra rows.
- Use one currency. Blank means unknown; enter 0 when the amount is known to be zero.
- Resolve the highlighted input rows before relying on the summary.
- Uses exact-mode XMATCH. Requires Excel 2021, Excel 2024 or Microsoft 365; older Excel editions are not supported. Native Excel, Google Sheets and Numbers have not been verified.
- Opening balances are entered for the period start. Income and Expenses are actual cash movements; a request or approval is not cash.
- An Expense linked to an approved reimbursement request is the payment itself. Do not enter it a second time in Income or Transfers. Partial payments remain outstanding.
- A Transfer moves the same amount between two recorded accounts and has no net effect on combined cash. This workbook is not certified accounting, invoicing or tax reporting.
Keep a copy you can return to.
Keep the supplied clean and example files unchanged. Save your own working file with a useful name, such as association-treasury-2027-home.xlsx, and keep a dated backup before a large edit. A purchased ZIP is the blank source, not a backup of your entries.
If an input or formula is replaced
Undo the edit while it is still available, or return to a known good backup. If you need a fresh clean file, transfer only your records into its marked input cells and follow the setup guide again. Do not paste whole sheets over the supplied formulas, validations or reference lists. Check IDs, units, dates and linked results against the example before relying on the copy.
When the supplied rows are full
40 accounts · 160 requests · 300 income · 360 expenses · 180 transfers. Calculation ranges and validations have fixed capacities. A new row below a table does not prove that every linked result includes it.
For a separate period, project or volume, preserve the old workbook and start a named clean copy. If records must carry forward, record exactly which inputs you transfer, preserve their references and compare the opening and closing figures. Avoid copying historical activity as both an opening amount and a new movement. There is no automatic migration between files.
Inspect the workbook before you choose.
View its real sheets and a fictional calculation example.
Explore Association Treasury & ReimbursementsWritten for version 1.0. Examples describe the supplied workflow; they are not customer results.