Personally, I post the cash box expense against the event's expense category. Then, when I post event income, I include the amount that was in the cash box to begin with. In the details (using the "split" feature of Quicken which I use), I list the amount of change versus income so we don't forget that some of that "income" was actually our own money we seeded the boxes with. Now, as I think about this, maybe it would be cleaner to post the returned cash box amount as a negative expense after the event to more directly offset the previous withdrawl that loaded up your cash boxes in the first place. You've given me something to think about...
Okay, I totally missed the message!! I've been speaking Spanish all day so the English language goes right over my head. Sorry!
I would now say, keep expenses and income separate as far as the line items knowing it will be reflected in the bottom line. If money is budgeted for this event it shouldn't be a problem.
When I withdrawl money for cash boxes, I remove it from general funds, transfer it to the event account and then transfer it back to general funds when the event is over.
This year during our carnival, I purchased two cashboxes since our PTO never had any. I expensed them to the general supply fund as they will be used for other events and activities. So to answer your question...if the cashbox is to only be used for one event it should be an expense from that event. Otherwise it comes out of general supply the same as rubber bands or copy paper.
This is my first year as treasurer. I use Microsoft Money to keep our PTO records, each event has it own income and expense category. When withdrawing money for a cash box should I make that an expense for the event and deposit it back with the profits of the event as income, or keep it in a separate Cash Box income and expense category?
How do you do it?
