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PROCESSING INVOICES AND ACCOUNTABILITY

Compile a final budget and keeping record of your expenses.
You should include everything in your budget. Meetings and events cost money.
To give you an idea, take a look at the following list of items found in budgets.
1. Activity fees (golf)
2. Copiers
3. Radios
4. Decorations
5. Equipment
6. Freight/shipping
7. Insurance
8. Notary services
9. Photography
10. Printing
11. Security
12. Speaker Costs
13. Accommodation
14. Audio-visual equipment
15. Pagers
16. Credit card processing fees
17. Entertainment
18. Food and beverage
19. Fax
20. Posters
21. Registrations online
22. Signs/banners
23. Travelling
24. Tent rentals
25. Administrative
26. Cell phones
27. Computers
28. Email kiosks
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a) Cash Flow Sheet
Example of a Cash Flow Sheet
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b) Budgeting Worksheet
Below is a typical example of a budget worksheet that you can use to calculate your cost.
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c) Keeping track of the budget.
Controlling expenses is critical. There are different types of expenses associated with events. There are:
• Fixed expenses
• Variable expenses
• Direct expenses
• Indirect expenses
It is important that detailed records are kept of monies. Here are some examples of how to keep records
d) Purchase Journal
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e) Cash Receipts
It is important to keep and record all cash receipts in a journal. See example below:
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f) Cash Payments
Always keep a journal for cash payment. Make sure you get receipts as well.
See example of below:
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g) Petty Cash
Always keep a journal for petty cash. Make sure you get receipts.
See example of below:
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