Welcome to the COBAS (camra’s online branch accounting system) training 7-Oct-19

COBAS TRAINING Etiquette Fire alarm Fire escape routes Timing – 2 x 2 hour sessions Mobile devices off or on silent Questions as we go Course evaluation 7-Oct-19

COBAS TRAINING Course Content 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 7-Oct-19

COBAS TRAINING Role Of The Treasurer 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 7-Oct-19

COBAS TRAINING Why have Accounts?/Example 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: Opening Balance Sheet Cash 500 Reserves Income & Expenditure Income 2500 Costs (1500) Surplus 1000 Closing Balance Sheet Cash 1500 Reserves O/Bal Sheet Cash £500 + Income £2,500 – Costs £1,500 = Closing Bal Sheet £1500 7-Oct-19

COBAS TRAINING More Complex Example 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 Opening Balance Sheet Cash 750 Creditor (250) Reserves 500 Income & Expenditure Income 2500 Costs (1500) Margin 1000 Remit (600) Surplus 400 Closing Balance Sheet Cash 600 Debtor 500 Creditor (200) Reserves 900 O/Bal Sheet Reserves + Surplus = Reserves Closing Balance Sheet Closing Balance Sheet = O/Bal Cash 600 – Creditor Paid £250 + Income £2500 – Costs £1500 – Remit £600 = £900 closing cash 7-Oct-19

COBAS TRAINING Branch Accounts – Revised Format 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 7-Oct-19

COBAS TRAINING Accounts – Revised Approach 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 7-Oct-19

COBAS TRAINING Accounts Format - Headings Income Costs Margin Publication 3,500 3,300 200 Trips & events 900 1,000 (100) Other – books 340 80 260 Trading Contribution 4,740 4,380 360 Other Income-raffle 600 - Total Contribution 5,340 960 Operating Expenses 460 (460) Branch Surplus 4,840 500 Remittance (500) Retained Surplus 7-Oct-19

COBAS TRAINING Role of Examiner 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 7-Oct-19

COBAS TRAINING COBAS – how it works 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 7-Oct-19

COBAS TRAINING COBAS - Advantages 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 7-Oct-19

COBAS TRAINING Summary of Branch Transactions Opening Bank: 500 Income Costs Margin Magazine 1,500 1,200 300 Brewery trip 350 400 (50) GBG sales 330 270 60 Total margin 2,180 1,870 310 Admin costs 200 (200) Net Surplus 2180 2070 110 Closing Bank: 610 Now we are going to input the above in a Training Branch 7-Oct-19

COBAS TRAINING Summary of Festival Transactions Opening Cash 100 Opening Bank: 1500 Tfr float 5000 Receive loan Income Costs Margin Beer/tickets/glasses 21,800 8750 13,050 Festival bankings (26,800) Hall 2,500 (2500) Other costs 3,500 (3,500) Remittance 6,000 (6,000) Net Surplus 20,750 1,050 Closing Cash: Closing Bank: 7,550 7-Oct-19

COBAS TRAINING Closing Festival Balance Sheet Asset / Liability £ Bank 7,550 Cash 100 CAMRA Loan (5,000) Net Assets 2,650 Opening Reserves 1,600 Surplus in Year 1,050 Reserves 7-Oct-19

COBAS TRAINING Debtors / Creditors 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 7-Oct-19

COBAS TRAINING Journals 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 7-Oct-19

COBAS TRAINING Year End Procedures 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 7-Oct-19