Tererai Trent International School Store ledger · build 8
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Start of shift. Count the float into the drawer, write down who is serving, and open the till. Nothing can be sold until the till is open, so every sale lands in someone's shift.
Record goods arriving — purchased, donated, or produced. This raises the quantity on hand and the inventory value on the books.
Demand is measured from the last 90 days of actual sales. The reorder level is what you expect to sell while a new order is on its way, plus your buffer. Set a lead time and buffer stock on each item for these to mean anything.
Count what is physically on the shelf and post the difference in one go. Two people should count together and both sign the sheet — in a cash store this is the control that matters most.
Damage, loss, spoilage, or a correction after a physical count. Use a negative quantity to add stock back on.
A student pays money in and spends it down over the term. An account can never go below zero, so there is nothing to chase later.
Pick a period. This produces the journal entries to key into QuickBooks, one block per entity, already balanced. The CSV matches the QuickBooks Online journal import layout.
Trading result for each project over the period chosen above. The net figure is what carries to the school's statement of profit or loss. Ask your accountant whether it belongs in other income as a single net line or gross in revenue and cost of sales — see the note underneath.
IAS 1 generally prohibits offsetting income against expenses, so a single net "other income" line needs justification. This extract shows revenue, cost of sales and the net result, so your accountant can present it either way.
A salesclerk gets a PIN and can only use the checkout. A store manager also handles stock and corrections. An administrator additionally sees the inter-entity ledger. You can only create accounts below your own level.
Type these exactly as they appear in your QuickBooks chart of accounts. If they don't match, the import will fail or create duplicates.
One currency only. If the school transacts in both USD and ZWG, keep this book in USD and convert on entry at the rate you use for the QuickBooks file, noting the rate in each transaction's description.
Bring in an existing stock list. Save your spreadsheet as CSV, then paste it below or choose the file. The first row must be the column names. Recognised columns: name, code, category, project, unit, price, cost, quantity, reorder, lead_days, buffer. Only name is required.
Each item belongs to a project, and each project gets its own profit and loss. Both are sold through the same till.
A full CSV of every item, transaction, asset, and transfer — for your own archive or an auditor.