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.
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.
Every transfer between Tererai, the foundation, and the school goes here, labelled for what it actually is. How you label it is the whole question — a gift is gone, a loan comes back, a draw on a facility is neither until it's drawn. Label it at the time of the transfer, not at year end.
What each entity owes the others, from the transfers above plus accrued charges for shared assets. Gifts and grants are excluded — they don't come back.
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.
The separate books this app reports into. Each one gets its own block in the month-end report.
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.
A full CSV of every item, transaction, asset, and transfer — for your own archive or an auditor.