Our space, tries to record sales on project sheets, a volunteer files the project sheet for how many parts used, then we give an estimate and allow the user to drop how much cash they can on a PWYC basis.

We also have an official receipt book, we ask if they want one, but not mandatory.

We have been suffering due to money logistics, how we agree on expenditures for what projects. We try to create a consensus invovling committee meetings and general monthly meetings. But its still geared around the two people with the cheek book, and the ten people with keys to the lock box. 

Bike Pirates
Toronto, Canada

On Mon, Mar 9, 2009 at 3:19 PM, Scott Beardsley <sc0ttbeardsley@gmail.com> wrote:
On Mon, Mar 9, 2009 at 12:03 PM, Mark Rehder <mark@re-cycles.ca> wrote:
> How do folks deal with the cash issue?

We (Sacramento Bicycle Kitchen) have a paper log (ie a piece of paper
with a log of each transaction) and cash drawer (bills only, no
change). We are a 501c3 so we need to track donations ( >$250 requires
a receipt ) as well as sales. We have one clerk per shift handle all
of the money transactions. The sales tax is included in the price and
we just work it all out later. The money is removed nightly and we
leave a small bank ($25) in the drawer until the next shift. Luckily
we haven't had any problems (yet). I'm working on getting a
computerized system set up. Basically just a web form that dumps data
into a spreadsheet or database. Then the daily totals are reconciled
at the end of the shift. It'll be great to see exactly where most of
our money comes from. I'd love to see a financial add-on to
freehub[1]. We use freehub for tracking memberships/visitors. I might
end up writing something for SBK if I can find some non-biking free
time. :)

Scott
-------------
[1] http://sacbikekitchen.org
[2] http://freehub.bikekitchen.org/
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Geoffrey B