COBAS Training: Etiquette, Content, Treasurer Role & More
This training session covers COBAS accounting system etiquette, course content overview, the essential role of the treasurer in maintaining financial records and ensuring compliance, as well as examples of why accounts are crucial, including complex scenarios. Participants will gain insights into branch and festival transactions, debtors, creditors, and journal entries. Mobile devices must be silent, and questions are encouraged throughout the session. Evaluate your learning on Mar 17th.
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Presentation Transcript
WELCOME TO THE COBAS (CAMRA S ONLINE BRANCH ACCOUNTING SYSTEM) TRAINING 17-Mar-25 1
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 17-Mar-25 2
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 17-Mar-25 3
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 17-Mar-25 4
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: Income & Expenditure Closing Balance Sheet Opening Balance Sheet Income 2500 Cash 1500 Cash 500 Costs (1500) Surplus 1000 Reserves 1500 Reserves 500 17-Mar-25 5
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 Income & Expenditure Closing Balance Sheet Cash 750 Income 2500 Cash 600 Costs (1500) Debtor 500 Margin 1000 Remit (600) Creditor (250) Creditor (200) Reserves 500 Surplus 400 Reserves 900 17-Mar-25 6
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 17-Mar-25 7
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 17-Mar-25 8
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 - 600 Total Contribution 5,340 4,380 960 Operating Expenses 460 (460) Branch Surplus 5,340 4,840 500 Remittance 500 (500) Retained Surplus 5,340 5,340 0 17-Mar-25 9
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 17-Mar-25 10
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 17-Mar-25 11
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 17-Mar-25 12
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 17-Mar-25 13
COBAS TRAINING Summary of Festival Transactions Opening Cash 100 Opening Bank: 1500 Tfr float 5000 Receive loan 5000 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 21,800 20,750 1,050 Closing Cash: 100 Closing Bank: 7,550 17-Mar-25 14
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 2,650 17-Mar-25 15
COBAS TRAINING Debtors / Creditors Debtors 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 17-Mar-25 16
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 17-Mar-25 17
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 17-Mar-25 18
