I need help too! Critter sounds like you are the woman. Can you help get me started? I am not sure how things should be set up on the accounting system. I use Quickbooks but I am not sure I have set things up correctly. I keep wanting to set things up so that you see the income and then the COGS on the fundraiser item, i.e. Carnival income and the cost of supplies. Then show the Net Income. I am just not sure this is proper. I know it wasn't done that way in the past. Can you guys help?

WildcatMom, shoot me an email at This email address is being protected from spambots. You need JavaScript enabled to view it.. I had a similar situation and I might be able to offer some advice to help you get on track without stressing too much.

Hello, I hope this is the right place to post my question. I am a NEW Vice-Pres, just elected Oct.11, 2004....yeah that is another story! We have a MAJOR problem. The former Treasurer will not turn over the checkbook or step down out of her position. The New Treasurer wants everything turned over to her now that she is OFFICIALLY the Treasurer. There is alot of discussion among the PTO members going on about why she is not willing to turn it over. Okay now some history behind this PTO. The last meeting in May there was talk about not having a PTO because lack of participation/low membership. Well the PTO has been ran by only a handfull of members and that has a HUGE roll in why the membership/participation is lacking. We just had our FIRST meeting for this school year Oct.11 to vote in officers. The Former Treasurer has had 5 months to prepare for this. Our PTO has no by-laws and lacks organization. There is more to this story but I will continue if needed! AWESOME SITE.

We had the same problem with money not being counted and sent with someone to the bank. When I cleaned out the cabinet last May, I found about $500 in several different envelopes and had no clue what it was from. Now, only PTO members or specific volunteers count fundraisers and they are always double checked by the treasurer and a deposit slip is made to accompany it. I also received several boxes of papers that I still can't figure all out, but the school realized I needed space to keep PTO records which helped a lot.

Here is a retention schedule I use for work; took out anything employment related. Hope it helps!

Accident reports/claims (settled cases) 7 years
Accounts payable ledgers and schedules 7 years
Accounts receivable ledgers and schedules 8 years
Audit reports Permanently
Bank statements 4 years
Capital stock and bond records: ledgers, transfer registers, stubs showing issues, record of interest coupons, options, etc
Permanently
Cash books Permanently
Charts of accounts Permanently
Checks (canceled checks for important payments, special contracts, purchase of assets, payment of taxes, etc Checks should be filed with the papers pertaining to the underlying transaction)
Permanently
Checks (canceled except those noted above) 7 years
Contracts and leases (expired) 7 years
Contracts and leases still in effect Permanently
Correspondence, general 2 years
Correspondence, legal and important matters
Permanently
Correspondence, routine with customers/ vendors
2 years
Deeds, mortgages and bills of sale Permanently
Depreciation schedules Permanently
Financial statements (year-end, other months optional) Permanently
General ledgers, year-end trial balances Permanently
Insurance records, current accident reports, claims, policies, etc
Permanently
Internal audit reports (miscellaneous) 4 years
Inventory records 7 years
Invoices to customers or from vendors
7 years
Minute books of directors, stockholders, bylaws and charter Permanently
Petty cash vouchers 4 years
Property records, including costs, depreciation reserves, year-end trial balances, depreciation schedules, blueprints, and plans
Permanently
Purchase orders 4 years
Sales records 7 years
Stock and bond certificates (canceled)
Permanently
Tax returns, revenue agents' reports, and other documents relating to determination of income tax liability
Permanently
Vouchers for payments to vendors, employees, etc (includes allowances and reimbursement of employees, officers, etc, for travel and entertainment expenses)
7 years

Critter is definetly the one to go to if you need treasurer forms. She sent me hers about 3 years ago and we use the religiously! Thank you very much Critter!!!!!