banking Ledgers

[mohiahmed]

Hi there,



I work for a small/newish charity school and would really appreciate your help.

There are two aspects of the school I really want to improve and feel I have or can have enough skills myself to create a database.

1)I created a database already for a expense ledger which basically has all the cost centres and their respected budgets on one table and on another table all the expenses. The Key primary field would be the cheque number as this is unique at all times for each transaction. The problem I face with the expense ledger is that sometimes one cheque is issued for two separate orders from different cost centres. For example the Art department and Maths deprtment may order something from one company and hence we would just send out one cheque rather then two cheques. This however does make things more complicated for the database as you can have multiple items in one field but is there a way to assign a certain amount for one department and another cost to another department and is there a way that I can make my database make sure that the two have to add up to the cheque total? The reason I would want to seperate the two orders on one cheque is to track how much is being spent by each of the departments so that no one goes over their budgets.

2) I have a banking ledger which basically tracks every single income made by cheque or cash to our charity. It is currently in an excel file but I would prefer it to be in a database so that in future we can link payments to another table, for example "pupils." So everytime a parent pays and we update the table for banking the pupils record of payments auto updates. I am finding it hard to rack my brains around the way we currently use MS excel for our banking ledger.
I have attached the file we use for banking. So looking at it on the left side of the grey line we have our unique Primary key whcih is the receipt number and the most important aspect of the section is how our parent's have paid, i.e. cash or cheque. On the right hand side of the grey line details why the parents have paid the amount, e.g. for uniform and school fees. Having a database would clearly help the organisation track how much income we receive for each of the categories.
example banking ledger.zip

Can anyone help me to solve this one please? I would sooooo appreciate it!

Thank you.

[June7]

I am sure this could be accomplished but sounds complex.

I recommend you could consider an off-the-shelf accounting app like Quickbooks. Cost will be less than the time and frustration involved to build your own from scratch.

[mohiahmed]

As a charity funds are very low, so it would be better for us to make our own customised database.

I will look into Quickbooks though, thank you.