THE LIBRARY 
 
 OF 
 
 THE UNIVERSITY 
 
 OF CALIFORNIA 
 
 HENRY RAND HATFIELD 
 MEMORIAL COLLECTION 
 
 PRESENTED BY 
 
 FRIENDS IN THE ACCOUNTING 
 
 PROFESSION 
 
nn Eu^L.c. Ave. 
 
 
 EXPLANATION 
 
 Uniform System of 
 
 Accounting 
 
 b u k 
 
 Sigma Phi Epsilon Chapter 
 
 Compiled by 
 OTTO (t, REUMAN j. CALVIN GRIFFIN 
 
I Digitized by the Internet Archive 
 Ls^ in 2007 with funding from 
 Microsoft Corporation 
 
 www.archive.ora/details/exDlanationofuniOOreumrich 
 
EXPLANATION 
 
 OF 
 
 Uniform System of 
 
 Accounting 
 
 FOR 
 
 Sigma Phi Epsilon Chapter 
 
 Compiled by 
 OTTO G. REUMAN J. CALVIN GRIFFIN 
 
PREFACE 
 
 Although we are a fraternal organization, and not a business enterprise, 
 yet there are always some business transactions necessary for any 
 co-operative group, and the better and more systematically we can handle 
 these transactions, the better organization we can have. 
 
 With the increase of chapters and consequent development of Sigma Phi 
 Epsilon, it becomes more and more necessary to systematize the work, for 
 one chapter to help the other in giving over its experience and for the grand 
 oflGicers to help us get the best results with the least work, and thus make 
 it easy for new chapters to get a financial start and not necessitate a new 
 treasurer, year after year, to find out by hard knocks the best way of keeping 
 his records 
 
 This need for a Uniform System of Accounting for the Fraternity Chapters 
 has been felt for some time, and several attempts have been made to get 
 some system in use, but without results. At the Conclave in Detroit, August, 
 1912, a committee consisting of 
 
 F. S. Desloge, Indiana Alpha: 
 
 E. G. Brown, Delaicare Alpha; 
 
 W. F. WiNGETT, Delaware Alpha, Grand Treasurer; 
 
 O. G. Reumaxx, ISlew York Alpha, Chairman., 
 
 decided upon a general plan and left the detail to be carried out by our 
 Grand President, Brother Griffin, and myself. 
 
 During the session of 1913-14 an up-to-date system was compiled and 
 the books printed. This system has been compiled to cover conditions in 
 all chapters, and thus many chapters will not have use for all books and 
 forms, but this should in no way confuse any such chapters. It has not 
 been compiled with the idea of making work for the chapters, but to facilitate 
 the work of both the Local Chapters and the Grand Chapter; it enables 
 chapters to know what is owed them by the brothers and what they owe as 
 a chapter, and further enables the chapter treasurer to make out, with ease, 
 the monthly report for the grand secretary, as complying with the by-laws and 
 constitution, section 34. It is not my claim that the system is perfect, but 
 it does give the results desired with the least amount of work, and gives a 
 general start on the Uniform System idea. 
 
 I take this opportunity to acknowledge the invaluable assistance and 
 material help of our grand secretary, Brother W. L. Phillips; also to our 
 grand president. Brother J. C. Griffin, for his valuable suggestions, and to 
 the committee in general. 
 
 This little booklet has been gotten up by Brother Phillips and myself 
 to facilitate the handling of the system, and is a complete explanation of 
 every possible entry that it is necessary to make in any book. 
 
 Hoping that this system will help to give each chapter a better 
 appreciation of its financial conditions, I am, 
 
 Fraternally, 
 
 Otto G. Reumann, 
 
 Chairman, 
 129 Lexington Avenue, 
 New York City. 
 
HFSG 8 la 
 
 PART I. 
 
 CLASSIFICATION OF BOOKS 
 
 BUDGET. 
 
 MEMBERS' ACCOUNTS. 
 
 CASH. 
 
 ACCOUNTS PAYABLE. 
 
 MISCELLANEOUS. 
 
 Form No. 1 (Budget) Estimated Receipts 
 and Disbursements for year. 
 
 Form No. 3— Weekly Record of boarders. 
 
 Form No. 4 — Members' Record of charges, 
 four years. 
 
 Form No. 6 — Members Ledger for four years. 
 
 Form No. 7 — Monthly Summary of members 
 accounts. 
 
 Form No. 10 — Members Receipts. 
 
 Form No. 11— Fraternity Special Accounts 
 Payable. 
 
 Form No. 8— Cash Book (Record of cash re- 
 ceived). 
 
 Form No. 13— Check Book. 
 
 Form No. 9 — Cash Book (Cash paid record). 
 
 Form No. 2— Accounts Payable Voucher. 
 Form No. 5 — Record of Voucher Accounts 
 
 Payable. 
 
 Form No. 12— Journal. 
 
 iviSiaJiSO 
 
PART II 
 LIST OF BOOKS 
 
 Form No. 1 — Budget (Estimated Receipts 
 and Disbursements for Year). 
 
 Form No. 2 — Accounts Payable Voucher. 
 
 Form No. 3 — Weekly Record of Boarders. 
 
 Form No. 4 — Members Record of Charges for 
 Four Years. 
 
 Form No. 5 — Record of Vouched Accounts 
 Payable. 
 
 Form No. 6 — Members Ledger for Four 
 Years. 
 
 Form No. 7 — Monthly Summary of Members 
 Accounts. 
 
 Form No. 8 — Cash Book (Record of Cash Re- 
 ceived). 
 
 Form No. 9 — Cash Book (Cash Paid Record). 
 
 Form No. 10 — Members' Receipts. 
 
 Form No. 11 — Fraternity Special Accounts 
 Pa3''ab]e. 
 
 Form No. 12 — Journal. 
 
 Form No. 13 — Check Book. 
 
PART III 
 EXPLANATION OF EACH FORM, OR BOOKS 
 
 GENERAL INSTRUCTIONS. 
 
 According to this system, all Funds are 
 handled by the Treasurer, who under the best 
 arrangement should be a Junior. There should 
 be an Assistant Treasurer, who should be 
 elected early in his Sophomore year to do the 
 bookkeeping and help the Treasurer. It is 
 necessary, absolutely, that this brother be au- 
 tomatically made Treasurer in his Junior 
 year. In this way you have two men in the 
 chapter who know the finances in case one 
 leaves the college. 
 
 This whole system is made with the idea of 
 including all the chapters, therefore we have 
 throughout the system the one idea of divid- 
 ing everything into three Departments: 
 
 Chapter Department, 
 
 Board Department, 
 
 House Department. 
 
CHAPTER DEPARTMENT 
 
 RECEIPTS. 
 
 DISBURSEMENTS. 
 
 INITIATION. 
 
 PER CAPITA DUES. 
 
 Chapter Department. — This division is used 
 by every Chapter, and is supported by: 
 
 Initiation Fees, Receipt Account No. 1. 
 
 Monthly Dues, Receipt Account No. 2. 
 
 Assessments (Fines, Banquet charges, etc), 
 Receipt Account No. 5. 
 
 Gifts to Chapter, Receipt Account No. 7. 
 
 Expenditures are made €rom this Depart- 
 ment (supported by money received) as fol- 
 lows: 
 
 Initiation to Grand Chapter, Expense Ac« 
 count No. 1. 
 
 Per Capita Dues to Grand Chapter, Expense 
 Account No. 2. 
 
 CHAPTER DEPARTMENT MISCELLANEOUS. 
 
 Chapter Department Miscellaneous, includ- 
 ing "stationery and stamps" and "rushing" 
 and entertainment," etc. Expense Account 
 No. 9. 
 
BOARD DEPARTMENT 
 
 RECEIPTS. 
 
 DISBURSEMENTS. 
 
 Board Department. — This Department is 
 used when the Fraternity runs a Fraternity 
 table, in other words if the Fraternity is re- 
 sponsible for the collection of board and the 
 payment of bills incurred, then this Depart- 
 ment is used. 
 
 Receipts for this department are received 
 from but one source, and that is money re- 
 ceived in payment of board by members who 
 are either regular boarders by the week or ir- 
 regular boarders. This is Receipt Account No. 
 3. 
 
 Disdursements. — All disbursements are 
 vided under three headings, namely: 
 
 di- 
 
 Expense Account, No. 4, for provisions, which 
 include "groceries, vegetables, meat, dessert, 
 etc." 
 
 Expense Account No. 7 for cook, including 
 cook's salary and board, Manager's board and 
 Waiters' board. 
 
 Expense Account No. 10, board disburse- 
 ment, Miscellaneous, including "laundry and 
 new linen, etc. 
 
HOUSE DEPARTMENT 
 
 RECEIPTS. 
 
 DISBURSEMENTS. 
 
 House Department. — This Department is 
 used in case you have a Fraternity House, or 
 in cases where the Fraternity receives money 
 from members for rooming purposes. 
 
 Receipts are from two sources: 
 
 First, Receipt Account No. 4, from room 
 rent, either regular or irregular men; 
 
 Second, Receipt Account No. 8, Gifts for 
 the house. 
 
 Disbursements from this are divided into 
 five divisions: 
 
 Expense Account No. 3, house rent and hall. 
 
 Expense Account No. 5, furniture and fix- 
 tures. 
 
 Expense Account No. 6, servant. 
 
 Expense Account No. 8, water, heat, light. 
 
 Expense Account No. 10 1/^, House Depart- 
 ment — Miscellaneous, including "telephone and 
 telegraphing" and "reading matter," etc. 
 
FORM No. 1— BUDGET. 
 
 Form No. 1 Budget. — (Estimated Receipts 
 and Disbursements). This is an estimate 
 made in advance, estimating upon the basis 
 of the money received and expended in previ- 
 ous year, just how much money you expect to 
 receive during the current year and how much 
 you can accordingly appropriate to the various 
 expense accounts. For instance, if you are 
 running a house, you would have so much 
 money that you estimate you will receive dur- 
 ing the year from room rent. Accordingly, 
 you would begin to appropriate so much 
 money that you would spend for the necessary 
 things as servant, room rent, water, heat and 
 light, and then you would know how much 
 money you could appropriate for such things 
 as reading matter, furniture or things of that 
 sort. 
 
 This can be made out in the Spring, after 
 careful thought, by the Officers of the Chapter, 
 or early in the fall, estimating expenses of the 
 year, or if necessary can be estimated on the 
 basis of one-half year. The sheet is divided 
 into three departments: the chapter, board, 
 house, and they are used in accordance with 
 your requirements as to whether or not you run 
 a Fraternity table and have men rooming in the 
 Fraternity house. 
 
FORM No. 2.— ACCOUNTS PAYABLE VOUCHER. 
 
 Form No. 2. — Accounts Payahle Toucher.^ 
 When you incur any debt, as soon as you 
 know it is due, or when you receive any bill 
 against the Fraternity you should enter same 
 on Form No. 2, filling in the Chapter's name. 
 State and City (use rubber stamp) filling In 
 "in account with" the name of the man whom 
 you owe. 
 
 If the original bill has been sent you, at- 
 tach same or else itemize it on the voucher 
 itself in detail. On the bottom of this form, 
 you will notice the 0. K. No. 1, which is to be 
 filled in by the initials of the man who 
 vouches for goods received. In Space No. 2, 
 the initials of the man who approves price, 
 etc., are put in. The voucher is entered 
 later on "Accounts Payable Record," and 
 when paid this voucher is again taken 
 out of unpaid file, at which time, you fill in 
 Space No. 3, having it approved, according to 
 your By-Laws by either the Treasurer or Presi- 
 dent, or both. Use Space No. 4 for the date 
 paid, Space No. 5 for the check number, which 
 pays the voucher. When voucher is first 
 entered, it is folded and on the outside you 
 will fill in consecutively, beginning with No. 
 1, the Voucher Number, also fill in "amount 
 of the voucher" "in whose favor it is," the 
 "month that it was entered," and under "Dis- 
 tribution of Accounts," you charge it to one 
 of the named Expense Accounts, accordingly 
 as to whether it is chapter Department, ex- 
 pense incurred, or some other department. 
 
 There is no provision under "Distribution of 
 Accounts" on outside of Voucher for Account 
 No. V2 "Special Account" but you can mark 
 "Account V2 Special Account" at extreme 
 bottom of Distributions. 
 
 10 
 
FORM No. 3,— WEEKLY RECORD OF BOARDERS. 
 
 Form No. 3. — Weekly Record of Boarders. — 
 This form is used only by those chapters hav- 
 ing Fraternity Table, and can be kept in the 
 dining room or kitchen by the steward or 
 waiters. 
 
 It is kept simply to get a record of irregular 
 boarders, allowing the steward to fill in the 
 date and the meal at which member was at 
 the Chapter House. This is totalled at the 
 end of the week by the steward, and should be 
 handed over to the Treasurer who charges 
 them respectively to the members. 
 
 11 
 
FORM No. 4.— MEMBERS RECORD OF CHARGES FOR FOUR 
 YEARS. 
 
 Form No. 4. — Members Record of Charges 
 for Four Years. — This record is simply a de- 
 tailed record of all charges made to any 
 brother for the whole four years at college. 
 As soon as there are any charges to a brother, 
 he should be given a page filling in the Local 
 Membership number (which should run along 
 consecutively unless you have pledges who 
 have charges), also filling in the General Mem- 
 bership number. If he is a first-year man, 
 then you use columns for example, this year, 
 you would fill in under "First Year," college 
 year, as it would now appear, namely 1913-14. 
 Charges are made to this sheet as follows: 
 
 For Initiation. — There should be but one 
 charge under this head. 
 
 For Dues. — Fill in here tbe amount that 
 you charge for dues each month. 
 
 For Board. — If there are any charges fo-r 
 table board, it is put under Column headed 
 "For Board." It is in this column that ir- 
 regular boarders are charged from Form No. 3. 
 
 "Exp." means "Explanation" — in case the 
 amount charged for board is greater or less 
 than usual, and you wish to account for it 
 by saying "one or two meals out" or the like, 
 you make memo. here. 
 
 Under the heading "For room" charge is 
 made as soon as it is incurred either charg- 
 ing by the week, month or quarterly. 
 
 The Column headed ''For Assessments" is 
 to be used for fines, banquets, fees or any 
 other charge to members. "Exp." means "Ex- 
 plantation and should be used to give the de- 
 tail of the charge viz. "fine for absence." 
 
 You will notice that each month is divided 
 on left hand margin into five periods of the 
 month. These are for the week endings, and 
 charges are entered by filling in under 
 "(date)" the day of the end of the week of 
 the charge you are making. 
 
 END OF MONTH. 
 
 At the end of the month, all these charges 
 are totalled for the month and are posted to 
 Form No. 6 "Members Ledger," individual 
 totals of all debts. 
 
 12 
 
FORM No. 5.— RECORD OF VOUCHED ACCOUNTS PAYABLE. i 
 
 Form No. 5. — Record of Vouched Accounts 
 Payable. — When a bill is incurred against the 
 chapter for any indebtedness, as was stated 
 above, a voucher is filled out on Form No. 2. 
 This voucher is then entered on the above 
 named "Vouched Accounts Payable Record." 
 The page runs across the entire book, using 
 two sides of book. It is divided into three d^ 
 partments exactly as is Form No. 2, namely 
 Chapter, Board and House Dejyartments. On. 
 entering vouchers, you enter; beginning at the 
 left hand side, the "name of the creditor," 
 "Voucher number," and total "amount of 
 voucher," then this amount is charged up 
 under one of the sub-headings of either one of 
 the three Departments (same as outside of 
 voucher Form No. 2). > 
 
 TOTALING 
 
 . . Totaling. — See page 15 for totaling sheet at 
 end of month. 
 
 13 
 
EXPLANATJON OF EXPENSE ACCOUNTS 
 
 E'xplanation of Expense Accounts as found 
 on Voucher Form No, 2. 
 
 All expenses go under one of three heads, 
 Chapter, Board or House. If you do not run 
 chapter table, you have no charges for Board 
 Department expenses. 
 
 If you do not have Fraternity house or rent 
 one, you have no charges for House Depart- 
 ment. 
 
 Every chapter uses Chapter Department. 
 
 CHAPTER DEPARTMENT. 
 
 Expense Account No. 1. — Here you charge 
 $10.00 sent to Grand Chapter. 
 
 Expense Account No. 2. — Here you charge 
 $4.00 per capita tax sent to Grand Chapter. 
 
 Expense Account No. 9 A. — For all stationery 
 and stamps used by Secretary for Fraternity. 
 
 Expense Account No. 9B. — Charge rushing 
 and entertaining of Fraternity visitors. 
 
 INSTALLATION. 
 
 Expense Account No. 9C. — Charge Delegate's 
 to Conclave or to installation paid by Chapter, 
 
 Expense Account No. 9D. — Any books for 
 Fraternity library. 
 
 Expense Account No. 9E. — If you have meet- 
 ing place, then charge amount here. If you 
 meet in Chapter House, and wish to, you can 
 make a certain amount as part of rent you 
 pay and charge this to 9E so that it will be 
 covered by dues (to cover expenses of part 
 of house used by all members). 
 
 Expense Account No. 9F. — Any gifts or items 
 of charity voted by the chapter as a whole. 
 
 Expense Account No. 9G. — This is for all 
 ether expenses which are to be covered by all 
 members and are of a general Fraternity in- 
 terest. 
 
 14 
 
EXPENSE ACCOUNTS 
 
 BOARD DEPARTMENT. 
 
 Used only by chapters having Fraternity 
 table. 
 
 Expense Account No. 4A. — If you wish to 
 know how much money is spent for meat, des- 
 serts, etc., separate, then use respectively ac- 
 counts No. 4A-B-C-D-E'. If not then use 4A 
 and enter all provision bills here. 
 
 Expense Account No. 7. — Here you enter the 
 cook or any kitchen help's salary. If you give 
 the cook or kitchen help board free of charge 
 (as a return for service) then make out a 
 Voucher, Form No. 2, at the end of week or 
 month for amount or cost of this board. Draw 
 check to "cash" to pay Voucher and enter 
 through Members' Receipt Form No. 10 as cash 
 received. 
 
 Expense Account No. IB. — Same as Expense 
 Account No. 7A. (Manager's Board) Jr. 
 
 Expense Account No. 7C. — Same as Expensa 
 Account No. 7A. (Waiter's Board) Jr. 
 
 Expense Account No. lOA is for new table 
 linen and laundry of table linen, waiters coats 
 and things for kitchen or dining room. 
 
 Expense Account No. lOB, is for kitchen 
 utensils, dishes and silver used in dining room 
 and kitchen. 
 
 Expense Account No. IOC. — If you buy 
 kitchen coal for special kitchen stove, it should 
 be charged here. If you do not buy separately 
 and yet use the coal ordered by Fraternity, 
 theii you should either charge this to Expense 
 Account IOC directly by mouth or season or 
 else include it in the amount you charge for 
 rent under Account lOD. 
 
 Expense Account No. lOD. — This is for an 
 estimated amount which you charge Board for 
 light, repair, and proportionate rental of din- 
 ing room and kitchen. You can make charge 
 Quarterly or Monthly or Yearly. The charge 
 is entered Form 2 Voucher, charged against 
 this account. Check is made payable to 
 "Cash" and is then entered as cash received 
 using Form No. 10 and entering same as Room 
 Rent the same as if brother was paying rent 
 for that room. In other words, the kitchen 
 is paying you room rent. 
 
 Expense Account No. lOE, includes all 
 charges to Board Department not included in 
 any of above Board Expense Accounts. 
 
 15 
 
EXPENSE ACCOUNTS 
 
 HOUSE DEPARTMENT. 
 
 (Used only when have rooms in Chapter 
 House.) 
 
 Expense Account No. 3, is for House Rent. 
 
 Expense Account No. 5, is for any charges 
 of furniture or large articles for the house. 
 
 Expense Account No. 6, is for charges of 
 servant for running house. 
 
 Expense Account No. 8A, is for water used 
 in house. 
 
 Expense Account No. 8B, is for coal used in 
 house (see Expense Account IOC). 
 
 Expense Account No. 8C, is for electric light 
 or gas bills. 
 
 Expense Account No. lOi/^A, is for telephone 
 which is a house matter. Most charges for 
 telegrams are more apt to be for all active 
 members interest, instead of those living in 
 house, and if so should not be charged to this 
 account but to 9G. 
 
 Expense Account No. lOi/^B, is for reading 
 matter for the house. Tliis is charged to 
 House, because it is primarily for House Mem- 
 bers, but if you desire magazines, etc., to be 
 charged to chapter as a whole, then charge 
 same to Expense Account No. 9G, "Chapter De- 
 partment — Miscellaneous" or else include it in 
 amount you charge Chapter Department for 
 rent. 
 
 Expense Account No. IQi/^C, is for plumbing 
 done in house. 
 
 Expense Account No. lOi/^D, is for all items 
 such as wall papering, repairs about house and 
 small house furnishings of too small account 
 to put in as Furniture. 
 
 Expense Account No. IQi/^E, is for any 
 chapter wishing to set aside a certain amount 
 each month to start a sinking fund for build- 
 ing house or to sot asid« money for a piano 
 or for furniture or the like. 
 
 Expense Account No. IQi^F, is for any mis- 
 cellaneous charges to House Department. 
 
 16 
 
EXPENSE ACCOUNTS 
 
 SPECIAL ACCOUNTS PAYABLE. 
 
 TOTALING RECORD. 
 
 All "Special Accounts Payable," Form No. 
 11, at the time the note is issued must have 
 a Voucher No. 2 filled out for them. This is 
 entered on its "Vouched Accounts Payable 
 Record" just as any other obligation but is 
 entered on "Account No. i^, "Special Accounts 
 Payable," at the right of the sheet. 
 
 One page of Vouched Accounts is used each 
 month, regardless of the number of vouchers 
 that are entered for month, unless there are 
 more vouchers than enough to fill one page, in 
 which case a full page is given to the balance. 
 At the end of the month, this sheet is totaled at 
 the bottom as follows: 
 
 1. The total for the sheet. If more than 
 one sheet has been used during the month, 
 the total of these is entered on line No. 1 
 (Grand Total Account Payable for month). 
 To this is added in Line No. 2, "the amount 
 due and unpaid last month," which is taken 
 fT-om the last row of figures on the same 
 "Vouched Accounts Payable Record" for the 
 previous month, adding the two together you 
 will get the total, which is filled in Line No. 
 3; then from the cash book, we get from 
 "Cash Paid Record," Form No. 9, at the bot- 
 tom of the page under "Distribution of Money 
 Paid for Amount Due at last report" and 
 under "Distribution of Money Paid for 
 Amount Due for Current Month" we fill in on 
 Form No 5 "Amount Paid during Month." 
 Subtracting this from Line No. 3, we get 
 "Amount Due and Unpaid." This gives us in- 
 formation for "Liabilities" on Page No. 4 of 
 the Monthly Report, using Liability Account 
 Numbered as stated on last line of Form No. 
 5, which corresponds to the left hand margi- 
 nal liability number on page 4 of the Monthly 
 Report under the head of "Liabilities" The * 
 (star) found at bottom of this record calls at- 
 tention to fact that when there is more than 
 one expense item under an expense number 
 then they are added together and instead of 
 adding Line 1 and 2 under Column "station- 
 ery and stamps" and likewise Line 1 and 2 of 
 "Rushing Expense;" you add lines 1 and 2 of 
 columns 9A, 9B, 9C, 9D, 9B, 9F and 9G to- 
 gether and put sum total is printed opposite 
 line 3. The reason for this is that "Cash Paid 
 Record," Form No. 9 does not subdivide "chap- 
 ter department Misc." (Acct. 9 A, B, C, etc.) 
 but speaks of them all as Acct. 9 (Chapt. Dept. 
 Misc.) The same applies to Accounts 4, 7, 10, 
 8 and 10 Vs. 
 17 
 
FORM No. 6.— MEMBERS' LEDGER FOR FOUR YEARS. 
 
 Form No. 6 — Members' Ledger for Four 
 Years. — As soon as any brother or pledge be- 
 comes indebted, he is given a page, name is 
 filled in together with both the Membership 
 Number (Chapter) and General Membership 
 number; accordingly also you use either the 
 first, second, third or fourth year column ac- 
 cording to his year in college and as you have 
 done in Form No. 4 under the head "First 
 Year, Second Year," etc. At the tnd of the 
 month, you post all TOTAL OF CHARGES on 
 Form No. 4, "Members' Record of Charges" to 
 the respective debits (Dr.) on Form No. 6, 
 "Members' Ledger" — For instance, if a brother 
 had several charges for board as itemized on 
 Form No. 4, the total of same would be posted 
 on Form No. 6, "Members' Ledger" under col- 
 umn "D" called "Board" in Column marked 
 "Dr." (Debit). 
 
 At end of month the CREDITS are taken 
 from the "Cash Received Book," Form No. 8, 
 and are posted in total under credit to which 
 it should apply as of "Dues, Board, Room, etc." 
 Then all these "Debits" (Dr.) under Column 
 A, B, C, D, E and F are totaled and put in 
 Col. G under the head of "Total Debits, in- 
 cluding Col. B." 
 
 Credits of course are added in like manner 
 (totaling credits of column A, B, C, D, E and 
 F) and entered in Col. H, under head of "To- 
 tal Credits for Month." Col. "H" is then sub- 
 stracted from "G," giving us the debit balance, 
 which is entered "Balance Due" under Col. 
 I; the column "Credit Balance" is never used. 
 Any money paid in advance is entered in col- 
 umn called "Memo. Column" at the extreme 
 right, and is simply used as a memorandum to 
 show any money paid in advance, which has 
 not been applied for current indebtedness. At 
 the end of each month, the balance due, for 
 instance for February in Col. "I" under head 
 of "Dr. Balance," is entered in March under 
 Column B "Balance Due and Unpaid at Last 
 Report for all Causes" under (Debit) Dr. 
 
 18 
 
FORM No. 7.— MONTHLY SUMMARY OF MEMBERS' ACCOUNTS. 
 
 Form No. 7 — Monthly Summary of Members* 
 Accounts. — At the end of each month after the 
 month's work has been closed on Form No. 6, 
 Members' Ledger, as instructed above, then a 
 summary is made of all the members as owing 
 on Form No. 6. This is simply summarizing 
 all of the sheets of Form No. 6, and when 
 totaled at the bottom, is an exact duplicate of 
 page 3 of the Monthly Report which is sent 
 to the Grand Secretary. At the bottom of this 
 form under "Totals for Month," sum of the 
 (debits) Dr. under Columns A, B, C, D, E and 
 F should equal the total of Debits (Dr.) under 
 "G;" likewise the sum of the (Credits) Cr. 
 under Columns A. B. C. D, E and F should 
 equal the total credits under "H." The dif- 
 ference, that is, the grand total of "H" sub- 
 tracted from "G" should give the debit bal- 
 ance under Col. I. This is a proof that work 
 has been done correctly. 
 
 There is no column J (money paid in ad- 
 vance), on Monthly Report to Grand Secretary, 
 but use extreme right hand margin. 
 
 In case you have any alumni who have left 
 college owing the chapter money, each such 
 alumnus should be given a full page on Mem- 
 bers' Ledger, Form No. 6. In the regular order 
 of things this will then be posted to Form No. 
 7, "Summary of Members' Accts." at the end 
 of the month and will accordingly appear on 
 page 3 of the Monthly Report. We ask you 
 however, to separate the active members ac- 
 counts from the alumni members accounts on 
 Form No. 7 and page 3 of the report. 
 
 19 
 
CASH BOOK 
 
 FORM No. 8.— CASH BOOK— (RECORD OF CASH RECEIVED). 
 
 Form No. S—Cash Book. — (Record of Cash 
 Received). — At the end of the month or as 
 frequently as necessary the Receipts, Form 
 10, money received from members is posted 
 on Form No. 8, Cash Book, date is filled in, 
 from whom received, Receipt number and all 
 money received is for one of two things; either 
 for current month, in which case it is put 
 under Initiation, Monthly Dues, Board, etc., 
 in Col. L, or else secondly, it should apply on 
 what was owed before the current month, then 
 it should be entered under Initiation, Dues, 
 Board, etc. in Col. K (Receipts to apply on ac- 
 counts due and unpaid at last report). 
 
 The total is entered under Column "Total 
 Received." 
 
 When any money is paid in advance, it is 
 entered under Column headed "Special Ac- 
 counts Payable." 
 
 No matter how many entries there are un- 
 less there are more than enough to fill one 
 sheet an entire sheet is given over to each 
 month. At the end of the month, the sheet is 
 totaled lenghtwise, and then 'the totals are 
 re-copied u]) and down under the head of 
 "Distribution of Receipts on last report. Col. 
 K." (I would hereby call your attention to the 
 fact that on the left hand side of the Cash 
 Book, right hand page (line 30 heavy type) 
 Form No. 8, Col. K, should read "Distribu- 
 tion of Receipts on Last Report." This 
 is a printer's error.) Likewise at the end of 
 the month, totals are carried down under the 
 head of "Distribution of Receipts on Current 
 Month," Along side of "Total Receipts dur- 
 ing Month," you fill in the amount of money 
 received hoth for current and last report dur- 
 ing month. After this the "Cash on hand at 
 last report" plus the amount above namely: 
 (Total Receipts During Month) giving you a 
 total of all money on hand at previous month 
 and received during month. This total should 
 agree with the final total on Form No. 9 
 "Cash Paid Record," and is a proof of your 
 cash being right. 
 
 Furthermore, you will find that the distri- 
 bution at the bottom of Form No. 8 "Cash Re- 
 ceived" is exactly what is necessary for Page 
 4 of the Monthly Report to the Grand Secre- 
 tary under "Chapter Cash Account" on leffi 
 hand side under the heading of "Receipts Dur- 
 ing Month." 
 
 20 
 
FORM No. 9.— CASH BOOK— (CASH PAID RECORD). 
 
 TOTALING. 
 
 CASH BALANCES. 
 
 Form No. 9 — Gash Book — (Cash Paid 
 Record). — This record comprises two pages 
 running all the way across the book. Entries 
 are made to this record from "Stub" of the 
 Check Book, Form No. 13, where postings are 
 made to the "Cash Paid Record," using the 
 voucher which is being covered by the check 
 and filling in the "date when paid," "to whom 
 paid," "check number," "voucher number," 
 and accordingly distributing it under one of 
 two headings, either under "Paid for Amounts 
 Due and Unpaid at Last Report" (First l^ 
 of record) or under "Paid for Amounts due 
 for Current Month," accordingly as it is for 
 a check which is paying a current debt or an 
 old debt. In case of check being made in pay- 
 ment of a "note paid in advance," Form No. 
 11, then it is distributed under No. i/^ "Spe- 
 cial Account Payable." One sheet is used dur- 
 ing the month no matter how many entries 
 are made unless there are a greater number 
 than can be contained in one page, in which 
 instance balance are given a full sheet. 
 
 At the end of the month sheet is totaled, and 
 the totals are distributed up and down in col- 
 ums under "Distribution of Money Paid for 
 amounts due and unpaid at last report," or 
 under "Distribution of Money Paid for 
 Amounts Due for Current Month," at which 
 time also you fill in the "total payments dur- 
 ing month," adding to this "Cash on hand at 
 this report" (which should be the amount of 
 cash you actually have on hand). Be sure to 
 count your cash. 
 
 The total of these two should agree with the 
 total as found in lower right hand corner of 
 Cash Received, Form No. 8. 
 
 The distributions at bottom of this sheet are 
 exactly what is required on page 4 of the Month- 
 ly Report to the Grand Chapter under "Chapter 
 Cash Account" under "Disbursements During 
 Month." 
 
 21 
 
FORM No. 10.— MEMBERS' RECEIPTS. 
 
 Form, No. 10 — Members Receipts. — When any 
 money is received for any purpose whatsoever, 
 it is entered upon this form, and a receipt is 
 given. Receipts are to be numbered consecu- 
 tively under receipt number, and when a 
 brother wishes to pay, it is best to refer to his 
 account and to see first of all whether it is 
 to apply "on last month or prior," "current 
 month" or "in advance," accordingly then it 
 is again divided as to whether he is paying 
 Initiation, Dues, Board or etc. In case some 
 of the money he is paying is to apply on 
 "Money Paid in Advance," it is not sufficient 
 to simply give this receipt, but a special form. 
 Form No. 11, "Special Accounts Payable," 
 must also be used. 
 
 At the end of the month, these stubs are 
 posted to Form No. 8, "Cash Received." 
 
 22 
 
SPECIAL ACCOUNTS PAYABLE 
 
 FORM No. n.— FRATERNITY SPECIAL ACCOUNTS PAYABLE. 
 
 Form No. 11 — Fraternity Special Accounts 
 Payable. — This form is used when any money- 
 is paid in advance, in other words when there 
 is no charge to cover money being received. 
 The note is issued as any promisory note ana 
 given to the brother as a note which you as 
 the Fraternity owe. The reason for this be- 
 ing handled in this manner is because the 
 Fraternity is not entitled to any money until 
 it is actually due at which time charge is 
 entered. If however money is paid in advance, 
 it is simply the same as a loan, thereby in- 
 curring a debt, which we cover by this note 
 and which must be entered as any debt, Form 
 No. 2, "Accounts Payable Voucher." 
 
 Whenever a brother wishes to have this 
 note apply on an indebtedness, which has since 
 become due, the Chapter Treasurer makes out 
 a check, Form No. 13, as though he were pay- 
 ing any bill, and thus he pays the bill which 
 has been incurred and entered at some previ- 
 ous time on Form No. 2, The check should 
 be endorsed by the brother who has the note, 
 and upon return of the note, this check is then 
 handled as any money coming in from him 
 for the time, and the receipt is then given 
 for the amount, Form No. 10. 
 
 23 
 
JOURNAL 
 FORM No. 12.— JOURNAL 
 
 Form No. 12 — Journal. — Under the present 
 system, and until further notice, there will 
 be practically no use for the Journal, unless 
 some of the chapters wish to use it as a Day 
 Book for record of some of their entries. 
 
 24 
 
CHECK BOOK 
 
 FORM No. 13.— CHECK BOOK, 
 
 Form No. 13 — Check Book. — This is a uni- 
 form check, to be used by our chapters and 
 are numbered consecutively. No check is to 
 be made unless there is a voucher which has 
 been regularly entered to cover it. Further, 
 nothing is to be paid except by check. 
 
 The check as will be noticed on left hand 
 side is filled in by the date of invoice and 
 amount, and thus when properly endorsed does 
 not require any further receipt. The Bank, 
 State and City should be filled in by the name 
 of the Bank where you have your deposit, 
 checks should be signed by the Chapter Treas- 
 urer. In some cases, it is customary to have 
 these checks approved by the President. Op- 
 portunity has been thus afforded for doing 
 this, but in case some of the chapters do not 
 wish to have this approved, it will be best 
 either for the chapter Treasurer to sign his 
 own name in space as President, or else to 
 mark "not used." The stub of the check book 
 should contain the "number of check," "date," 
 "to whom paid," "date of invoice and amount" 
 and "voucher number." 
 
 At the end of month, postings are made from 
 these stubs to the Cash Paid Record, Form No. 
 9. 
 
 25 
 
PART IV. 
 MONTHLY REPORT 
 
 Pages 1 and 2 are filled out by the Secretary 
 as usual. Page 3 is an exact copy of Form 
 No. 7, "Monthly Summary of Members' Ac- 
 counts." 
 
 Page No. 4, Chapter Cash Account. — "Re- 
 ceipts During Month" — This is an exact copy 
 of the distribution as shown at the bottom of 
 sheet of Form No. 8, "Cash Received Record." 
 
 ''Disbursements During Month." — This is an 
 exact copy of disbursements at the bottom of 
 Sheet Form No. 9, "Cash Paid Record." 
 
 Page No. 4, Financial condition of chapter, see 
 page 25 of instructions. 
 
 26 
 
MONTHLY REPORT 
 
 FINANCIAL CONDITION 
 OF CHAPTER 
 
 ASSETS. 
 
 "CASH ON HAND. 
 
 Assets. — Estimate, if you have any, the value 
 of Chapter House and lot, or household furni- 
 ture and insert accordingly opposite Lines 19, 
 20. or 21. 
 
 "Cash on Hand.'' — This is taken from line 
 14 under Col. P. and is inserted here, or bot- 
 tom of Form 9, "Cash on hand this report." 
 
 'ACCOUNTS RECEIVABLE." 
 
 'BILLS RECEIVABLE/ 
 
 "INTEREST. 
 
 "LIABILITIES." 
 
 ''Accounts Receivable." — This is taken from 
 page 3 of the Monthly Report, a total of col- 
 umn I, "Balance due by members." 
 
 ''Bills Receivable." — This is to include any 
 notes due to the chapter. 
 
 ''Interest." — This is for any interest on any 
 debt which is owed to the chapter; totalling 
 this gives you the total Assets. 
 
 "Liabilities". — Liabilities are taken from the 
 last line of Form No. 5, "Record of Vouched 
 Accounts Payable," and are accordingly filled 
 in, as Liability Account number of Form No. 
 5 corresponds with the line number on left 
 hand edge of page 4 of Monthly report under 
 Liabilities. The total gives Total Liabilities, 
 and the difference between Total Assets and 
 Total Liabilities should give the Net Assets of 
 the Chapter. 
 
 27 
 
PART V. 
 INSTRUCTIONS CLASSIFIED 
 BY TRANSACTIONS 
 
 MEMBERS. 
 
 CHARGES. 
 
 PAYMENTS. 
 
 ADVANCE PAYMENTS. 
 
 NOTES DUE. 
 
 When Members Have Charges, they are first 
 to be entered in detail on Form No. 4, Mem- 
 bers Record of Charges, putting it under the 
 man's college year, and opposite the month for 
 which it is incurred. 
 
 When a Member Pays, refer to his page in 
 Form No. 6, Member's Ledger, to ascertain 
 what his account shows he owes, accordingly, 
 then receipt is given, Form No* 10, which is 
 divided into either "Last Month," "CuiTent 
 Month," or "In Advance." Part of this money 
 is paid in advance, then a note Form No. 11 
 must be given. Under "Last Month" or "Cur- 
 rent," it is necessary to show whether money 
 received for fees or board, etc. 
 
 When Money is Paid in Advance, either as 
 part of a payment including current month 
 charge or a direct payment in advance, a note 
 must be given, Form No. 11, "Special Accounts 
 Payable." This is then entered on Form No. 
 2, "Accounts Payable Voucher," and charged 
 to "Special Account" No. Yq on ''Record of 
 Mouched Accounts Payable" Form No. 5. 
 
 When Notes Become Due, when these notes 
 become due, Form 11, in other words, when 
 you have a charge to offset money paid in 
 advance, you get note from brother who has 
 paid in advance, then make check to pay your 
 voucher covering this note. This check is then 
 endorsed by the brother who has paid in ad- 
 vance and you enter it on Form No. 10 just 
 as though money were being received for the 
 first time. 
 
 28 
 
INSTRUCTIONS, CLASSIFIED^ 
 BY TRANSACTIONS 
 
 CASH. 
 
 FORM No. 8-"CASH RECEIVED RECORD." 
 
 Form No. 8, "Cash Received Record" is got- 
 ten from posting the stubs of Members' Re- 
 ceipts, Form No. 10. 
 
 FORM No. 9.-"CASH PAID RECORD." 
 
 Form No. 9, "Cash Paid Record" is taken 
 from stubs of Check Book, Form No. 13. 
 
INSTRUCTIONS, CLASSIFIED 
 BY TRANSACTIONS 
 
 ACCOUNTS PAYABLE. 
 
 WHEN A BILL IS INCURRED. 
 
 Whenever a Bill is Incurred, enter bill or 
 attach same to Form No. 2, "Accounts Payable 
 Voucher." These are entered on Form No. 
 5, "Record of Vouched Accounts Payable." 
 These unpaid vouchers are filed consecutively 
 in Unpaid File until paid. This should agree 
 at end of month with "Amount Due and Un- 
 paid" at bottom of Form 5, "Accounts Pay- 
 able Record." 
 
 WHEN YOU WISH TO PAY FRATERNITY BILLS. 
 
 Whenever you Wish to Pay Fraternity Bills, 
 go to unpaid file and get voucher which you 
 wish to pay, after making check for same and 
 entering same on Form No. 5, "Accounts Pay- 
 able Record" under "settlement." Then it is 
 posted from the stubs of the Check Book, Form 
 No. 13, and voucher is filed consecutively with 
 the paid vouchers. When the check is re- 
 turned as being paid by the bank, same 
 should be filed with the voucher as being re- 
 ceipt thereof. 
 
 When you wish to make monthly report, see 
 the instructions as stated under "Monthly Re- 
 port," found in Part IV. 
 
 80 
 
AT END OF MONTH. 
 
 At End of Month 
 
 1. Post Form No. 3 to Form No. 4. 
 
 2. Post charges from Form No. 4, "Record of 
 
 Charges" to Form No. 6, "Members' 
 Ledger." 
 
 3. Post Members Receipts Form No. 10 to 
 "Cash Received," Form No. 8, 
 
 4. Post credits from Form No. 8 to Ledger, 
 Form No. 6. 
 
 5. Bring over totals of Members' Ledger, 
 Form No. 6, 
 
 6. Post summary of all accounts on Form No. 
 
 6 to Form No. 7. 
 
 7. Post Form No. 13, Check Book to Cash 
 Paid Record, Form No. 9. 
 
 8. Close bottom of sheet, Form No. 5. 
 
 9. Close bottom of sheet. Form No. 8. 
 
 10. Close bottom of sheet. Form No. 9. 
 
 11. Make Monthly Report and send it to Grand 
 
 Secretary. 
 
 31 
 
INDEX 
 
 Page 
 
 Part I. Classification of Books 1 
 
 Part II. List of Books 2 
 
 Part III. Explanation of Each Form or Books — 
 
 General Instructions 3 
 
 Chapter Department 4 
 
 Board Department 5 
 
 House Department 6 
 
 Form No. 1 — Budget 7 
 
 Form No. 2 — Accounts Payable Voucher 8 
 
 Form No. 3 — Weekly Record of Boardsrs Sf 
 
 Form No. 4 — Members' Record of Charges 10 
 
 Form No. 5 — ^Record of Vouched Accounts Payable 11 
 
 Explanation of Expense Accounts — 
 
 Chapter Department 15 
 
 Board Department 13 
 
 Hous8 Department 14 
 
 Special Accounts Payable 15 
 
 Totaling "Record of Vouched Accounts Payablle" .... 1.5 
 
 Form No. 6 — Memebrs' Ledger IG 
 
 Form No. 7 — Monthly Summary of Members' Accounts 17 
 
 Form No. 8 — Cash Book (cash received) 18 
 
 Form No. 9— Cash Book (cash paid) 19 
 
 Form No, 10 — Members' Receipts 20 
 
 Form No. 11 — Special Accounts Payable 21 
 
 Form No. 12 — Journal 22 
 
 Form No. 13--Check Book 23 
 
 Part IV. Monthly Reports 24 
 
 Monthly Report — 
 
 Financial Condition of Chapter — 
 
 Assets 25 
 
 Liabilities 25 
 
 Part V. Instructions, classified by transactions 2G 
 
 Members — 
 
 Charges 26 
 
 Payments 26 
 
 Advance payments 26 
 
 Notes Due 26 
 
 Cash — 
 
 Form No. 8 — Cash Rsce ived Record 27 
 
 Form No. 9 — Cash Paid Record 27 
 
 Accounts payable — 
 
 When bill is incurred 28 
 
 When you want to pay bill 28 
 
 At end of month 29 
 

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