My latest project has been working with the Kibo project leaders (Abraham, Ronald, and Ida) to standardize the way they track their income and expenses. I have met with each of them to determine how they currently keep up with their money and the types of things they spend their money on. Some things, such as transportation and meals, they have in common. But others, such as purchasing Mvule trees or drilling water wells, they do not.
After talking with them, I determined what to name our income and expense accounts, making sure that they are in line with the account titles in the Kibo Uganda Quickbooks. This will ensure that the reports they have and the reports Quickbooks gives are the same. For now, they will be keeping up with their expenses on their own, and the local accountant at The Source will be doing data entry with into Quickbooks (a measure of controls to ensure accuracy).
I am in the process of creating spreadsheets for Mvule, Water Source, and Women’s Empowerment where Abraham, Ronald, and Ida can each enter in their income and expenses and select the appropriate “category” (or account title) and village, if applicable. Then the spreadsheet will automatically total expenses and income by category and also by village & category. This will better enable them to see where their money is coming from and going.
I have finished a rough draft of the Mvule spreadsheet and have included a few screenshots. As you can see below, they can select from a drop down menu a list of predetermined account titles and villages.
Then, the spreadsheet automatically calculates expense and income totals by category:
And finally, it totals expenses by village and account category:
Those are just a few snapshots of what I’ve been staring at all week. But it will all be worth it when the project leaders are able to have better information that is reported in a meaningful way so that they can make better decisions about how to spend their resources.