1. Activity Products - Manage the Website Products in Shopify as guided by Division Directors and the Sub-Committees in order to collect payments from members/customers. 

2. Apparel Range - Manage the website Clothing and Apparel range in Shopify. Manage all orders and member/customer enquiries for both RAVSTASS products and HDWD products. 

3. Manufacturing - Design products in Adobe Illustruator, and manage all stages; from product development, customer sales, batching to factory, QC and tracking to customer. 

4. Pay Invoices - Process invoices within due date. Guiding principal, is that we maintain positive cash balance, i.e. we collect cash from customers/members, prior to incurring invoices.  

5. Asset Register - Maintain the RAVSTASS Asset Register. 

6. Stock Register - Maintain the RAVSTASS Stock Register. 

7. Bank Accounts - Manage the RAVSTASS Bank Accounts IAW Rules of Association and previous Elected Committee Meeting Minutes, which includes monthly download of banking data, for input into the RAVSTASS Finance Database, for development of EOM and EOFY reports. All banking data is to be coded IAW the RAVSTASS Coding of Transactions. (BankSA Business line 133 800). 

8. Credit Card - Responsible for the RAVSTASS Credit Card, in order to effect online payments, payment of invoices, and postage for despatch of merchandise and apparel. Guiding principle, is to ensure only enough money is transferred onto the expenses account in anticipation of future costs, in order to limit the damage a fraudulent transaction would otherwise incur. 

9. EOM Report - Develop the EOM Finance Report for Elected Committee, Division Directors and designated Team/Event/Activity Leaders. The guiding principle, is that each sport/activity/event manages itself to achieve a modest surplus, and these surplus are recognised by RAVSTASS as an internal liability (i.e. we maintain the surplus balances on behalf of the teams/clubs/events/activites for their benefit). 

10. EOFY Report - Prepare the EOFY Finance Report IAW Rules of Association, for External Audit, and promulgate to website, as well as the next AGM. 

1. Shopify Backups.  
   * Backup Website Themes, via path: 
   * Backup Recovery Codes, via path: Manage Account > Security 

2. Backup Websites. Use WinHTTrack to backup the following sites:
   * www.ravstass.com
   * https://sites.google.com/view/ravstass 

3. Backup Instagram. 

4. Consolidate Backups. Save all of the above backups into the following GoogleDrive folder:
   \\ RAVSTASS - Google Drive\RAVSTASS 3 Secretary\Secretary - Chrono - Backups

5. Backup Google Drive. Once all of the above is consolidated, can then backup GoogleDrive to external Hard Drive and secure in Safe Deposit Box. 

1. Timing. Financial Year ends 30Jun IAW Rule 11.1. (Note that a new coded line item is created for HDWD Vending ending 31May each year, in order that all transactions can be processed in order to close line item prior to EOFY). 

2. Tasks. Complete EOM tasks as per EOM process.
3. Folder Structure. Complete build of folder structure to replicate previous FY. 

4. Asset Register Extended Audit. Conducted via members listed as responsible for loan items. Note that these members may be a team manager, and not necessarily the end user. Where loan is seemingly permanent, raise invoice to loanee. Where items are irretrievable, i.e. permanently lost/damaged, they are to be expensed from the Asset Register and coded against the activity that was the last user. After Asset Register is finalised, copy data to the Asset Register page. 

5. Downloads: 

* Download Banking (.csv) for Financial year. 

* Download Bank Statements (.pdf version) for Financial year. 

* Download Adobe Invoices (.pdf version) for Financial year. 

* Download Shopify Expenditure Invoices (.pdf version) for Financial year. 

* Download Shopify Orders (Unpaid Filter) for Debtors Balance. 

* Download any other evidence of recrurring income/expenditure that occurred in Financial year. 

* Screenshot Banking Interest summary screen for Financial year for all bank accounts. 

6. Preliminary Reporting. EOFY data is added to the Balance Sheet & Income Statement. Any explanations are added to the Notes section. 

7. ATO RAM. Check Authorisations in Relationship Authorisation Manager (RAM) at https://info.authorisationmanager.gov.au/.
8. ATO Online Services for Business. Complete NFP Self-Review Return at https://onlineservices.ato.gov.au/business/.  

9. External Audit - Preparation. IAW Privacy principles, review the respective FY Google Drive folder, to remove data columns of customer names, addresses, mobile phone numbers and other identifying private information from downloaded copies of the Online Sales database. 

10. External Audit - Folder Sharing. The Audit Folder for the respective FY only, is then shared on Google Drive, with read-only access. Advise Auditor that the accounts are prepared on a Cash Basis. 

11. External Audit - Conduct. Specific guidance on the Audit requirements,  including responsibilities of the Auditor and RAVSTASS are detailed in the: 

* Associations Incorporation Act 1985 (SA), and 

* Associations Incorporation Regulations 2008 (SA).
12. External Audit - Report. The External Financial Audit Report, is included as an Enclosure to the AGM Meeting Minutes. 

1. Minus 10 days to EOM: Forward any accrued balance from PayPal into the Incomes account, to zero the PayPal prior to EOM. 

2. Minus 5 days to EOM: Prompt members for purchases on Pre-Order. 

3. Plus 0 days from EOM:  

* Download Online Sales Data (.csv) 

* Download Online Banking Data (.csv)
* Download BasketballConnect Data > Finance > Payouts > Export Transactions (.csv) 

* Add downloaded data to the 'RAVSTASS Finance Reporting'.xls. 

* Copy respective formulas.
* Code all transactions IAW Coding Instructions.
* Note that for line items where discount is applied, check that all line items relate to same code. If not, then separate the discount component into a separate line item, in order to attribute correct coding.
* Note that website cash sales, will appear in the sales data as if payment was online. Therefore, when make cash deposit to bank account, code in same way as deposits from the website. 

* Review Stock Register and adjust based on stock quantities in the 'Available' collection (aka 'In Stock'). Conduct a physical if required (mandatory at EOFY). 

* Review Asset Register and adjust (Do not update the Asset Register web page, as this is an EOFY function). 

* Review Accounts Payable. Update this column with invoices that have not yet been paid but have been received or are expected.
* Review Redistributions column in order to zero HQ activity line items with a surplus, to cover HQ activity items running at a cost. For instance 'Donations' covering 'Postage.' The Redistributions column must have a total value of zero. The future aim, is that HQ items may run an extraordinary surplus, that not only covers all HQ aspects, but allows a surplus to be distributed to the Sports Divisions. A future process will be developed in consultation with Division Directors.
* Review Indicative Equity column. Note that the Intra-Liabilities figure on balance sheet, represents all the Divisional activity line items that are running as a surplus, in order to determine whether sufficient cash is held, should all Divisional line items make a claim against their surplus within same period. HQ surplus' are excluded.
* Check the Performance Report tab for any 'Error' amounts at top. Errors are likely attributable to missing coding.  
* Check the Trial Report tab against previous FY figures listed at published reports, to ensure no inadvertent changes were made to previously audited data. 

4. Plus 1 day from EOM: The EOM Performance Report is then saved from excel as a .pdf (black tabs only) and forwarded to the following threads: 
"RAVSTASS Big 4 Thread (Committee)" 
"RAVSTASS Division Directors (Committee)" 
"RAVSTASS MBBA Sub-Committee (Stadium Division)"
"RAVSTASS Line Item Leaders (Committee)"
"RAVSTASS Athlete Support Program (Committee)"
Backup the .xls folder and title as at EOM. 
5. Plus 2 days from EOM: Pre-Order batches are assembled and sent to factory to commence production. Review Pre-Order collection, and remove products not desired to display in the new month. 

Formula = Social Proof + Simple + Scarcity + Urgency + Risk-Free + Bonuses 

References:
https://simple.wikipedia.org/wiki/Rhetorical_Triangle 

1. Pre-Approval Required. Only pre-approved Invoices will honoured by RAVSTASS. 

2. Supplier Raises Invoice. Supplier raises invoice by addressing to:
   RAVSTASS Multi-Sport Association Inc
   RAVSTASS
   ABN 84 391 163 868
   PO Box 8040
   Rundle Mall
   Adelaide SA 5000
   www.ravstass.com
   treasurer@ravstass.com 

If a Supplier needs an Invoice Template - https://create.onlineinvoices.com/au
If a Supplier does not have an ABN due Hobby Income - https://www.ato.gov.au/forms-and-instructions/statement-by-supplier-not-quoting-an-abn
If a Supplier does not raise an Invoice - https://www.ato.gov.au/forms-and-instructions/recipient-created-tax-invoices 

3. Supplier Sends Invoice. To enable prompt payment, invoices are to be emailed to the Treasurer at treasurer@ravstass.com cc, ravstass@gmail.com 

4. Treasurer Pays Invoice. Invoice is saved with the relevant Financial Year Audit File, and the filename is dated to align with the date of payment.
   
   Treasurer Notes:
   * Forfeit Fine Manual invoices - Duplicate order #2263. Set due date to +1 week, since fines need to be paid, before incurring further forfeits, else team withdrawn. 

Reimbursements. RAVSTASS members seeking reimbursement are to email the RAVSTASS Treasurer with their receipt/invoice, description (to enable coding) and bank details to enable reimbursement. Only pre-approved reimbursements that are agreed will be paid. 

To: treasurer@ravstass.com 

Subj: Request for Reimbursement 

1. Reason. Please find attached receipt/invoice seeking reimbursement for payment made on behalf of the Association for the purpose of _____________. 

2. Amount. Accordingly, request reimbursement of $__________, be forwarded to the below detailed account. 

3. Banking. My bank details are: 

BSB: _ _ _ - _ _ _  must be six digits

ACC#: _ _ _ - _ _ _ - _ _ _  max of nine digits

Title: Name your account held in 

email remittance: your email address 

Consignments. RAVSTASS members may need to be paid for supplies and services rendered to the Association, including situations where member owned equipment has been hired out on consignment. If the member does not issue an invoice automatically for the supply &/or service, then the Treasurer is to prompt this by emailing the following to the member: 

To: [RAVSTASS member to whom a payment is owed]

Subj: RAVSTASS owes you a payment  

Good afternoon [member name] 

1. Reason. RAVSTASS would like to forward a payment to you for [supply/service/consignment hire]. 

2. Amount. Accordingly, we are seeking to forward payment of $________ to your nominated bank account. 

3. Banking. Please provide the following detail to enable payment by return emailing treasurer@ravstass.com 

BSB: _ _ _ - _ _ _  must be six digits

ACC#: _ _ _ - _ _ _ - _ _ _  max of nine digits

Title: Name your account held in 

Remittance Text: CODING - DDMMMYY 

email remittance: your email address 

If the member does not provide an invoice, then the Treasurer needs to record the transaction by created a Recipient-created tax invoice, and file it with the details of the transaction. 

References  

ABN LookUp 

Australian Taxation Office (ATO)
bsbnumbers.com  

Business.gov.au 

Competition & Consumer Act 2010 

Fair Work Act 2009 

Rental Agreements 

Physical vs Non-Physical Products:
In Bulk Edit, add column 'Physical Products' check all. This will create shipping line item in the order. Do not check for products which do not need to be sent, e.g. events. 

Product Type:
Shopify, provides the ability to create options for each product. E.g. Sizes. Colours. Each size is then a variant, within that option category. However, if more than one option is created, the number of variants across option categories is increasingly difficult to manage, and still does not enable customisation fields. Therefore, generally, only one option is created, usual with size variants. Therefore, we have created additional HTML code, within the Product Template, in order to create a range of options for different products. E.g. A jersey, with options for player #, and players name. The code is found in the following area: sections/product-template.liquid 

The each block of code is allocated a product.type. This product type is then able to be specificied within the products Type field, in order to utilise the appropriate code. No other changes are therefore required to the product itself. The following product.types have therefore been created: 

product.type = "NumberNameShorts" - Customer selects playing number, types custom name, and selects short size. 

product.type = "NumberName" - Customer selects playing number, types custom name.
product.type = "NumberShorts" - Customer selects playing number,  and selects short size.  

product.type = "NameShorts" - Customer types custom name and selects short size. 

product.type = "Name" - Customer types custom name. 

product.type = "NameX2" - Customer types custom name for front, and custom name for back. 

product.type = "Number" - Customer selects playing number.  

product.type = "ShirtSize" - Customer selects Shirt Size. Rarely used, since size is more often used via the standard option>variants feature. However, is useful, if another option>variant is desired to be the primary, e.g. shirt colour. This may be advantageous where an example photo is attached to each variant. 

product.type = "SkydivingSuit" - Customer selects a long range of options, in order to customise suit. 

Vendor Options:
The 'Vendor' product field is used to activate code, in order to template products. The options developed, and the effect of using these are currently:

If Vendor = "www.ravstass.com" then the product will show template text on the live product, regarding our sizing not being standard and to check size charts. This is used for clothing products, whereby there is no MOQ, i.e. because we have in stock, or we do not mind if below MOQ orders are received. 

If Vendor = "RAVSTASS" then no template code is triggered. This option is used when it is a non-clothing item, e.g. merchandise or events. 

If Vendor = "HDWD" then this triggers code regarding MOQ and prompts re our Sizing and to check Size Charts. This is used for clothing products, whereby we are demanding MOQ be met. 

Additional templates can be created using same method, if required. 

1. Treasurer. Issue Donor with Discount Member Card at no charge. 

Thank you script... "Thank you for your donation. Please find enclosed your RAVSTASS Member Discount Card. As our program grows I hope you enjoy its benefits into the future."

2. Treasurer. Add item to the Asset Register. 

3. Treasurer. Consider to make available for hire, create product page. 

Where possible all payments should be received through the RAVSTASS website, via purpose built online products in order to catalogue all transactions. Where a payment is required to be collected and this is not practicable, e.g. a cost, or recovery that is not appropriate to be placed online, then an Electronic Funds Transfer (EFT) into the RAVSTASS Incomes account should be effected. Avoid where possible collecting cash. If you do collect cash on behalf of a member, then retain the cash yourself and transfer the same amount by EFT into the RAVSTASS Incomes Account. All EFT transfers are to be made into the following account. The description text is to include coding to allocate the revenue appropriately. 

BSB: 105900

ACC#: 202501440

Title: RAVSTASS

Description: CODING - NAME - REASON 

email remittance: treasurer@ravstass.com

1. Requesting Quotes: Various activities require the services of a professional instructor or supplier. To engage a service or supplier, email a request for quote to at least three suppliers in order to get the best price and arrangement. You may choose to email all three on the same email, in order for them to know that they are in direct competition. Or you may choose to be more discrete and email potentially suppliers individually. The following template may assist: 

To: suppliers email addresses (preferably three) 

Cc: treasurer@ravstass.com 

Subject: Request for Quote (RFQ) - RAVSTASS [Description]  

Good afternoon,

RAVSTASS is an independent multi-sport association. We wish to invite you to respond to a request for quotation please. 

Supply: Request quote to provide the following supply/services [detailed list]. 

Delivery: Delivery of [product/service] is required NLT [insert date].

RFQ Due: Request quote be supplied NLT [suggest +7 days]. 

Addressing: Please address quote to: 

RAVSTASS Multi-Sport Association Inc
RAVSTASS
ABN 84 391 163 868
PO Box 8040
Rundle Mall
Adelaide SA 5000
www.ravstass.com
treasurer@ravstass.com 

Optional: In addition, we would like to invite you to consider becoming a RAVSTASS preferred supplier.

2. Review Quotes: In consultation with Treasurer, select the best value for money quote. Make booking with selected supplier and advise other suppliers they were not successful at this time. If you consider them a suitable alternative in future, you may invite them to consider becoming a preferred supplier. 

1. Guidance: We recommend you discuss your Gift in your Will with your family, and engage a solicitor to assist with your Will. 

2. Example Wording:  ‘I give to RAVSTASS MULTI-SPORT ASSOCIATION INCORPORATED (ABN 84 391 163 868) of PO BOX 8040, RUNDLE MALL, ADELAIDE SA 5000 _____________________ (state your Gift here) for its general purposes or (state a specific program, location or purpose that you would like it directed to).’ 

Good afternoon [parent], 

If [player] would like to keep this uniform, please see this invoice for payment. 

If uniform is no longer required, invoice will be cancelled upon return to our POC [name]. 

FYI, new uniforms can be ordered here: 

https://ravstass.com/collections/preorder 

Thank you 

Regards,

Treasurer 

RAVSTASS