In this article

Invoices to members in double-entry accounting

Switzerland
Double-Entry Accounting
Education

With Banana Accounting Plus, in addition to managing the accounting of your non-profit organisation, printing the balance sheet and other necessary reports, you can also prepare and print invoices to members for the payment of membership fees. With the tutorial we provide, just a few steps are enough to print invoices easily and quickly. Open the tutorial from our WebApp or directly from the program, and save the file to your computer.

Open in Banana WebApp

Run Banana Accounting Plus on your browser without any installation. Customize the template, enter the transactions and save the file on your computer.

Open template in WebApp

Template documentation

Create your file

To get started quickly, we recommend downloading the template provided at the beginning of this page, or opening it directly from the program as follows:

Enter the basic information of the organisation

In the menu File > File Properties > Accounting, enter your organisation’s data, start and end dates, and base currency.

In the Address section, fill in the required fields. These details are essential for invoice headers.

address section

Insert the logo and define the invoice header position

To insert the organisation’s logo and define the position of the various headers on the invoice, go to the menu File > Set Logo.

For more details, visit the page Set Logo

set logo and header position

Enter members' data

In the Accounts table, at the end of the chart of accounts, enter all members of the organisation using the cost center CC3, which uses a semicolon.

In the Addresses view, fill in the various columns with the members' details. For each member, you can specify the invoice language in the Language column.

If you selected a different template that does not include the Addresses view, you can activate it from the menu Tools > Add New Features > Add Addresses and fill in the requested columns.

list of members cost center 3

Set the Members Group

Once you have created the member list with a grouping code, you need to define this group in the invoice settings:

From the menu Report > Customers > Settings, select the members' grouping code. In our tutorial it is indicated as TM (Total members).

set members group

Prepare and print member invoices

Enter the invoice data in the Transactions table. You only need to fill in the following fields:

  • Date
  • Description
  • Invoice number (essential for invoice printing)
  • Membership fee amount
  • In the CC3 column, enter the cost center for the member that you defined at the end of the chart of accounts, but without the semicolon.
  • The Debit and Credit columns remain empty.

transactions for member invoices

Now you're ready to print the invoices. Proceed as follows:

  • From the menu Report > Customers > Print Invoices, access the dialog where you can select one or more invoices to print, choose the layout, and adjust settings for customization.

print invoices dialog

In the Options section, you can enter notes for the member and define the language.

invoice notes for members

Invoice

initial invoice

Further information:

 

Template preview

Association XX

Basic Currency: CHF

Double-entry

Table: Accounts
Group Description Sum In
    Balance Sheet  
       
    Assets  
  Cash Cash Assets
  Bank Bank Current Account Assets
  Post Post Current Account Assets
  Office Forniture Office Forniture Assets
  Computer and Software Computer and Software Assets
  Car Car Assets
Assets   Total Assets Net Assets
       
    Liabilities  
  Suppliers Suppliers Total Liabilities
  Visa Credit card loan Total Liabilities
  Loan Bank loan Total Liabilities
  Start-up Capital Start-up Capital Total Liabilities
  Brought forward profit or loss Brought forward profit or loss Total Liabilities
Profit or loss of the current year   Profit or loss of the current year Total Liabilities
Total Liabilities   Total Liabilities Net Assets
       
Net Assets   Net Assets  
       
       
    PROFIT/LOSS STATEMENT  
       
    INCOME  
  Donations Donations 4
  Membership Membership payments 4
  Sales Various Sales 4
  Other Income Other income 4
       
4   TOTAL INCOME 00
       
    EXPENSES  
  Office Supplies Office supplies, printing material, photocopies 3
  Postal Fees Postal fees 3
  Rent Rent 3
  Electricity Elecricity 3
  Water Water 3
  Teleohone and Fax Telephone and fax 3
  Internet Internet 3
  Publicity Publicity, flyers, printing 3
  Cleaning Cleaning 3
  Maintenance and repairs Maintenance and repairs 3
  Goods and materials Goods and materials 3
  Salaries Personnel expenses 3
  Social Insurance expenses Social Insurance expenses 3
  Vehicle and transport Vehicle and transport costs 3
  Refund Volunteers Refund to volunteers 3
  Fees and Permits Fees and other permits 3
  Unexpected expenses Unexpected expenses 3
  Unregistered expenses Small unregistered expenses 3
  Other expenses Other expenses 3
       
3   TOTAL EXPENSES 00
       
00   RESULT  
       
       
    COST CENTERS  
       
    Members  
       
  ;WEI Weisshaupt Urs TM
  ;MUL Müller Susanne TM
  ;SCH Schmid Peter TM
  ;ROS Ross Michael TM
  ;BIA Bianchi Peter TM
TM   Total members  
       
       
    SEGMENTS  
  :Project A Project A Total Projects
  :Project B Project B Total Projects
  :Project C Project C Total Projects
Total Projects   Total projects  

Help us improve the documentation

We welcome feedback on how to improve this page.

Tell us what theme needs a better explanation or how to clarify a topic.

Share this article: Twitter | Facebook | LinkedIn | Email