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Learning patterns/Using expense-tracking software

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Using expense-tracking software
problemMany projects, programs or whole grants start accumulating dozens of receipts to be paid out to various people. At some point this gets confusing and your accountant will go crazy.
solutionUse an expense tracker to catalogue all your expenses and receipts
creator• Vojtěch Dostál
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created on10 June, 2014


What problem does this solve?

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As an organization or a program leader, you need to develop a procedure to make sure that all receipts are filed, approved, and catalogued. This requires a simple way of controlling the flow of money, and should be transparent for the public as much as possible.

What is the solution?

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A “tracker” – a lightweight expense tracking system that can be adopted by any organization – has been developed by Wikimedia Czech Republic. In this system, every "ticket" (expense) has a catalogue number and includes one or more receipts. Routine tickets, such as minor travel expenses for mediagrant photographers, are usually filed after the pictures are uploaded to Commons. For major expenses, tickets are written in advance and sent to whoever is overseeing finance, for review and approval. The ticket page includes a description, list of expenses, a place to upload scanned receipts, and a link to the photos uploaded on Commons. The receipt is the only part of tracker that is not accessible to everyone online, since it might contain personal information.

General considerations

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Make sure your tracker is:

  • easy to use and lightweight
  • transparent and accessible to all
  • clear in the user rights and careful about personal information

When to use

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  • Wikimedia Czech Republic has been using a tracker for several years. We are willing to install the tracker for any Wikimedia organization on their server. --Vojtěch Dostál (talk) 16:34, 10 June 2014 (UTC)[reply]
  • Many other chapters are believed to use similar software, either on a commercial or non-commercial basis.

Endorsements

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See also

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Learning patterns

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