Merge pull request #5 from RoboJackets/kristaps/finance-initial-draft

Initial draft of financial documentation

.github/workflows/build-artifact.yml

@@ -44,6 +44,11 @@ jobs:
       env:
         GIT_REF: ${{ github.head_ref || 'main' }}
 
+    - name: Run Linkcheck
+      run: poetry run sphinx-build -M linkcheck . _build
+      env:
+        GIT_REF: ${{ github.head_ref || 'main' }}
+
     - name: Run Vale
       uses: docker://jdkato/vale
       with:

.styles/config/vocabularies/RoboJackets/accept.txt

@@ -5,3 +5,6 @@ BILL
 Offboarding
 forma
 period
+RoboJackets
+Foundation Group
+deposit

conf.py

@@ -84,3 +84,9 @@
         },
     ],
 }
+
+linkcheck_ignore = [
+  r'https://help\.bill\.com/direct/s/article/(\d{7})',
+  r'https://sos\.ga\.gov/.+',
+  r'https://asc\.fasb\.org',
+]

corporate/address-changes.rst

@@ -1,3 +1,5 @@
+:nosearch:
+
 Address changes
 ===============
 

corporate/board-meetings.rst

@@ -0,0 +1,7 @@
+:nosearch:
+
+Board meetings
+==============
+
+.. todo::
+   Finish writing this page

corporate/calendar.rst

@@ -1,27 +1,92 @@
+:nosearch:
+:og:description: This page describes tasks that must be completed on a set schedule.
+
 Calendar of tasks
 =================
 
-.. todo:: finish writing this page
-
+.. vale Google.LyHyphens = NO
 .. vale Google.Passive = NO
-.. vale write-good.Passive = NO
 .. vale write-good.E-Prime = NO
+.. vale write-good.Passive = NO
+
+This page describes tasks that must be completed on a set schedule.
+
+January
+-------
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* :doc:`Submit Sales & Use Tax Return to the Georgia Department of Revenue </corporate/finance/sales-tax>`
+* `File Annual Registration with the Georgia Secretary of State <https://sos.ga.gov/how-to-guide/how-file-annual-registration>`_
+* :doc:`Hold quarterly board meeting </corporate/board-meetings>`
+* :doc:`Reconcile 1099-K received from Square to QuickBooks records </corporate/finance/1099k>`
+
+February
+--------
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+
+March
+-----
+
+.. vale Google.Units = NO
+.. vale Google.Ordinal = NO
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* `Annual Registration with the Georgia Secretary of State <https://sos.ga.gov/how-to-guide/how-file-annual-registration>`_ due by April 1st
+
+April
+-----
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* :doc:`Hold quarterly board meeting </corporate/board-meetings>`
+
+May
+---
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* Renew Northwest Registered Agent contract
+
+June
+----
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+
+July
+----
+
+.. vale write-good.TooWordy = NO
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* Begin compiling documentation for Internal Revenue Service Form 990-EZ
+* :doc:`Hold quarterly board meeting </corporate/board-meetings>` - elect directors and officers
+
+August
+------
+
+.. vale Vale.Terms = NO
+
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* :doc:`Audit BILL Spend & Expense cardholders </bill-spend-expense/cardholder-audit>`
+
+September
+---------
 
-Monthly
-Submit Sales & Use Tax Return to the Georgia Department of Revenue
-Determine taxable sales from the Square dashboard - note that shipped to GA vs shipped outside of GA vs picked up orders are taxed differently
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
 
-Log into Georgia Tax Center
+October
+---------
 
-Click Sales & Use Tax under Accounts
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* :doc:`Hold quarterly board meeting </corporate/board-meetings>`
 
-Click the period for which you need to file
+November
+--------
 
-Follow the instructions that appear
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`
+* E-file Form 990-EZ to the Internal Revenue Service by November 15th
+* `Mail a paper copy of Form 990-EZ to the Georgia Department of Revenue <https://dor.georgia.gov/tax-exempt-organizations-income-tax-faq>`_
 
-Annually
-Submit Annual Registration to the Georgia Secretary of State
-Ryan handles this.
+December
+--------
 
-Submit Form 990 to the Internal Revenue Service
-Process TBD.
+* :doc:`Complete monthly financial reconciliation and reporting </corporate/finance/monthly-reconciliation>`

corporate/finance/1099k.rst

@@ -0,0 +1,9 @@
+:nosearch:
+
+.. vale Google.Headings = NO
+
+1099-K reconciliation
+=====================
+
+.. todo::
+   finish writing this page

corporate/finance/bookkeeping-standards.rst

@@ -0,0 +1,53 @@
+:og:description: RoboJackets financial records should comply with Generally Accepted Accounting Principles and Internal Revenue Service standards by default. This page documents standards for specific transactions.
+
+Bookkeeping standards
+=====================
+
+.. vale Google.Parens = NO
+.. vale Google.Passive = NO
+.. vale Google.Will = NO
+.. vale proselint.Typography = NO
+.. vale write-good.E-Prime = NO
+.. vale write-good.Passive = NO
+.. vale write-good.TooWordy = NO
+
+RoboJackets financial records should comply with `generally accepted accounting principles <https://asc.fasb.org>`_ and Internal Revenue Service standards by default.
+This page documents standards for specific transactions.
+
+Restricted funds
+----------------
+
+RoboJackets, Inc. generally doesn't accept donations.
+As a 501(c)(7) exempt organization, donations aren't tax-deductible for donors.
+Most donors should be directed to donate to Georgia Tech Foundation, Inc.
+
+Payments from Georgia Tech are generally restricted, and must be tagged with the :guilabel:`Restricted` class within QuickBooks.
+Any payments should be traceable to an expense, and the expense should also be tagged with the :guilabel:`Restricted` class within QuickBooks.
+
+Reimbursements to students
+--------------------------
+
+RoboJackets will occasionally need to reimburse a student for an out-of-pocket expense or mileage in a personal vehicle.
+Students must `submit reimbursement requests in BILL Spend & Expense <https://help.bill.com/direct/s/article/5530933>`_.
+
+.. vale Google.Acronyms = NO
+.. vale Google.Semicolons = NO
+.. vale Vale.Spelling = NO
+
+Once the request is approved by a budget owner and an administrator, BILL will withdraw the funds from Mercury.
+The withdrawal description will be :guilabel:`Divvy Reimbursem; ACH; RoboJackets Inc`.
+Foundation Group is responsible for creating expense transactions based on the reimbursement requests recorded in BILL.
+
+.. vale Vale.Spelling = YES
+
+.. seealso::
+   See the `BILL Spend & Expense documentation <https://help.bill.com/direct/s/article/6100724>`_ for more information on viewing reimbursements within BILL.
+
+Square payments
+---------------
+
+.. vale Google.We = NO
+
+`Square deposits payments the following business day after a payment is received <https://squareup.com/help/us/en/article/5438-next-business-day-deposit-schedule>`_.
+Foundation Group is responsible for splitting processing fees from the deposit as an expense entry, and recording the remaining revenue in the appropriate revenue accounts.
+RoboJackets is responsible for maintaining the `Square app transactions feed into QuickBooks <https://squareup.com/help/us/en/article/5180-intuit-quickbooks-and-square>`_.

corporate/finance/index.rst

@@ -0,0 +1,11 @@
+:nosearch:
+
+Finance
+=======
+
+.. toctree::
+
+   monthly-reconciliation
+   bookkeeping-standards
+   sales-tax
+   1099k

corporate/finance/monthly-reconciliation.rst

@@ -0,0 +1,32 @@
+:hide-toc:
+:og:description: The corporation should perform monthly reconciliation and reporting of all financial transactions to ensure the board of directors has visibility into the financial health of the organization.
+
+Monthly reconciliation
+======================
+
+The corporation should perform monthly reconciliation and reporting of all financial transactions to ensure the board of directors has visibility into the financial health of the organization.
+
+.. vale Google.Passive = NO
+.. vale write-good.E-Prime = NO
+.. vale write-good.Passive = NO
+
+RoboJackets responsibilities
+----------------------------
+
+These tasks should be completed by end of day on the first day of the following month.
+
+* `Sync BILL Spend & Expense transactions to QuickBooks <https://help.bill.com/direct/s/article/6854501>`_
+* Sync `invoices <https://loop.robojackets.org/docs/quickbooks/invoices/>`_ and `payments <https://loop.robojackets.org/docs/quickbooks/payments/>`_ from Loop to QuickBooks
+* Notify Foundation Group when BILL Spend & Expense and Loop transactions are synced to QuickBooks
+
+Once Foundation Group provides reports, review the reports within two business days and provide written sign-off.
+
+Foundation Group responsibilities
+---------------------------------
+
+* Create expense entries for reimbursements to students, credit card account payments, credit card refunds, and expedited shipping fees from BILL Spend & Expense
+* Split any foreign transaction fees from BILL Spend & Expense transactions paid to foreign merchants
+* Split processing fees deducted from Square deposits
+* Create expense entries for any Mercury credit card or bank account transactions
+* Reconcile BILL Spend & Expense and Mercury account statements with QuickBooks
+* Produce reports describing activity for each month as well as the financial position at the end of each month

corporate/finance/sales-tax.rst

@@ -0,0 +1,7 @@
+:nosearch:
+
+Sales tax
+=========
+
+.. todo::
+   finish writing this page

corporate/identifiers.rst

@@ -1,3 +1,5 @@
+:nosearch:
+
 Identifiers
 ===========
 

corporate/merchandise-sales.rst

@@ -1,4 +1,24 @@
+:nosearch:
+
 Merchandise sales
 =================
 
 .. todo:: finish writing this page
+
+.. vale write-good.Passive = NO
+.. vale write-good.E-Prime = NO
+.. vale Google.Passive = NO
+
+sales tax
+
+Determine taxable sales from the Square dashboard - note that shipped to GA vs shipped outside of GA vs picked up orders are taxed differently
+
+Submit Sales & Use Tax Return to the Georgia Department of Revenue
+
+Log into Georgia Tax Center
+
+Click Sales & Use Tax under Accounts
+
+Click the period for which you need to file
+
+Follow the instructions that appear

corporate/officer-changes.rst

@@ -1,3 +1,5 @@
+:nosearch:
+
 Officer changes
 ===============
 

index.rst

@@ -8,12 +8,13 @@ Business Process Manual
 .. toctree::
    :caption: Corporate
 
+   corporate/finance/index
    corporate/address-changes
    corporate/officer-changes
-   corporate/bookkeeping-standards
    corporate/identifiers
    corporate/merchandise-sales
    corporate/calendar
+   corporate/board-meetings
 
 .. toctree::
    :caption: BILL Spend & Expense