[Eg-oversight-board] $3, 930 deposit missing from Evergreen account

[Terran McCanna]

Wow. Just... wow.

Terran McCanna
PINES Program Manager
Georgia Public Library Service
1800 Century Place, Suite 150
Atlanta, GA 30345
404-235-7138
tmccanna at georgialibraries.org


On Tue, Aug 30, 2016 at 5:05 PM, Accounting at Software Freedom Conservancy
<accounting at sfconservancy.org> wrote:

> Amy Terlaga wrote on Thursday, 25 August:
> > I'm following up, as the EOB liaison to the SFC, regarding this
> > matter.
>
> We did deposit the check in question for the amount of $3,930.00 on
> 2016-05-04.
>
> It's not in the ledger that you see in the repository for reasons
> explained below:
>
> > Is this something you can respond to at your earliest convenience?
>
> Yes, and sorry it took me four days to get back to you ... I prioritize
> emails to accounting@ over my own email (weird I know, but bookkeeping
> is the priority), so I didn't see your email until after a few days.
>
> Anyway, please note the subject line on this thread is a bit of an
> overstatement: just because something isn't entered into your ledger yet
> doesn't mean it's missing, but I understand why you thought it might be,
> since you probably didn't know that there's another area of the system
> that has unprocessed transactions that regular member projects can't
> see.  I apologize for that, we're in an odd situation because there
> usually isn't this much of a lag between when transactions appear there
> (e.g.,b after a bank trip and a deposit with all the checks scanned in
> are pending) and when we commit them to the official project's ledger.
>
> However, because of the huge volume of checks that Conservancy received
> during that period (due to the overwhelming number of Evergreen
> Conference 2016 attendees who needed to pay by check), not all of them
> were reviewed and committed, even though they were deposited.  That
> backlog was later placed in low priority, primarily so we could stay on
> top of more urgent things (like getting payments and invoices out) for
> other projects (just as we did for Evergreen regarding invoice
> generation, etc. when the conference was looming).
>
> That means you haven't seen a full reconciliation of the last conference
> budget and the current one, and for that I apologize.  If you can please
> keep Karen posted on deadlines about that -- as far as what you need for
> planning -- she'll be sure you have the data you need when you need it,
> but please do give as much lead time as we can.
>
> Just to be clear: I'm not currently aware of any invoices that haven't
> been paid from the conference at this very moment, there are many checks
> that have been deposited and in the state I describe above, and
> admittedly until the full reconciliation is done for May and June, I
> won't know for 100% certain if some invoice hasn't been paid.
>
> As always, we're working as quick as we can with the very limited
> resources we have.  As you'll see, we did finally hire someone else on
> staff last week,
> <https://sfconservancy.org/news/2016/aug/22/brett-joins/>, and he's
> focused already on technology work to make our bookkeeping go faster.
> (We'd love input from member projects on that, BTW, that stuff happens
> over on this list:
> <http://lists.sfconservancy.org/mailman/listinfo/npo-accounting>)
>
> And finally, pinging me or Karen on IRC, or phoning one of us when
> something is urgent is ideal.  (Or follow the instructions which you
> should already have to get accounting@ attention more quickly by email.)
> --
> Bradley M. Kuhn
> President & Distinguished Technologist of Software Freedom Conservancy
>  |------> & also, de-facto Bookkeeper since we can't afford to hire one.
> Pls donate so we can increase staff: https://sfconservancy.org/supporter/
>
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