A Guide to Tracking Recharges, Payments, and Refunds for Verifiable Spending
For any fan club or collective managing funds for projects, gifts, or events, clear financial tracking is not just good practice—it's essential for trust and accountability. The USFANS spreadsheet is designed to simplify this process. By meticulously logging every transaction, you ensure transparency and create a verifiable record for all members.
A well-organized sheet is key. Recommended columns include:
| Column | Purpose | Example Entry |
|---|---|---|
| Date | Transaction date (YYYY-MM-DD). | 2024-10-26 |
| Type | Recharge, Payment, or Refund. | Payment |
| Description | Purpose and recipient/ payer details. | Birthday project flowers for [Artist Name] |
| Amount In | Funds received (Recharge/Refund). | $50.00 |
| Amount Out | Funds spent (Payment). | $150.00 |
| Running Balance | Automated calculation of total funds. | $1,200.00 |
| Proof Link/ ID | Link to payment confirmation, receipt, or screenshot. | Link to cloud storage or transaction ID #TXN78910 |
| Handler | Initials of the member who processed it. | ABC |
When a member contributes to the pool:
When spending money for a fan project:
If a vendor issues a refund or a payment is reimbursed:
