To record cash withdrawn from the society’s bank by self cheque for festival expenses, enter it as money given to the committee member who withdrew it, with the cheque number, and then record each expense they pay from it against them. In Om Kosh you do this on the Cash flow page: “Money with committee member”, then “Bank withdrawal”, with the amount, the date and the self cheque number. Their balance then shows exactly how much of that cash is still in their hands.
Why a withdrawal needs its own entry
Festival spending is full of small cash payments: the flower seller, the prasad sweets, the decorator’s helper. So a treasurer or secretary often writes a self cheque, withdraws ₹10,000 from the society’s account and carries it around for the week.
The bank statement shows ₹10,000 going out. If the books only show the expenses, the two never match, and nobody can tell how much of that cash is still with the member. Recording the withdrawal itself closes that gap.
How it works in Om Kosh
Open the festival’s Cash flow page and choose “Money with committee member”.
- Pick the committee member who withdrew the cash
- Choose “Bank withdrawal: cash drawn from the bank by self cheque”
- Enter the amount, the date and the self cheque number
- Their passbook shows “Advance (bank withdrawal)” with “Cash withdrawn from bank (self cheque no. 004512)”
- Each expense they pay from it is recorded as done by them, and their balance goes down
Bank withdrawal, cash advance or transfer?
Om Kosh offers four ways money can reach a committee member, and picking the right one keeps the books clear. A cash advance is cash handed over from the society’s cash box. A bank withdrawal is cash the member drew from the society’s bank with a self cheque. A transfer is money sent by bank or UPI into the member’s own account. Collection cash kept is contribution cash they collected and are still holding.
All four add to the member’s balance in the same way. The difference is where the money came from, and that is what the treasurer needs when matching the books to the cash box and the bank statement.
Matching it with the bank statement
The self cheque number is printed on your bank statement next to the withdrawal. With the same number on the Cash flow entry, the treasurer can tick the two off against each other in seconds, and at the audit there is a clear trail from the bank to the person who held the cash to the bills they paid.
If some cash is left after the festival, the member hands it to the treasurer, recorded as a transfer, so nobody is shown holding money they no longer have.
Frequently asked questions
Is the cheque number required?
No, it is optional, but adding it makes matching the entry to the bank statement much quicker.
Does a bank withdrawal change the festival’s total spend?
No. The withdrawal only moves money from the bank to a committee member. The spend is counted when they record the expenses they paid with it.
How do we record the cash left over after the festival?
Record it as a transfer from that member to the treasurer. Their balance drops to what they still hold, and the treasurer’s goes up.
Can one member make more than one withdrawal?
Yes. Each withdrawal is its own entry with its own date and cheque number, and all of them add up in that member’s balance.
Who can record a bank withdrawal?
Anyone with edit access to the festival can record it, and an admin can correct or remove a mistaken entry from the member’s passbook.