Financial records may be kept on a computer, or be web-based such as MyPTEZ, providing PTA procedures are followed and a backup copy of all electronic records is maintained. It is strongly recommended that a monthly printed record is kept in a permanent binder. The supporting documents for computer-based accounting systems are the same as for manual systems; only the process for recording transactions is different. Sample financial reports are listed as Figures in the Forms section of the Toolkit. All of the elements in the sample forms must be reflected in any computer-generated report used by the association.
Before using a computer consider the following:
- The records must be such that the next financial officer will be able to continue with the record-keeping on the same computer program, a compatible computer program, or by hand.
- The PTA must purchase/license the financial program to be used, so future financial officers will have access to the program.
- The association must agree on software used.
- All ledgers, check registers, cash disbursements, and other yearlong registers need to be bound together for storage. Refer to the records retention schedule.
