Core Financial Statements

Societies must maintain systematic records of all financial transactions for transparency and compliance.

• Income & Expenditure Statement (Annual)
• Balance Sheet showing assets/liabilities
• Receipts & Payments Account (Cash flow)
• Bank Reconciliation Statements
• Grant/Donation Utilization Reports

Day-to-Day Transaction Records

Detailed documentation of daily financial activities is mandatory.

• Cash Book (Daily receipts/payments)
• Bank Passbooks & Statements
• Vouchers (Supporting bills/invoices)
• Petty Cash Register (Small expenses)
• Member Subscription Ledger

Asset & Inventory Registers

Fixed assets and movable property must be properly recorded and tracked.

• Fixed Asset Register (Purchase date, value, depreciation)
• Inventory Records (Stationery, equipment)
• Property Documents (Title deeds, lease agreements)
• Maintenance/Repair Logs
• Disposal Records for sold/discarded assets

Statutory Compliance Files

Legal documents related to taxation and regulations.

• Tax Dedication at Source (TDS) Records
• GST Returns & Invoices (if applicable)
• FCRA Utilization Certificates (For foreign funds)
• Audit Reports (Annual)
• Minutes of Meetings approving expenditures

Supporting Documentation

Secondary records that validate financial entries.

• Donation Receipts (With donor details)
• Salary/Payment Slips (Staff/contractors)
• Approved Budgets (Annual/Project-wise)
• Loan Agreements (If any borrowings)
• Insurance Policies (Asset/liability coverage)