2024-05-08 Finance Sync

Attendance
- @Alison Thompson
- @Georgia Vachon Westerlund
- @Wingchee W
- @Daniel Puratich
- @Ryan Chan
Understanding the existing system
- ledger document
  - https://uofwaterloo-my.sharepoint.com/:x:/r/personal/uwarg_uwaterloo_ca/_layouts/15/Doc.aspx?sourcedoc=%7BD7EF5860-16A0-486A-A100-598B6A8BDAF7%7D&file=WARG%20Financial%20Ledgers.xlsx&action=default&mobileredirect=true&DefaultItemOpen=1&web=1
  - engsoc mef weef ledger first sheet
  - team funds
    - confirm with sara
    - MEF and dean’s funds are in team funds
      - the MEF one is a one
      - Sara gives invoices to MEF
- Sara’s sheets
  - she doesn't give stuff
  - we don't have her internal sheets, but we can ask her for information
  - Wingchee asks once per semester checks for discrepencies
- 21 to 23 stuff is out of date
  - just older
- current stuff (weef, engsoc, mef, raw 2024)
  - people add it to the doc themselves
  - one line per vendor
  - school has some tax refund
  - people fill this out themselvs
  - links to discord tickets
    - wingchee did this temporarily
  - least amount of info purchases have to fill out
  - minimizing steps
  - purchase request threads are a lot of effort
  - purchase description on spreadsheet, align it to discord thread
  - actual proccess once u learn it is fine
  - could clarify steps in purchase protocol
  - could hide sheet for past years to make it less confusing
    - less sheets people won’t miss stuff
  - First two sheets should go first
- which amount to use?
  - what weef says vs what we have is two diff numbers
  - tough to tell sometimes
- raw sheet
  - we have the old sheet first, could reorder it if we don’t wanna hide?
- WEEF public sheet
  - Wingchee updates this
  - this is posted on the website so we don’t need to ask for this
  - add a link to that from this sheet
  - this takes a lot of time, trying to minimize discrepency from raw balance and our balances
  - manually compares to our stuff
  - could use hidden columns for comparison
- Engsoc
  - we have to ask them manually for this
  - engsoc is a minor part of this
- MEF
  - handled by team funds so handled by Sarah
- sheets
  - results sheet
    - updated from info from them
    - template is easy to follow
  - RAW sheet
    - this is what people edit on our end
    - the subtract is done with some excel options
  - lots of templates from hamza
Organization of Purchase Protocol Confluence Page
- Note if you see differing balances on a single account we should default to the lower balance.
- @Georgia Vachon Westerlund already starting on formatting stuffs!!
- Cleaning up repeated info and improving readability on some things.
- It’s always been formatted weird, we kinda need to clean it up tho
- @Alison Thompson wants the E3 machine shop part of it
Ideas ima just put out there
- thoughts on double entry accounting
  - nobody has anything
- thoughts on going back to a form?
- thoughts on version control
- what is long term plan for automation
- yes but we need people to build it
big thanks wingchee
- finish MEF stuff then end?
Recruitment plans
- finance co-ops?
- need to spec better