Basic Bookkeeping for Libraries

Every organization must keep track of income and expenses. If you have a tiny library, your income may be very small — perhaps just a few dollars to replace lost books or maybe some small fund raisers, like your annual discarded book sale. However, you should always have a formal system of keeping track of your income and expenses. While a pen and notebook will work, you're wise to learn how to archive your data electronically using a spreadsheet or special accounting software.

Video #1 — Let's start with the basics of using an Excel Spreadsheet.

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Even if your library doesn't have Microsoft Excel, you can use the open source spreadsheet software from OpenOffice.org — http://www.openoffice.org/

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Video #2 — Some specifics on using Excel

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Large libraries and bookstores often use an electronic data exchange to order materials over the Internet. There are various services available, but this video explains how an electronic data exchange works.


Video #3 Industry Data Exchange

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If you require more information on using spreadsheets view some of the related videos on YouTube. You can also find many tutorials for spreadsheets at Expert Village. See http://www.expertvillage.com/search.htm?s=spreadsheet

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Specialty software is also available to create your purchase orders. This link includes screen shots that will show you how they're set up and their capabilities:


http://www.uwsa.edu/fadmin/sfs/pocreate.htm

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This content was prepared by Linda Aksomitis

Instructor for Credenda Virtual College Library Training Certificate and

Introduction to Internet Writing Markets