Canteen & Club Shop Management — GoClubPro

Training Module 88 | Recording Canteen Income, Managing Club Shop Sales, and Cash Reconciliation

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What This Guide Covers

Many clubs run a canteen (match day food and drinks) and/or a small club shop (merchandise, consumables). Neither has a dedicated module in GoClubPro, but the Accounting module and Noticeboard support both well. This guide covers how to record canteen and shop income and expenses, manage cash float reconciliation, and communicate about the canteen through the platform.

Primary audience: Treasurers, Canteen Coordinators, Club Admins Also useful for: Volunteers who help run the canteen

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SECTION 1: CANTEEN OPERATIONS OVERVIEW

What a Club Canteen Typically Involves

• Opening before and during home matches
• Cash sales (the majority) + sometimes card payments (Square, SumUp)
• A float of cash at the start of each match day
• Stock purchased by the club in bulk and sold at retail markup
• Volunteer-run (usually 2–4 people per match day)
• Income that goes directly into club funds (not via GoClubPro's Bank Transfer/wallet system)

GoClubPro doesn't process canteen sales — that's handled by cash or a separate card reader. The platform's role is to record the net income in Accounting.

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SECTION 2: RECORDING CANTEEN INCOME IN GOCLUBPRO

The Basic Canteen Accounting Flow

After each home game (or end of week if multiple home games):

1. Canteen Coordinator counts the takings
2. Subtracts the float (e.g., $100 float returned to safe)
3. Notes the net cash taken
4. If card reader used: reconcile card terminal against GoClubPro (card sales are separate from cash)

Treasurer records in Accounting:

• Treasurer → Accounting → Add Manual Entry
• Type: Income
• Description: "Canteen — Round [X] — [Date]"
• Amount: net takings (cash + card sales, minus float)
• Date: match day date
• Save

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Separating Cash and Card

If the canteen uses both cash and a card reader (Square, SumUp):

Cash: Canteen Coordinator counts cash, subtracts float, hands to Treasurer → bank deposit → Accounting income entry

Card (Square/SumUp): Card reader deposits directly to the nominated bank account (usually within 1–2 days). Treasurer reconciles via:

• Card reader dashboard (Square or SumUp) → export transaction list
• Match against bank statement
• Accounting → Income → "Canteen — Card Sales — Round [X]" → amount

Keep cash and card as separate Accounting entries so you can track both channels at AGM time.

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Recording Canteen Stock Purchases

When the club buys stock for the canteen:

Treasurer → Accounting → Add Manual Entry

• Type: Expense
• Description: "Canteen Stock — [Supplier, e.g., Costco/IGA] — [Date]"
• Amount: total purchase
• Date: purchase date

At AGM: Filter Accounting for "Canteen" to see:

• Total canteen income (sum of all "Canteen — Round X" entries)
• Total canteen expenses (sum of all "Canteen Stock" entries)
• Net canteen profit/loss

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SECTION 3: CASH FLOAT MANAGEMENT

The Float System

A cash float is the starting cash in the till to make change. Standard float for a community club canteen: $100 (mix of $10, $5, $2, $1 coins and $10/$20 notes).

Float discipline:

• Float is counted and recorded before the canteen opens
• Float is counted and separated at close
• Only the net (total cash minus float) is banked or recorded as income
• Float is stored in the club safe between home games — not taken home by volunteers

Float tracking (external — simple notebook or spreadsheet):

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Cash Discrepancies

If the count doesn't match expectations (e.g., the till is $15 short):

1. Recount carefully
2. If still a discrepancy: note it in the canteen record
3. Small discrepancies (<$5) are normal in a cash environment — record them: "Canteen — Round [X] — ($3.50 short)"
4. Large discrepancies: committee investigation

In GoClubPro: Record the actual net received, not what you expected. If there's a significant discrepancy, add a note in the Accounting description: "Round 7 — $47.50 short — under investigation."

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SECTION 4: CLUB SHOP MANAGEMENT

What a Club Shop Typically Sells

• Club merchandise (caps, scarves, bags, water bottles)
• Training gear (bibs, cones — sold at cost)
• Consumables (balls, grip tape, etc.)
• Supporter gear
• Second-hand playing equipment

GoClubPro doesn't have an e-commerce or inventory module. The shop is managed either in person (canteen-style) or via order forms.

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Recording Club Shop Sales

Cash/in-person sales: Same as canteen — count at end of day → Accounting income entry:

• "Club Shop — [Item or category] — [Date or month]"

Order form sales (pre-orders for merchandise):

1. Post an order form on the Noticeboard with payment instructions
2. Collect payment via bank transfer (external) or via Payments if you can set it up as a fee
3. When order batch is received: record the stock purchase as an Expense
4. Record sales income when payment received: "Club Shop — Merchandise — [Batch] — [Date]"

End of season stocktake: Count remaining stock → compare to opening stock + purchases vs. sales. Any discrepancy = loss or theft. Note in Accounting if significant.

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Order Form Template (Noticeboard)

"[Club Name] Merchandise — Season [Year] Pre-Order

Available items:

• Club cap — $22
• Training bag — $35
• Water bottle (club branded) — $18
• Scarf — $25

How to order:

1. Comment below with your name and items
2. Pay via bank transfer: BSB [XXX XXX] Account [XXXXXXXX] Reference: "Merch [Your Name]"
3. OR pay at the canteen on [Date]

Order deadline: [Date]. Items ready for collection: [Date/Round].

Questions? Contact [Name] on [phone/email]."

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SECTION 5: CANTEEN VOLUNTEERING VIA GOCLUBPRO

Coordinating Canteen Rosters

Use the Noticeboard to manage canteen rosters:

Season-start roster post:

"Canteen Roster — Season [Year]

We need 2 volunteers per home game to run the canteen. It's easy and fun — we'll show you what to do!

Round	Date	Volunteer 1	Volunteer 2
1	[Date]	[Name/TBC]	[TBC]
2	[Date]	[TBC]	[TBC]
...

To put your name down for a round, comment below or text [Canteen Coordinator] on [number]. Thank you!"

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Weekly Canteen Reminder

On Thursday or Friday before a home game:

"Canteen — Round [X] — This Saturday

Thanks to [Volunteer 1] and [Volunteer 2] who are running the canteen this week! The canteen opens at [time].

We're serving: [sausages in bread, drinks, snacks, etc.].

Come and support the club — every purchase goes directly to [Club Name]!"

This serves two purposes: thanking the volunteers publicly, and advertising the canteen to members.

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SECTION 6: GST CONSIDERATIONS

Does the Canteen Generate GST Obligations?

If your club is registered for GST (generally required if turnover exceeds $150,000/year for non-profit clubs, or $75,000 for others), canteen sales may be subject to GST.

Most community sporting clubs are NOT registered for GST — their canteen income is too small to require registration.

If you are GST-registered: Consult your accountant. Some canteen items (basic food) may be GST-free; drinks and confectionery may be taxable. This is outside the scope of GoClubPro's Accounting module — record gross figures and handle GST separately.

If you're unsure: Ask your accountant or the ATO (ato.gov.au — Non-Profit section).

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VISUAL: Canteen Accounting Flow

MATCH DAY
 Float counted (e.g., $100)
 Canteen opens → cash + card sales
 Canteen closes → count all cash
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POST-MATCH
 Cash total - float = net cash (e.g., $247.50)
 Card terminal → export → card total (e.g., $85.00)
 Total net = $332.50
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TREASURER RECORDS
 Cash: Accounting → Income → "Canteen — Round X — Cash" → $247.50
 Card: Accounting → Income → "Canteen — Round X — Card" → $85.00
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BANKING
 Cash banked (next business day)
 Card: auto-deposited by card provider
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STOCK PURCHASE
 Accounting → Expense → "Canteen Stock — [Supplier]" → amount
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AGM
 Filter: "Canteen" → Total income vs. Total expenses = Net canteen profit

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TOOLTIPS & HINTS

• Float is not income — always subtract the float before recording canteen net; recording gross overstates income
• Cash and card separate entries — makes reconciliation easier; both should match your bank statement
• Noticeboard order forms — work well for merchandise pre-orders; comment-based RSVP + bank transfer payment is simple and effective
• Canteen volunteers: name them — thanking volunteers publicly in the canteen reminder post builds a positive culture around volunteering
• Stock purchase = Accounting expense — don't forget to record stock; without it your AGM understates the true cost of running the canteen

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FAQ

Q: The canteen float keeps going missing between games. What do we do? A: Float should be stored in a club safe — not taken home by volunteers. If there's no safe: a lockable cash box kept at the venue or with a designated committee member. Two-person sign-off on the float at opening and close (both count, both sign) removes the temptation and the dispute.

Q: We want to start taking card payments at the canteen. What do we recommend? A: Square and SumUp are the most common options for small community clubs. Both offer simple tap-and-go readers with low transaction fees and next-business-day bank deposits. The card reader deposits separately from GoClubPro's Bank Transfer/wallet ledger — record card sales as a separate income line in Accounting.

Q: A volunteer "borrowed" money from the float and paid it back the next week. Is this okay? A: No. Float is club money, not a personal float. Any borrowing — even with intention to repay — undermines the integrity of the cash reconciliation system and creates accountability gaps. Address this with the committee and establish a clear "no borrowing from club cash" policy.

Q: How do we handle merchandise that doesn't sell? Do we write it off? A: Options: (1) discount and sell at next presentation night, (2) donate to junior development programs, (3) write off as a stock loss in Accounting → Expense → "Stock Write-Off — [Item] — [Qty]". Committee should approve write-offs above a threshold (check your constitution's financial authority limits).

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COMMON MISTAKES

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SHORT ONBOARDING SCRIPT

"The canteen isn't in GoClubPro's payment system — it runs on cash and your card reader. The platform's job is recording the results. After every home game: count cash, subtract float, record net in Accounting as income ('Canteen — Round X — Cash'). Card sales are a separate entry. Stock purchases go in as expenses. At AGM, filter by 'Canteen' to see the full picture. For the club shop: Noticeboard order forms + bank transfer is the simplest approach for merchandise. Always use two-person cash handling — it's basic accountability, not a reflection of distrust. And publish the volunteer roster at Season 1 Week 1 so the canteen doesn't become one family's full-time job."

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MICRO-TRAINING QUICK TIPS

• Net income = gross cash − float (always subtract float first)
• Cash: Accounting → Income → "Canteen — Round X — Cash" → net amount
• Card: Accounting → Income → "Canteen — Round X — Card" → card terminal total
• Stock: Accounting → Expense → "Canteen Stock — [Supplier]" → total purchase
• Two-person count at open and close — both sign off
• Float in club safe between games (not taken home)
• Canteen roster: Noticeboard at season start; thank volunteers publicly each week
• Merchandise orders: Noticeboard order form + bank transfer + record income when received

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Training Module 88 | See also: 07 Treasurer & Accounting · 85 Volunteer Recognition · 34 AGM Financial Reporting · 66 Club Financial Budgeting · 10 Noticeboard & Feed