Gold pieces, and other ‘pieces,’ generally weigh 1/100 pounds. ‘Coins’ may weigh 1/10th of a pound, and be divisible into 10 ‘pieces’.
If an item is not written on your character’s sheet, he doesn’t have it. And an item can’t be on multiple sheets. In particular, treasure must be written on the sheet of whoever is carrying it, when they pick it up.
Players should adjust their encumbrance total immediately and notify the GM if their status has changed.