Expenses for the treasurer

This guide is for you as treasurer. It shows how to pay invoices and reimburse receipts that have been approved. Everything is done in admin. How expenses are made and approved in the app is described in the guide Expenses.

1. What the treasurer does

An expense reaches the treasurer once it has been approved and shows as Confirmed. Then it should be paid:

Receipt — the member has already paid. You transfer the amount to the member's bank account.
Invoice — nobody has paid yet. You pay the invoice to the supplier, using the payment details on the invoice.

Once the payment is made you mark the expense in admin and choose which bookkeeping account it is booked on. That links the expense to the right row when the bank file is booked later.

Approval is handled by the account's approvers in the app. The board can also confirm submitted expenses in admin, under Economy → Confirm expenses.

2. Find what needs paying

Invoices to pay — invoices to be paid, the one due soonest at the top. The due date turns amber as it approaches and red once it has passed.
Receipts to reimburse — receipts to be paid back to members.

Click a row to open the expense.

3. Reimburse a receipt

The expense page shows the member, the amount, the account and the receipt image on the right. Click the image to enlarge it. Under Bank account you find the member's bank, clearing number and account number, plus a combined string of digits to paste into the bank. Always check the format against what your bank requires.

Make the transfer in the bank.
Choose the Bookkeeping account in the panel below the details.
Enter the Reimbursement date, the day the money went out.
Click Mark as reimbursed and confirm.

Why the date and bookkeeping account matter. When the bank's transactions are later imported for the bookkeeping, each payout is matched automatically to the right expense. The matching is based on amount and date: the amount must be exactly the same, and the date you enter here may differ by at most five days from the bank's transaction date. So the date doesn't have to be exact, but the closer the better. Two things stop a payout from being matched automatically, so that it has to be booked by hand: the expense has no bookkeeping account, or two reimbursed expenses with the same amount fall within the same five days, since the matching then can't tell which is which.

If it says no bank account on file, the member hasn't filled in their bank account. Ask them to do so under My Profile in the app.

4. Pay an invoice

An invoice shows the Invoice label, its due date and the supplier. Where a receipt shows the bank account, an invoice says to pay the supplier according to the invoice. If the invoice is a PDF, open it with Open PDF invoice.

Pay the invoice in the bank with the details on the invoice.
Choose the Bookkeeping account.
Enter the Payment date.
Click Mark as paid and confirm.

The payment date and bookkeeping account are used for the automatic matching against the bank in the same way as for receipts; see above.

5. If something went wrong

Wrong account or date: click Undo "mark as reimbursed" (or paid). The expense goes back to Confirmed with the account and date still filled in, and you can mark it again.
Approved by mistake: click Undo confirmation and then Yes, undo the confirmation. The expense goes back to Submitted and must be approved again, in admin or by an approver in the app. This only works until the expense has been paid.
The expense shouldn't be paid: click Reject… and write a reason. The member sees the reason in the app and can correct and submit again.

You can't reimburse your own expenses; someone else has to.