Treasurer's guide — SmartFalco

1. Your role as treasurer

Treasurer is not a role of its own: it is a sub-role the administrator grants to an animator, and it stacks with the others (teacher, technician). It opens a single thing, but a cross-cutting one: the club's money. An administrator has that access by right, without needing the sub-role.

You do not, however, configure the club, create other animators' activities or assign roles: that remains the administrator's domain.

2. Reaching the club's finances

The administrator grants you the sub-role from your record in the member directory. The Finances section then appears in the sidebar, with four entries:

Transactions — every payment made to the club, and its status.
Finance — income and expenses, expense claims, offline settlements.
Prices & payments — the season's membership fees, prices, unpaid items.
Accounting — income statement, budget, reconciliation, closing, receipts, export.

💡 Your permissions are loaded when your session opens. If the Finances section does not show up right after the sub-role is granted, sign out and sign back in.

3. Income, expenses and manual entries

Online payments feed the ledger automatically: a course enrolment, an event seat, a shop order or a membership fee paid by card lands there with no re-keying. Your work is about everything that is not automatic.

Offline settlements — record cash and cheques so the ledger reflects what the cash box actually holds.
Expense claims — costs incurred by volunteers and animators, with their supporting document attached.
Refunds — tracked from the transactions, including those handled offline.

4. Membership fees, prices and unpaid items

The Prices & payments screen gathers what a treasurer looks for at the start of a season: the club's pricing policy stated in plain sentences, each activity's price read-only, and the list of the season's membership fees — with, for each member, the option to collect, remind or cancel.

An unpaid list cuts across domains: membership fees, courses and events appear together, which saves opening three screens to find out who owes what.

5. Income statement, budget and bank reconciliation

The Accounting module works on the financial year you select, following the club's chart of accounts (French or generic).

Income statement — money in, money out and the year's result, broken down by category and exportable as PDF.
Budget — the annual budget per category, to set against the actuals.
Reconciliation — import the bank statement as CSV, match its lines against the ledger entries, and filter on whatever is still unreconciled.

6. Closing, donation receipts and accounting export

Closing — locks the financial year. Once closed, its entries can no longer be modified: that is what makes the accounts stand up to scrutiny.
Receipts — generates donation receipts as PDF.
Export — outputs the ledger as CSV and PDF, meant for your accountant.

💡 SmartFalco keeps cash-basis accounts — what is actually received and paid out. It does not compute VAT and does not keep accrual accounts: those belong to your accountant, whom the export feeds.