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File a claim with the receipt attached. A director who is not you approves it, the society pays it, and Owed to you shows it waiting, then owed, then paid.

See also: Task: Get my money back

Close the month when its statement matches and its questions are answered, then lock it. A locked month can be opened again only for a stated reason, in the open, and the correction stands in an open month.

See also: Task: Close the month

You do not edit it. You post a reversing entry that takes the wrong one back, in the open, and the ledger carries both — the mistake and the fix — so anyone can follow what happened.

See also: Task: Fixing a wrong entry

Yes. The standard rule is one approval, and no one approves their own payment — it is set from the start and needs no touching. In Settings, under Approval rules, the society can ask for two approvals on every payment, or on payments at or past an amount it sets, and can give claims a rule of their own.

See also: Glossary: Approval

Expense submitter. It lets you start a claim and follow your own claims, and nothing else — no books, no one else’s claims, no money. Your claim still waits for someone else to approve it.

See also: Article: Roles and powers

Someone with Full access invites you on the People page and gives you a role. You enrol your own passkey at the society’s address, and that is your way in. The Read only role reads everything and changes nothing. An accountant comes in the same way, with the role the society gives them — there is no separate accountant login. The sealed pack needs no sign-in at all.

See also: Article: Roles and powers

An adjustment returns inside a pack, checked against the pack’s fingerprint and balances, and lands as a proposal. The board decides each adjustment one by one — never in a batch — and each decision is in the record.

See also: Glossary: Proposal

That is set by roles. Full access does everything, including people and settings. Full books access works the books. Approver approves bills and claims only. Expense submitter files their own claims only. Read only reads everything and writes nothing.

See also: Article: Roles and powers

Your assistant acts as you, and never wider than you: it can read what you can read, file claims as you, and draft proposals for a person to decide. It can never approve, and it sees only the screen you are on, while you are signed in.

See also: Article: The Assistant’s seat

It goes into its own fund, apart from the society’s general money, and each spending from it is recorded against the grant. A grant with no conditions goes to the general fund.

See also: Task: A grant comes in

Record the gift on Receive money: who gave it, and its fund if it was given for a purpose. The society thanks the giver, but the thank-you is not a tax receipt — only a registered charity can issue one a giver can claim.

See also: Task: A donation comes in

It turns on what the society sells, and how much. Most societies charge no GST on most of what they do, and the law sets the line at $50,000 of taxable supplies a year for a public service body.

See also: Legal: Charge tax rightly

Match every line of the bank’s statement against the books on the Bank page, answer each question it raises, and lock the month when the two agree. A month the books cannot prove stays open until it can.

See also: Article: Bank reconciliation in plain words

A restricted grant is recognised as revenue when the society has spent from it on the purpose it was given for. Until then the money stands in its own fund as deferred revenue — money held, not money earned.

See also: Glossary: Deferred grant revenue

The books judge the last completed fiscal year from the ledger — investment-kind income, and total assets at the year’s end — and show each figure beside its line on the Tax page. The answer is in the books, not in a form the books cannot see.

See also: Legal: File what is owed

Yes, for work done for the society, under the conditions the law states: paid directors must stay a minority of the board, and pay for being a director is a separate question that turns on the bylaws. No one approves their own payment.

See also: Task: Pay a director

You say so, and you take no part in deciding it. The conflict is recorded with the decision, and the payment is approved by the directors who hold no interest in it.

See also: Legal: Declare an interest

The society’s money: that it is spent on its purposes, kept in good order, and shown to the members honestly. The principles in Legal state each duty in plain words, with the law beneath it.

See also: Legal: Act honestly and with care

A member or director can inspect the records the law names, in the way the bylaws set out. The books the app holds are the society’s records; the records themselves stand on the society’s own computer or its hosted books.

See also: Legal: Keep the records

Each account in the chart carries the GIFI code it reports under, or stands unmapped and named on the Tax page. The mapping is the society’s own; nothing posts without a code, and nothing waits on one.

See also: Glossary: GIFI code

A pack: the books as they stand, the statements, the entry-lines file and a read-me carrying the pack’s fingerprint, sealed with a passphrase you choose. The accountant’s adjustments come back as proposals for the board to decide.

See also: Glossary: Pack