Step-by-step guides: office and treasury
These guides are for the office administrator and the treasurer, including if you are new to the job. Each guide follows one complete example, step by step, with what you should see on screen at each step.
The people and amounts in the examples are made up
Léa Moreau, Paul Bernard, "Aéro-Pièces SARL"… do not exist. Replace them with your own data. The accounts quoted (411, 401, 512…) are those of the club's chart of accounts. Screen names are shown as they appear in the French interface.
Who does what
The ERP separates preparing from validating. This is deliberate: two people look at each entry before it is locked.
| Office administrator | Treasurer | |
|---|---|---|
| Main right | Prepare the accounts | Prepare + Post an entry |
| Enters entries as drafts | Yes | Yes |
| Attaches documents (invoice, receipt, slip) | Yes | Yes |
| Posts (validates, locks) an entry | No | Yes |
| Pays a supplier invoice | No (the payment is posted in one go) | Yes |
| Reconciles the bank | No | Yes (Bank reconciliation right) |
| Validates and issues a sales invoice | No | Yes (Validate and issue invoices right; so does the board) |
| Bills flights, sells a pack | Yes | Yes |
| Activates a registration | Yes | No (Treasurer role) |
If a button is missing from your screen, it is almost always a right your role does not have, not a fault. See Rights by role.
Five words of vocabulary
| Word | Meaning |
|---|---|
| Entry (écriture) | An accounting operation: a date, a label, lines on the debit and the credit side. Total debits equal total credits. |
| Draft (brouillon) | An entry saved but not locked: it can be edited or deleted. |
| Post | Lock an entry. It gets a number and can no longer be changed. Also called validate or book (comptabiliser): same thing. In the ERP the button reads Poster le brouillon (or Comptabiliser in some lists). |
| Reversal (contre-passation) | The way to correct a posted entry: create the opposite entry, then the right one. A posted entry is never deleted. |
| Third party (tiers) | The person or body a line concerns: a member (account 411), a supplier (account 401). Some accounts require one. |
The guides
| I want to… | Guide |
|---|---|
| Know what to do every day, week, month | My day, my week |
| Register a new member or renew an old one | Registering a member |
| Enter or correct a journal entry | Entering a journal entry |
| Record a supplier invoice and pay it | Purchase invoice |
| Bill flights and apply discounts | Billing flights |
| Record cheques, card payments, ANCV | Cheques and card payments |
| Understand warnings and blocks on entries | Accounting control rules |
| Invoice a member or an organisation for a membership, a meal, a service | Invoicing a member |
| Let a member pay in instalments | Paying in instalments |
| Check FFVP licences and introductory-flight insurance | FFVP licences and insurance |
| Settle a paid but expired introductory-flight voucher | Expired VI voucher |
| Set up the accounts and e-mails of a VI voucher type | Setting up a VI voucher type |
| Open slots and follow buyers' bookings | VI booking slots |
Three habits that avoid almost every mistake
- Check the fiscal year shown at the top of the application before entering anything.
- When in doubt, leave it as a draft. A draft can be fixed; a posted entry cannot.
- Always attach the document (invoice, receipt, slip, statement) to the entry.
How to read the guides
- Where: the menu path, for example Finance › Comptabilité › Saisie › Journal.
- You should see: what confirms the step worked. If that is not what you see, do not carry on: read the If it does not work section of the guide.
- Names in bold are those of buttons and tabs on screen.