My day, my week, my month

A checklist so nothing is forgotten. Each line points to the guide that explains the task.

Every day (5 to 10 minutes)

Office administrator

1. Open My desk (menu, under the Dashboard). The page lists what is waiting, with a counter and a link to the matching list: flights to bill and sync failures, receipts and expense claims to validate, applications and registration files, drafts and bank lines. See “My desk”.
2. Validate duty-desk receipts and expense claims: Finance › Permanence. See Duty desk and expenses.
3. Process the registration files received: Membres › Dossiers d'inscription. See Registering a member.
4. Enter what came in: cheques received, supplier invoices, card payments. See Cheques and card payments and Purchase invoice.
5. End of day: attach missing documents and look at Finance › Comptabilité › À faire.

Treasurer

1. Open Finance › Comptabilité › À faire: Écritures à valider, Lignes bancaires à rapprocher, Écarts de rapprochement.
2. Review then post the drafts prepared by the office. See Entering a journal entry.
3. Validate pending sales invoices: Finance › Ventes › Factures. See Invoicing a member.

Every week

Who	What	Guide
Office	Bill the flights validated on the Planche	Billing flights
Office	Deposit cheques at the bank (remittance)	Cheques and card payments
Treasurer	Reconcile the bank statement	Finance › Comptabilité › Rapprochement
Treasurer	Pay overdue supplier invoices	Purchase invoice
Treasurer	Transfer validated expense claims	Duty desk and expenses

Every month

• Breaking control rules check in the journal: the list must be empty (Entering a journal entry).
• FL (flights) and REM (discounts) drafts: apply pack discounts, then review.
• Unbilled flights: En attente filter in Facturation & Vols › Vols (empty list expected).
• Late instalments: reminders go out by themselves, but look at the Payment schedule block of the member sheets concerned (Paying in instalments).

Every quarter

• Post the flight and discount entries: members see them as "pending" until then.
• FFVP licences and VI insurance: check the members and the vouchers (FFVP licences and insurance).

Before closing the fiscal year

• Settle paid but expired introductory-flight vouchers (Expired VI voucher).
• No drafts, no unexplained suspense account, reconciliation finished, tax receipts issued. See Fiscal year and closing.

When to call the treasurer (office)

• A posted entry is wrong.
• A bank line will not reconcile and you cannot find why.
• You hesitate between an expense account (class 6) and a fixed asset (class 2).
• A duty-desk receipt does not match the money received.