Office: before you start
The office records what reaches the club day to day: payments, duty-desk operations, members' expenses, trial flights, supplier invoices.
New to the job?
The step-by-step guides take each task with a complete example: registering a member, entering a journal entry, recording a purchase invoice, billing flights, entering cheques and card payments, invoicing a member. This page is the reference.
| Task | Page |
|---|---|
| Validate duty-desk receipts and expense claims | Duty desk and expenses |
| Record card, ANCV, cheques and bank deposits | Payments received |
| Follow trial-flight vouchers from HelloAsso to completion | Trial flights |
| Record a supplier invoice, its payment and its document | Supplier invoices |
| Correct a flight before billing | Billing flights |
Your starting point: the dashboard
The ERP home page groups cards by area; each card opens the matching screen. Two cards concern you:
- Finance: draft entries, bank lines to reconcile. Details in Finance › Comptabilité › À faire.
- Duty desk operations: receipts to validate, expenses to validate, expenses to reimburse by transfer, with count and amount. A line turns orange as soon as something is waiting.
All counters at zero: the day is done.
Your rights
What you see depends on your role's rights.
| Right | Allows | Administrative role by default |
|---|---|---|
| Validate duty desk and expense claims | Validate the duty desk and expense claims | Yes |
| Manage vouchers, schedule, import HelloAsso, collect a voucher | Vouchers, schedule, HelloAsso, voucher entries | Yes |
| Manage flight billing, correct a flight record | Correct a flight before billing, bill | Yes |
| View finance | Read accounts and entries | Yes |
| Prepare the accounts | Card and cheque receipts, deposits, supplier invoices, trial-flight completion entry, flight billing — as drafts | Yes |
| Post an entry | Post for good (post = validate = book), pay a supplier invoice | No (treasurer) |
| Bank reconciliation | Reconcile statement lines | No (treasurer) |
| Validate and issue invoices | Issue a numbered sales invoice | No (treasurer, board) |
You prepare; the treasurer posts. See Rights by role. Never share a login.
The active fiscal year
Everything you enter goes to the fiscal year selected at the top of the application. Check it before you start, especially early in the year or right after a year-end close.
Draft or posted
| State | Meaning | Can it be corrected? |
|---|---|---|
| Draft | The entry exists but isn't final | Yes: editable and deletable |
| Posted | The entry is frozen and has a sequence number | No: it needs a reversal |
Most screens create entries as drafts: that leaves time to check.
Golden rule
Never delete a posted entry. If it is wrong, tell the treasurer, who will reverse it.
Habits
- Check the active fiscal year before each session.
- Start with the dashboard; finish with every counter at zero.
- When in doubt, leave it as a draft.
- Attach the document before posting: invoice, ticket, deposit slip.
- Enter actual commissions (ANCV especially), never the computed default.
- Check totals against the source document: deposit slip, statement, invoice.
- Mark an expense claim reimbursed on the day of the transfer.
When to call the treasurer
- A posted entry is wrong.
- A bank line won't reconcile and you can't find why.
- Unsure of the account: expense (class 6) or fixed asset (class 2) for an invoice.
- A duty-desk receipt doesn't match the money received, or an expense looks unjustified.
- An inconsistent trial-flight voucher: completion entry without a linked flight, or the reverse.