Duty desk and members' expenses

Two kinds of operations are declared outside the office and wait for validation in one queue: receipts taken at the duty desk and expenses members paid for the club.

Where: Finance › Permanence › File de validation (Validate duty desk and expense claims right). The Type column tells "Receipt" from "Expense"; the Status filter keeps the "Declared" ones.

Where these operations come from

Operation	Who declares it, and how	What it contains
Receipt	The person on duty, by scanning the QR code posted at the desk (no account needed)	Amount, method (cash, cheque, card), reason, who declares, the member concerned if the reason requires it, comment
Expense	The member, from their portal (Expenses tab)	Date, amount, nature, preferred reimbursement mode, mandatory receipt

Validating a receipt

1. Check the operation against the money or cheques actually received.
2. Validate. The dialog offers the counterpart account: keep "reason default" unless there's a specific case.
3. Add a comment if needed, then Confirm: the entry is created as a draft.

If the operation is wrong or a duplicate: Reject, with a mandatory reason.

Validating an expense

1. Open the receipt from the line; check amount, date and nature.
2. Validate. The dialog lets you correct the reimbursement mode the member chose.
3. Confirm: the expense is recorded (expense debit, account 4671 credit) and the receipt is copied onto the entry.

Mode	At validation	Still to do
Pilot account	The member's 411 account is credited; the expense becomes "Reimbursed"	Nothing
Donation	The amount goes to donations (7541); the expense becomes "Reimbursed"	The tax receipt, at year end
Bank transfer	The expense stays "Validated"	Make the transfer, then Mark reimbursed

If the line shows "Receipt missing from the entry", click the indication: the receipt is attached to the entry.

Reimbursing by transfer

1. Make the transfer from the bank.
2. In the queue, on the "Validated" expense: Mark reimbursed.
3. Transfer bank account: leave empty for the default account.
4. Confirm: the reimbursement entry clears 4671 against the bank.

Do it on the day of the transfer

Until it is marked reimbursed, the expense still counts in the dashboard's "Expenses to reimburse", and the member seems to still be waiting for their money.

Tax receipts (donations)

Where: member record › Expenses › Tax receipts.

One Cerfa 11580 receipt per member and fiscal year groups all their expenses turned into donations:

1. Prepare a receipt for an eligible year: a draft reserves the expenses concerned.
2. Preview to check the layout.
3. Sign: the receipt gets its final number and the PDF is generated with the configured signature. This cannot be undone.

The member then downloads the receipt from their portal. A draft can be deleted: its expenses become available again.

Rights

Preparing a receipt needs the Prepare a tax receipt right (Bureau and Administrative roles by default); previewing and signing need Sign tax receipts (Bureau role). The signatory and the signature image are set in Administration › Signature des reçus CERFA.

Settings

• Finance › Permanence › Motifs: the receipt reasons offered at the desk, their default account, whether they require a member or a detail.
• Finance › Permanence › Dépenses: expense natures and their expense account, and the journal used.
• Finance › Permanence › Accès: the QR code to print. Regenerating it disables the old one immediately: the poster must be reprinted.

A reason or nature already used can't be deleted: deactivate it instead.