Overview

See how the unit's money stands

1. Choose the unit under Unit, if you read more than one book.
2. Read the four tiles: cash and bank, money in, money out, and budget used.
3. Press Cash and bank to open the unit's financial position report.
4. Read In and out, the last six months, for the months before.

Then: Cash and bank is what every bank and cash account holds in the book. Money in and money out show the month's largest accounts. While the tiles show the month just ended, money in is also compared with the month before it. Budget used is the adopted budget's spending against how much of its months have gone.

On October 4 the Riverside Center's overview shows September: money in up 12% on August, and the budget 71% used with 76% of its year gone. From October 11 the same tiles show October so far.

Deal with what is waiting on you

1. Read the list under Waiting on you. A line in red is late.
2. Press the button on a line, such as Thank them or Open it.
3. Do the work on the page it opens.

Then: A line leaves the list once it is done on its own page: the gift thanked, the month submitted, the bill paid. Nothing is done from the list itself.

Who: Whoever keeps the book (Record money) is asked to thank gifts, mark Give page promises received, submit and publish a month, check bank lines, pay the bills due this week, pay back approved claims, follow pledges behind and pay the levies the unit owes. Whoever holds Approve money is asked to approve a month, adopt a budget, decide claims and approve the credits on invoices waiting for a second person. A budget, a claim or a credit of your own — or a credit on an invoice you made, sent or last changed — is never listed for you; a month you submitted is listed, but somebody else must approve it. A contact planned with a donor is listed for whoever it is given to, from its day on.

On Monday Mary Ann, who keeps the Lakeside Center's book, sees three lines: 2 gifts to thank, September to submit, and 4 bank lines to check. They press Thank them first, and the line is gone once both thank-yous are said.

Record a gift from here

1. Press Record a gift at the top of the page.
2. Type the giver's name under Who gave and choose them, or press No name — a collection, a cash box.
3. Type the Amount, and set Received to the day the money arrived: it starts at today.
4. Choose how it came, and check Into and For.
5. Press Record gift.

Then: It goes into the unit's book by itself and, when it has a name, takes the next receipt number. A thank-you goes on the To do of whoever looks after the donor, or on yours while nobody does.

Rather not? Gifts has the same Record a gift, beside every gift recorded, and is where a mistake is reversed.

See what programs and classes are owed

1. Look under Programs: owed and received. The programs owing most come first, each with what came in and what is still owed.
2. Press a program to open its Money tab.
3. Record a payment or a refund there, on its booking.
4. On a plan with Courses, look under Classes: owed and received, and press a class to open its Money panel.

Then: Each program says how many bookings owe and how many places are held until paid. Programs owing less are counted beneath the list.

Who: A Finance officer keeps the money of the programs at their units without running them; whoever runs a program keeps its money too.

Import payments from Zeffy or another payment page

1. On Zeffy, open Payments, then Export, and choose Itemized payments.
2. Here, press Import payments under Programs: owed and received, or under Classes: owed and received on a plan with Courses and no Programs.
3. Press Choose the file and choose the export.
4. Check that Exported from names the page it came from.
5. Under To record, uncheck any payment you want to leave out.
6. Under Needs you, choose the booking each payment pays, or press Skip it.
7. Press the Record button, which says how many payments it records.

Then: Each payment is recorded on its booking as Payment page (Zeffy), posted to the book as a payment typed in would be, with your name on it. A place held until paid that is now paid in full is confirmed, and its booker told. 25 are recorded at a press: press again for the rest. The same file again records nothing new, because each payment keeps its number from the page.

Rather not? To import one program's payments alone, press Import payments on its Money tab; for one class, on its Money panel.

Who: Whoever keeps a program's money: a Finance officer at their units, or whoever runs the program. On a plan with Membership, the membership dues you keep are matched from the same file.

The Hope Valley youth camp takes its fees on one Zeffy form, where each payer types their booking reference. On Monday Sokha exports Itemized payments and imports it: 23 payments are matched, and one from a parent with two children booked waits under Needs you. Sokha chooses the right booking and presses Record 24 payments.