Treasurer

What this role can do

Treasurer

• See all invoices and payments. Every invoice, the payments ledger and the price list.
• Raise invoices and record payments. Create, edit and void invoices, record payments, run renewals.
• Committee reports. Membership, income and court-use statistics.
• Download report figures. Download the figures and the rows behind a widget or a report page as a spreadsheet. Every download is recorded.
• See functions and enquiries. Enquiries, quotes, what is owed, the functions calendar and function sheets. Shows the name and contact details of each hirer.
• See sales and till sessions. Every sale, tab and till session, the cash-up variances, sales reports, and what a named member has bought.
• See bank statements and the reconciliation. The club's bank lines, what they are matched to, the reconciled-to dates and the bank summary. Changes nothing. Bank lines can name the people who paid.
• Reconcile the bank account. Import bank statements, set up bank accounts and how their files are read, match bank lines to the money recorded in Sports Club OS and unmatch them, explain lines that are not club income, and set and reopen the reconciled-to date.
• See the finance figures. The GST codes and how prices are entered, GST and the BAS worksheet, income received in advance, this year against last, invoiced against received, member and non-member income, and the account mapping. Changes nothing.
• GST codes, price entry and accounts. Set the GST code of price-list items, membership types, till products and categories; whether prices are entered including or excluding GST (and what that does to stored prices); the BAS period and basis; the account mapping; mark a BAS period lodged and reopen the latest.
• Export income to the accounts. Download income for the club's accounts: the accountant's spreadsheet and the monthly summary to key in. Every download is recorded.

These are the starting roles. The club can change what each role may do on its Roles & permissions page, give a person several roles, and take a role away when they step down. The server checks every request against those roles, so a hidden button is never the only protection. See Roles and their starting permissions.

Articles

• Apply to join the clubFill in the club's join form for yourself, your child or your family, confirm your email address, and what happens until the committee decides.
• Import a bank statementSet up the club's bank account once, then import a statement downloaded from the bank as a CSV file. The same days imported again add nothing.
• Match and explain bank linesConfirm suggested matches, match bank lines to recorded money by ticking both sides, explain lines that are not club income, and unmatch.
• What Bank reconciliation doesImport the club's bank statement and match every line to money Sports Club OS recorded, or explain it, then reconcile to a date so it is locked.
• Reconcile to a date, and reopen itWhen every bank line up to a day is matched or explained and the balance agrees with the statement, reconcile to that day to lock it. Reopen the latest.
• Use the BAS worksheetSee G1, 1A and G3 for a quarter or a month, check every sale behind them, mark the period lodged once the club has lodged, and set the basis.
• Export a month's income to your accountsPrint a month's money received by payment method and account to key into MYOB Business, or download the accountant's spreadsheet. Set the club's account codes.
• How GST is worked out, and how prices are enteredThe four GST codes, how an invoice's GST is worked out in whole cents, and whether the office types prices with or without GST, and how to switch.
• Income received in advanceHow membership fees are earned day by day, how much received money is for days still to come on any day, and how joining fees are treated.
• Member and visitor incomeA period's income without GST split by who it came from (members, guests, visitors and functions), as evidence for the club's accountant.
• What Finance doesThe treasurer's figures: GST codes and how prices are entered, the BAS worksheet, income in advance, this year against last, and the export to the accounts.
• Why is the GST a cent different from 1/11?An invoice's GST is rounded once over the whole invoice, so one line's GST can be a cent away from its own 1/11. Every line still adds up exactly.
• This year against last, and invoiced against receivedCompare income without GST this financial year so far with the same days last year, by stream, and see what was invoiced against received each month.
• Find your way around: the menu, search and your account menuHow the side menu, the search box, the breadcrumb and your account menu work, and why your menu may differ from someone else's.
• Ask Help and feedback, or tell the club what you noticedThe Help and feedback button answers questions about using Sports Club OS and takes your feedback, which is kept only when you save its summary.
• I can't sign inWhat to check when you cannot sign in to Sports Club OS, from the email address you use to a lost authenticator app, and who can help.
• Why is my menu different from someone else's?The menu shows only what your roles allow, so people with different roles see different menus. Here is what else changes what you see, and what to do.
• How roles and permissions decide what you seeWhat a role is, how a person can hold several, how members fit in, and how the club decides what each role may do.
• Sign in, and reset a forgotten passwordSign in to Sports Club OS, choose a password the first time, enter a two-factor code, reset a forgotten password, or make a login as a member.
• The treasurer's monthFor the treasurer: record payments, reconcile the bank account, check what is owing, then the BAS worksheet and the export to the club's accounts.
• What Sports Club OS isClub management software for member sports clubs: what it covers, who uses it, how it works, and what is not built yet.
• Invoice line categories and GST codes, and why they matterEvery invoice line has a category, which decides where its income is counted, and a GST code, which decides its GST. How each line gets them.
• Change or void an invoiceChange an invoice's lines, dates or notes while nothing has been paid on it, or void an invoice raised by mistake so it is no longer owed.
• What Invoices doesEvery invoice the club raises, whatever raised it: what is owed, payments recorded against it, what is overdue, and the invoice as it prints.
• Print an invoice or save it as a PDFOpen an invoice as it prints, headed Tax invoice or Tax invoice / Receipt, and print it or save it as a PDF to send.
• Raise an invoiceRaise an invoice by hand for a member or contact, from the price list or with lines you type, as a draft or issued straight away.
• Record a paymentRecord money received against an invoice, in full or in part. A paid renewal moves the member's expiry, and the payment joins the club's income.
• See what is still owingUnpaid invoices lists every issued invoice with something owing, what is overdue, and the stage each has come to on the club's reminder schedule.
• Change your password and turn on two-factor sign-inChange your password, and turn two-factor sign-in with an authenticator app on or off, on the Password & two-factor page.
• What membership billing doesMembership types and fees, the membership year, paying yearly or monthly, renewal invoices by hand or automatically, and what paying does to the expiry.
• The renewal is paid but the member still shows ExpiredWhy a member can still show Expired after paying: usually the invoice was not a renewal invoice, or is not paid in full. How to put it right.
• Raise renewal invoicesRaise renewal invoices in one go for memberships that have ended or end soon. Paying one moves the expiry to the end of the next membership year.
• Charge to a member's accountPut a sale on a member's household account, within its limit. Charges go on one invoice a month, issued on the 1st, and count as income when it is paid.
• What Point of sale doesOne till for the bar and reception that knows the members: member prices, tabs, member accounts, prepaid credit, courts, guest fees, cash-ups and receipts.
• See what was soldThe Sales page lists every till sale with figures by payment method, category and kind of sale, and opens each sale's items, payments, refunds and receipt.
• Sign off a cash-upCheck each closed till session on Till sessions, its count, variance, sales, tabs and corrections, and sign it off with a note.
• GlossaryThe words Sports Club OS uses, from account and awaiting renewal to widget and Z read, each in a sentence or two with where to read more.
• Keyboard shortcutsEvery keyboard shortcut in Sports Club OS, page by page: search, menus, the roster, Make booking, the till, the website editor, the boards and more.
• What is not built yetEverything a club might expect from Sports Club OS that it does not do yet, part by part, and what to do instead.
• Which release you are on, and what a screenshot's release line meansEach version of Sports Club OS has a release name, shown in your account menu, and every Help article and screenshot says which release it shows.
• Emails and texts Sports Club OS sendsEvery email and text message Sports Club OS sends, what makes it go, who gets it, and what is never sent, part by part.
• Every status, in one placeThe statuses of members, invoices, bookings, shifts, hours, applications, functions, classes, messages, till sales and the rest, as the screen shows them.
• What Sports Club OS keeps, and who can see itWhat Sports Club OS keeps about members, staff and the club, who can see each part, what is never kept, and what each AI feature is sent and keeps.
• Committee reportsRead the club's standing figures for a committee meeting: members, renewals, income and court use, with a Print button and a spreadsheet of monthly income.
• Your Dashboard and its widgetsChoose which widgets your Dashboard shows, put them in your own order, open one out for more, and add ready-made reports. Your layout is yours alone.
• Download figures and the rows behind themSave a report page's figures, and the records behind each figure, as a spreadsheet file. Every download is recorded in the audit log.
• What Reports doesThe club's figures: Committee reports, your own Dashboard of widgets, report pages to keep, print and share, and the AI Report Assistant.
• Why do two reports give different totals?Two figures that look alike usually count different things, over different days, or for someone who sees different groups. How to find which.
• Report pages: make, share, print and downloadMake a page of widgets from a template or a blank page, share it with roles, print it, or download its figures and the rows behind them.
• Why some figures show "<5"A group of fewer than five people is hidden from anyone who cannot open the member list, so a figure by age, type or suburb never points to one person.
• Set up bank accounts for reconciliationAdd each club bank account to Bank reconciliation, with the day reconciliation starts and the opening balance that day, before importing the first statement.
• Set up GST codes, price entry and your accountsWith the club's accountant: whether prices are typed with or without GST, each charge's GST code, how the BAS is worked out, and the accounts income goes to.