Treasurer
The Treasurer section helps you manage your Lodge's finances by organising everything into Financial Years. Within each year you can track dues, create invoices and bills, record payments that link directly to bank transactions, monitor income and expenses, generate reports, and run a structured year‑end close process.
Financial Years
Financial Years are the foundation of the Treasurer section. Every invoice, bill, and transaction is associated with a specific year, giving you a clear, period‑based view of your Lodge's finances.
Creating a Financial Year
Navigate to Treasurer → Financial Years → Create New Financial Year. You will need to provide:
- Year Name – e.g. "2025‑2026". A suggestion is pre‑filled based on your Lodge's configured year‑end month.
- Start & End Date – defines the period this year covers.
- Treasurer – optionally record the name of the Treasurer responsible for this year. Lodge member names are suggested.
- Opening Balance – the balance carried forward from the previous period. When closing a year and creating the next, this is set automatically.
- Notes – any free‑text notes for this year.
- Import Dues Levels From – choose to copy dues tiers from the Global Dues settings (default) or from a previous financial year. Prices can then be adjusted independently within this year.
Year Status
- Open – the year is active. Invoices, bills, payments, and transactions can be created and edited.
- Closed – the year has been closed via the year‑end process. All data is read‑only. A closed year can be reopened if corrections are needed.
Year Dashboard
Each financial year has its own dashboard showing at‑a‑glance summaries:
- Year Overview – period dates, status, opening/closing balance, treasurer name, and notes.
- Forecasted & Invoiced – forecasted dues income (based on members' dues levels), total invoiced, amount paid, and amount outstanding.
- Income & Expenses – total income, total expenses, net profit, and count of unreconciled transactions.
- Bills – total billed, paid, and outstanding.
- Monthly Chart – a bar chart showing income vs. expenses by month for the year.
Navigating Within a Year
The year header provides quick access to: Dashboard, Dues, Invoices, Bills, Income & Expenses, Reports, and Close Year (when the year is open).
Dues
Each financial year has its own set of dues levels, copied from the global dues tiers (or a previous year) when the year is created. This means you can adjust prices per year without affecting other periods.
- Assign each member a dues level to enable forecasting and the "Use dues level" batch‑invoicing mode.
- Dues levels drive the Forecasted Dues Income figure on the year dashboard.
Invoices
Invoices represent money owed to the Lodge – typically member dues, meal charges, or other fees. Each invoice belongs to a financial year.
Creating Invoices
There are two ways to create invoices within a year:
- New Invoice – creates a single blank invoice. You set the member, dates, line items, and other details on the edit screen.
- Batch Create – create invoices for many members at once. Choose an amount mode:
- Use dues level (default) – each member's amount comes from their dues level.
- Fixed amount – one amount applied to all selected members.
- Per‑member amounts – enter a different amount for each member.
- Line items only – no automatic amount; add extra line items after creation.
All batch‑created invoices are marked Unsent by default.
Invoice Line Items
Invoices use a line‑item model. Each line has a description, amount, and optional account code (nominal). The invoice total is automatically calculated from the sum of its lines. This makes it easy to combine dues, meals, and other charges on a single invoice.
Editing Invoices
- Click any invoice row to open it. You can edit the member, dates, sent status, and payment status.
- Add, remove, or review line items directly on the invoice screen.
- Private notes are available for internal comments and are not printed.
- An optional invoice note (configured in Settings) is printed on every invoice.
- Print generates a PDF of the invoice (with your Lodge logo) for download/printing.
- Copy Invoice duplicates the invoice (without the member or payments) for quick re‑use.
Sending Invoices
- Tick one or more invoices in the list and click Send Selected.
- Compose a message in the HTML editor. The invoice PDF is attached automatically for each recipient.
- Members without an email, or with a bounced email, are skipped. A copy is sent to the sender.
- Invoices emailed successfully are marked Sent.
Recording Payments & Bank Transaction Linking
At the bottom of each invoice is a Payments section. When you record a payment you enter the amount, date, bank account, and account code. The system then:
- Creates a corresponding bank transaction in the selected bank account.
- Links that transaction to the invoice payment, so both sides of the record are connected.
- Automatically recalculates the invoice status (Outstanding / Part Paid / Paid) based on total payments received.
Each payment shows the linked bank account and account code. If the linked transaction has been reconciled, you must unreconcile it on the Bank Account page before the payment can be removed.
Deleting Invoices
- Click Delete Invoices to enter delete mode, then select and delete. Deletion is immediate and cannot be undone.
- Individual invoices can also be deleted from the invoice edit screen.
Bills
Bills represent money owed by the Lodge – e.g. hall hire, catering, regalia, or Grand Lodge fees. Like invoices, each bill belongs to a financial year.
Creating & Editing Bills
- Create a new bill from the Bills list within a year.
- Each bill has a bill number, supplier name, bill date, due date, and payment status (Unpaid / Part Paid / Paid).
- Bills use the same line‑item model as invoices – add lines with a description, amount, and account code. The bill total is calculated automatically.
- Copy Bill duplicates the bill (without payments) for quick re‑use.
- Private notes are available for internal comments.
Bill Documents
You can upload supporting documents (images or PDFs) against any bill – for example, scanned receipts or supplier invoices. Documents can be viewed, downloaded, or deleted from the bill's sidebar.
Recording Payments & Bank Transaction Linking
Bill payments work identically to invoice payments. Recording a payment creates a linked bank transaction in the selected bank account. The bill status is recalculated automatically. Reconciled transactions must be unreconciled before the payment can be removed.
Income & Expenses
The Income & Expenses page within a year shows all bank transactions that have been allocated to this financial year, split into Income and Expense tables with totals and a net profit/loss summary.
Transaction Allocation
- When a payment is recorded on an invoice or bill, the resulting bank transaction is automatically allocated to the correct year (based on the transaction date).
- Transactions added directly in Bank Accounts (not via an invoice/bill payment) that fall within the year's date range appear as Unallocated Transactions in the right‑hand panel.
- Select one or more unallocated transactions and click Allocate Selected to assign them to this year.
- Allocation determines which transactions appear in the year's reports and year‑end calculations.
Bank Accounts
Bank Accounts are managed globally (not per year) and are accessible from the main Treasurer navigation. Each account holds a list of transactions.
- Add, edit, or remove bank accounts.
- Within an account, view all transactions, add new ones manually, edit or delete existing ones, and mark transactions as reconciled.
- Clicking a transaction shows a lookup that indicates whether it is linked to an invoice or bill payment, with a direct link to the related record.
- Transactions can be exported to Excel.
Reports
Reports are available within each financial year:
- Profit & Loss – income and expenses by account code for the year.
- Balance Sheet – a summary of assets, liabilities, and equity. Can optionally be filtered by bank account.
Reports can be printed or used as part of the year‑end close process.
Year‑End Close
When you are ready to close a financial year, navigate to Close Year from the year header. The process follows four guided steps:
- Print Auditor's Report – generates a combined Profit & Loss and Balance Sheet with signature blocks for your auditors or audit committee to sign.
- Download Year Data (CSV) – exports all financial data for the year (summary, income/expenses by account, invoices, bills, and transactions) as a CSV file that can be provided to auditors.
- Upload Signed Auditor's Report (optional) – upload a scanned or photographed copy of the signed audit report for future reference. Accepted formats: PDF, JPG, PNG, GIF, WEBP (max 4 MB). Multiple documents can be uploaded.
- Close Year – review the opening balance, total income, total expenses, and calculated closing balance. You have two options:
- Close Year – closes the year. All data becomes read‑only.
- Close & Create Next – closes the year and automatically creates the next financial year with the closing balance carried forward as the new opening balance.
A closed year can be reopened if corrections are needed. Reopening restores the year to an Open state, allowing edits again.
Settings
Treasurer Settings are available from the main navigation and include:
- Account Codes (Nominals) – manage the income and expense categories used across invoices, bills, and transactions.
- Lodge Year End – set the date/month used to suggest financial year start and end dates.
- Invoice Text – a default note printed at the bottom of every invoice.
- Base Currency – the currency symbol displayed throughout the Treasurer section.
Tips
- Use batch creation with Per‑member amounts for scenarios like meal charges where each member may owe a different amount.
- Use Fixed amount to bill the same amount to a subset of members regardless of dues level.
- Record payments directly on invoices and bills to keep bank transactions linked and your books reconciled.
- Check the Income & Expenses page regularly to allocate any unallocated transactions to the correct year.
- Use the Close & Create Next option at year‑end for a seamless transition between financial years.
- The Pro Rata Dues Calculator on the Treasurer home page can help work out partial‑year dues for new members.
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