Administration guide: keeping the venue's books
What the administrator (finance) sees and does: cash, payments, invoices and unpaid items.
For: administration
What the administration role is
The administrator runs Finance, Invoicing and payments for the venue. They don't operate the calendar or change prices (that's the manager and owner) and don't see people: keeping the books doesn't grant access to members' personal data.
What you do
- Finance: cash, payments, bank payouts and unpaid items.
- Invoicing: the venue's tax details and issued invoices. An issued invoice is not edited or deleted: it is rectified with another that references it.
- Municipal payments (if the venue is a town hall): ordinance and rates, discounts with their audit trail, receipts, SEPA batches (notebook 19), payment letters (notebook 60) and the card gateway.
- Reports: the venue's PDF and CSV reports and their scheduled recipes.
A month-end close
- Review unpaid items and chase them from their notices.
- Generate the month's batch and download the file for the bank.
- Mark the batch as settled when the bank confirms it.
- Download the period's reports and keep them.
What you won't see
The venue's people, the calendar, prices and rules. If you need a person's data, ask the front desk or the manager.