Training Module 07 — Treasurer & Accounting

GoClubPro User Training | Area: Treasurer / Accounting

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What Users Need to Learn

The Treasurer section is the financial backbone of GoClubPro. Users with the Treasurer or Club Admin role need to understand:

• How to navigate the Treasurer dashboard tabs
• How to reconcile payments (match what members paid to their dues)
• How to read and act on the Aging report
• How to view and manage the Accounting ledger
• How to approve or reject expense claims
• How to handle Association bills
• How to verify Bank Transfer declarations and manage wallet credit top-ups

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1. Step-by-Step Walkthrough

Viewing the Treasurer Dashboard

1. Click Treasury (or Treasurer) in the navigation.
2. You land on the Dashboard tab:

• Revenue collected this week
• Total outstanding fees across all members
• Collection progress bars by team/grade
• Pending expense claims requiring approval

Reconciling a Payment (Matching a Payment to a Fee)

1. Go to the Reconciliation tab.
2. You'll see two lists:

• Unmatched payments — money received but not yet linked to a specific fee
• Unmatched fees — fees outstanding with no payment linked

3. Click an unmatched payment to expand it.
4. From the dropdown, select the fee/fixture it corresponds to.
5. Click Reconcile — the payment and fee are linked; the fee status becomes "Paid".
6. Repeat for all unmatched items.

Viewing the Aging Report

1. Go to the Aging tab.
2. The report shows all outstanding fees grouped by age:

• 0–30 days (current)
• 31–60 days (overdue)
• 61–90 days (seriously overdue)
• 90+ days (debt risk)

3. Click any row to see the member's full outstanding payment history.
4. Use the Send Reminder button to dispatch an automated reminder email.

Viewing the Accounting Ledger

1. Go to the Accounting tab.
2. You'll see a full transaction ledger: every payment in and out, with date, description, amount, and status.
3. Filter by date range, member, or fee type.
4. Export to CSV via the Export button for use in external accounting software.

Approving an Expense Claim

1. In the Treasurer Dashboard, click Expense Claims or go to the Claims section.
2. Review each pending claim:

• Member name
• Description of the expense
• Amount claimed
• Attached receipt (if submitted)

3. Click Approve to authorise the reimbursement (creates a ledger entry).
4. Click Reject and enter a reason (member is notified).

Setting Up or Viewing Association Bills

1. Go to the Bills tab.
2. You'll see invoices from your association (e.g., registration levies, competition fees).
3. Click any bill to view the full itemised invoice.
4. Mark as Paid once settled via your bank.

Verifying Payment Declarations

1. Go to the Reconciliation tab (or the Pending badge on the Dashboard).
2. Review each pending Bank Transfer or wallet top-up declaration: member, fee, amount, and receipt photo (if attached).
3. Click Approve to confirm the payment (status becomes Paid), or Reject and enter a reason — the member is notified and can re-declare.
4. Wallet top-ups are verified the same way. Once approved, the credit becomes available and is automatically applied to the member's next new fee.

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2. Simple Explanation (Beginners)

The Treasurer section is your digital cashbook and reconciliation tool. Instead of spreadsheets and bank statements, you see everything in one place:

• Who owes what
• Who's paid
• Claims waiting for your approval
• Bills your club owes to the association

The Aging report tells you who's overdue and by how long. The Reconciliation board helps you match bank payments to fee records.

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3. Advanced Explanation (Power Users)

Ledger architecture: Every financial event (payment, registration, claim, refund, association charge) creates an immutable ledger entry. The ledger is append-only — you can't delete entries, only create corrections. This ensures a complete audit trail.

Reconciliation workflow: Wallet credit payments are auto-matched the moment they're applied — no Treasurer action needed. Bank Transfer declarations (with or without a receipt photo) require the Treasurer to review and approve or reject in the Reconciliation tab before the fee shows as Paid.

Aging algorithm: The Aging report calculates overdue days from the fee creation date (when the fixture was played, or when registration was due), not from when the system first requested payment. This means a fee can enter the 60+ day bucket quickly if it was for a fixture played 8 weeks ago.

Export and external accounting: The ledger export (CSV) is designed to be imported into Xero, MYOB, QuickBooks, or any accounting software. The columns include: date, reference, description, debit, credit, running balance, GST (if applicable).

Payout timing: GoClubPro doesn't process card payments, so there's no payment-processor payout delay to track. Members transfer funds directly to the club's bank account (for fees) or into wallet credit; the Treasurer's job is to verify each declaration against the actual bank transaction received.

Multi-grade financial separation: Revenue tracking is available per grade/team. Treasurers can view how much each team has collected vs. expected, enabling per-team financial management.

Association billing: Bills from associations are pushed into the system automatically (if your association uses GoClubPro billing) or entered manually by the Treasurer. These represent your club's obligations to the association — registration levies, competition entry fees, etc.

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4. Visual Description (Text-Based)

┌─────────────────────────────────────────────────────────┐
│ TREASURER │
│ │
│ [ Dashboard ] [ Reconciliation ] [ Aging ] [ Accounting ] [ Bills ] │
│ │
│ ─── DASHBOARD ────────────────────────────────────── │
│ │
│ Revenue This Week: $1,240.00 ↑ 12% from last week │
│ Total Outstanding: $3,680.00 │
│ Pending Claims: 3 ⚠ [ Review Claims ] │
│ │
│ COLLECTION PROGRESS │
│ Seniors Div 1: ████████░░ 78% collected ($2,800) │
│ Reserves Div 2: █████░░░░░ 52% collected ($1,040) │
│ Under 16s: ███████░░░ 72% collected ($720) │
│ │
│ ─── AGING SUMMARY ────────────────────────────────── │
│ 0-30 days: $1,240 (24 members) │
│ 31-60 days: $1,800 (12 members) ⚠ │
│ 61-90 days: $440 (4 members) ⛔ │
│ 90+ days: $200 (2 members) 🔴 │
└─────────────────────────────────────────────────────────┘

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5. Tooltips & Hints

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6. FAQ — Treasurer & Accounting

Q: A payment shows in the bank but isn't showing in GoClubPro. A: Check the Reconciliation tab for a pending declaration from that member. If none exists, ask them to declare the payment (Bank Transfer / Declare Paid) so you can verify and approve it.

Q: How do I issue a refund? A: In the Accounting ledger, find the original payment entry and click Issue Refund to record a ledger adjustment. GoClubPro doesn't process card payments, so there's no automatic processor refund — arrange the return via bank transfer or a wallet credit adjustment, and record it manually.

Q: Can I export the ledger? A: Yes — Accounting tab → Export CSV. The file contains all transactions in a format compatible with major accounting software.

Q: What should I do with claims I can't verify? A: Click Reject and provide a reason. The member will be notified and can resubmit with additional documentation.

Q: A member says their wallet credit isn't being applied to a new fee. A: Confirm their wallet top-up declaration has been approved — wallet credit only becomes available once verified. If it's already Confirmed and still not applying, contact support.

Q: What does the Aging report do exactly? A: It categorises all outstanding (unpaid) fees by how long they've been overdue. This helps you prioritise follow-up — focus on 90+ day cases first, then 61–90.

Q: Can I mark a fee as "written off" if it's never going to be paid? A: Contact support — debt write-offs require a manual ledger adjustment to maintain accounting integrity. This is not available as a self-service action.

Q: Association bills keep appearing — where do they come from? A: If your association uses GoClubPro, they push bills to your Bills tab automatically. Otherwise, your admin may be entering them manually.

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7. Common Mistakes & How to Avoid Them

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8. Short Onboarding Script

Treasurer — Your Club's Financial Command Centre

Four key workflows to master:

1. Dashboard — see revenue and outstanding at a glance
2. Reconciliation — match bank payments to fee records
3. Aging — identify and follow up overdue accounts
4. Claims — approve or reject expense reimbursements

Encourage members to top up wallet credit — it's auto-applied to new fees and cuts down the number of Bank Transfer declarations you need to manually verify.

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9. Long Training Guide

End-to-End Financial Workflow

1. Fee configuration (Admin / Treasurer) Before the season starts, configure match fees, registration fees, and training fees in Settings → Fee Configuration. These rates determine what members are charged automatically.

2. Registration (Players) Players pay their season registration fee via the Payments section. This is auto-matched to their registration record.

3. Match fees (Auto-generated) When a fixture is created, GoClubPro automatically generates a match fee record for every player on the team. Players pay these via Payments → Matches tab.

4. Wallet credit (Auto-applied) Wallet credit is automatically applied to new fees the moment they're generated — fully or partially covering them. No manual Treasurer action needed for the wallet-covered portion.

5. Bank transfer payments (Manual verification) Members who pay via bank transfer use "Bank Transfer" or "Declare Paid" in their Payments section. This creates a Pending declaration. Treasurers review and approve these in the Reconciliation tab.

6. Expense claims (Manual review) Members submit claims with descriptions and amounts. Treasurers review, verify receipts, and approve or reject.

7. Aging and follow-up Weekly, review the Aging tab. Use Send Reminder for 30+ day overdue accounts. Escalate to the Club Admin for 90+ day cases.

8. End-of-season reporting Export the ledger from the Accounting tab. Use this for:

• Annual general meeting financial report
• External auditor review
• Tax reporting (if applicable)
• Import into accounting software (Xero, MYOB, etc.)

Understanding Ledger Entries

Every payment creates a matching credit against an existing debit. When they equal each other, the fee is settled.

How Money Reaches the Club

There's no payment processor sitting between members and the club — money moves directly:

1. A member transfers funds directly to the club's bank account (for a fee) or into wallet credit.
2. They declare the payment in GoClubPro, optionally attaching a receipt photo.
3. The Treasurer checks the club's bank statement against the declaration and clicks Approve once it matches.
4. There's no payout delay or processor fee to account for — the full amount the member transferred is what lands in the club's account.

Managing Expense Claims Well

Best practices for a fair and efficient claims process:

• Require receipts for all claims over $20.
• Set a submission deadline (e.g., within 30 days of incurring the expense).
• Approve/reject within 5 business days.
• Add a note when rejecting — explain what's needed to resubmit.
• Create a club policy document (external to the app) listing what types of expenses are reimbursable.

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10. Micro-Training (Quick Tips)

⚡ QUICK TIPS — Treasurer

✅ Encourage wallet top-ups — reduces manual Bank Transfer verification
✅ Check Reconciliation tab weekly for bank transfer matching
✅ Review Aging weekly — contact 30+ day overdue accounts early
✅ Export ledger at end of season for financial reporting
✅ Approve/reject claims within 5 business days
✅ Refunds must go through the app — not outside it

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11. Troubleshooting

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Module 07 of 15+ | Next: Module 08 — Player Profile