Tutorials - Accounting

User Accounting

Each user can access their personal accounting from the menu:

This page summarizes any pending payments, if present, and the accounting status of all their registrations.

Organization Accounting

To view an overview of the organization's accounting, go to the Organization Accounting page.

At the top, you'll see the Global Balance. This reflects the organization's positive operating margin, based solely on the budgets of runs marked as "Completed."

If Tokens/Credits are enabled, these number assumes all of them have been reimbursed.

This is a virtual balance, indicating the available margin for planning organizational expenses.

Below that is the Overall Balance. This represents the actual amount that should be held across the organization’s bank and financial accounts. To align this with your real financial status when first using the system, record an Inflow (see below) with the current amount held.

Note: Additional summary rows will appear if you activate more Accounting features.

Event Accounting

To view an overview of the an event accounting, go to the Event Accounting page.

This overview allows you to monitor actual versus expected income, track payment methods, and calculate net event profitability.

Below you'll find a breakdown of each accounting types.

Donation

To allow users to perform voluntary donations to the Organiazion, activate the "Donation" feature.

Users can now find a Donate section on their accounting page.

Following their link they can perform the donation, that will be recorderd as an organization inflow. 

Token / Credit

To manage virtual balances that simplify handling reimbursements for users and collaborators, activate the "Token / Credit" feature.

Token - Each user will have an associated token balance in the system. The primary function of tokens is to automatically reduce the registration fee when a user signs up for an event - one token per unit of the organization's configured currency (e.g., 1 token per €1). The system handles token accounting automatically. This allows the organization to reward players or collaborators by granting tokens, which they can then use to lower the cost of future event registrations.

To issue tokens to a user, you can add them from the Tokens page of the event (in which case they will be counted as event expenses) or from the organization's Tokens page (in which case they will be counted as organizational expenses).

Credits - Credits function similarly to tokens but with a key difference: they represent a real debt the organization owes to the user. Unlike tokens, credits can either be used to reduce event registration fees or be refunded upon request (see below: Refunds).

They can also be used to reimburse collaborators who have incurred expenses while organizing events (see below: Expenses).

To issue credits to a user, you can add them from the Credits page of the event (in which case they will be counted as event expenses) or from the organization's Credits page (in which case they will be counted as organizational expenses).

You can also customize the display names used for Tokens and Credits in the Organization configuration page:

Expenses

To allow collaborators to upload receipts for event-related expenses and receive reimbursement in Credits, enable the "Expenses" feature.

Each staff member can upload these receipts from the event's Upload Expense page, and clicking on New:

Expenses can then be reviewed in the event's Expenses panel, or globally in the organization's Expenses panel:

Once approved, an equal amount of Credits will be issued to the user. 

Collections

To allow users to start pooled collections to give a gift to another user, enable the "Collections" feature.

Users can now find a Collection section on their accounting page:

When a collection is created, a shareable link is provided for inviting other friends to contribute:

When a collection is closed, the amount can be issued as Credits to the recipient by accessing the Organization's Collections page.

Refunds

To allow users to request a refund for accumulated Credits, enable the "Refunds" feature.

Users can now find a Refund section on their accounting page:

You can then review the requests in the Organization's Refunds page:

After completing the payout, click "Done" to mark the refund as reimbursed.

Inflows

To manage inflows of money beyond participant registration fees, enable the "Inflows" feature.

Inflows can be added either in the event's Inflows page, or in the overall organization Inflows page:

Outflows

To manage outflows of money paid through the organization's financial accounts, enable the "Outflows" feature.

Inflows can be added either in the event's Outflows page, or in the overall organization Outflows page:

Taxes

To automatically calculate taxes due on received payments, activate the "Taxes" feature.

Now set the taxes percentage in the Organization configuration page:

The taxes due amount will be displayed in the Payments page:

Verification payments

In the payment processing system, bank transfers are manually approved by organizers. As an additional verification measure to confirm the arrival of funds, enable the "Payment Verification" feature.

Now the Payment Verification page displays all received bank transfers that have not yet been verified:

You can upload a CSV file to verify payments in bulk. This payment list can be obtained from your bank or equivalent provider; it must have the payment amount as the first column and the bank transfer reference as the second.

(The unique code automatically added by the system to outgoing payments helps identify them during this verification phase)

Organization Tax

To automatically set aside a portion of an event's revenue as organizational self-funding, enable the "Organization Tax" feature.

Now set the organization tax percentage in the Organization configuration page:

Now in the Event Accounting page, a new entry will be added for the organization tax calculated amount: