Members Billing

Switch it on. An administrator turns on Members Billing in Settings > Modules. It is for groups. A Members Billing link then appears in the menu.

Your account. Select Members Billing to see where you stand and every entry behind it: what you were charged, what you paid or were credited, and the balance after each entry. It says "You owe", "You are in credit" or "Nothing owing". Only you and the people who look after the group's accounts can see your account.

Sending an expense claim. If you have spent your own money for the group, choose Send an expense claim. Give the date, the amount, what it was for and a category, and drop your receipts (photos or PDFs, up to five) onto the box. Your claim shows as waiting for approval and does not change your balance yet. When the treasurer approves it, it is taken off what you owe. If it is declined, you are told why. You can then change it and send it again, or withdraw it.

Statements. Under Download a statement, choose a range of dates (or leave them blank for everything) and select PDF or CSV.

For the treasurer.

• Who can do this. In Settings > People, give a role the three Members Billing boxes (View, Create and edit, Delete). New groups start with these on the Treasurer role. Anyone who can create and edit can also approve claims.
• Opening balances. Choose Opening balances, enter the date and what each member owes or is in credit, and save. You can come back and change them.
• Payments, charges and adjustments. On a member's page or the main page choose Record a payment, charge or adjustment. A payment received reduces what the member owes, a payout goes to a member who is in credit, a charge adds to it, and an adjustment goes either way. Select Change on an entry to edit or remove it; the old version stays in its history.
• Claims. Claims waiting for you are listed on the main page. Approve each one, or decline it with a reason.
• Categories. Choose Categories to add, rename or remove the categories for charges and claims.
• Flight charges. In Settings choose whether flights are charged automatically or by hand, and the day to start from. Flights not yet charged are listed with a Charge button. To change who a charge is for, or its amount, open the entry and choose Change. To split a flight, lower one person's charge and add the other person's share as a charge.
• Warnings and reminders. In Settings you can set a level for owing too much and for low credit, and switch on a monthly reminder email to members who owe.
• Sending a statement. On a member's page choose Send this statement to the member to email them their statement as a PDF, with a message if you like. Balances (CSV) downloads everyone's balance.