TNCSC_Odoo/docs/role_guides/treasurer_guide.md

TNCSC Community OS — Treasurer & Finance Guide

Overview

This guide is for the TNCSC Treasurer and finance team responsible for managing membership dues, event ticketing revenue, Tamil school tuition fees, donations, and Canadian non-profit compliance.

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1. Membership Dues & Invoicing

Automated Invoicing

• When an applicant submits a membership registration or is approved, an invoice is generated based on their chosen tier:
  • Annual/Family (FAM): $30 CAD / 1 year
  • Long-Term (LONG): $250 CAD / 10 years
  • Life Term (LIFE): $500 CAD / Lifetime
  • Senior Annual (SEN): $15 CAD / 1 year
  • Senior Life (SENLIFE): $250 CAD / Lifetime
  • Student Annual (STU): $10 CAD / 1 year

Reviewing Dues Invoices

1. Navigate to Accounting > Customers > Invoices.
2. Filter by status: Draft, Posted, or Paid.
3. Invoices are tagged to the member partner and default to the Canadian Chart of Accounts revenue account for Membership Dues.

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2. Interac e-Transfer Reconciliations

TNCSC accepts e-Transfers through community_interac.

1. Members send Interac payments to finance@tncsc.ca (or configured company email).
2. When the bank statement or notification is received:
   • Match the transaction reference or applicant name in Accounting > Bank and Cash.
   • Reconcile the payment against the open customer invoice.
   • Once marked Paid, the membership state automatically advances to Active.

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3. Event Revenue & Ticketing

1. Event registrations (such as picnics or banquets) automatically generate sales records and invoices if fee-based.
2. Invoices can be reviewed under Accounting > Invoices filtered by Event tag.
3. Refunds for canceled events or rejected applicants can be processed via Credit Note directly on the invoice.

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4. Financial Reporting & Non-Profit Filings

1. Balance Sheet: Accounting > Reporting > Balance Sheet.
2. Profit and Loss (Income Statement): Accounting > Reporting > Profit and Loss.
3. General Ledger: Exportable for Canadian CRA T3010 / T2 non-profit returns and annual general meeting (AGM) presentations.