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Roles
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Users
of the System are allocated
Roles which define which Actions the user is allowed to take in that
Role. For example, a Membership Secretary Role might include permission
to Add and Edit Members and enter transactions for paying memberships. There is no real equivalent in a manual
system except that people usually do actually have roles within a
committee or board, for example, Hon Treasurer and Hon Secretary.
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Users
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Users
of the system are allocated a
username and password are then are allocated a Role which defines what
they are allowed to do on the system. The
equivalent of a user in a manual system is "the people you would allow
to see the books".
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Activity
Groups
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Activities
may be grouped together
for reporting or viewing related transactions. These groups are
non-exclusive, meaning that an activity can appear in any number of
Activity Groups. The equivalent of
an Activity Group in a manual system is a calculator or spreadsheet!
Activity Groups are simply a convenient way of totalling Activities (or
analysis columns). It is a bit like keeping a "subtotal column" in the
middle of the cash book, except that you can add arbitrary numbers of
columns together.
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Account
Types
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In hontreasurer.com, Accounts
either Bank
Accounts or
Cash Accounts. For further account types, see
the Bluebell and Cowslip models. In
a manual system this would be a list of books for which a Bank
Reconciliation is required - i.e. all accounts which track a Bank
Account or Credit Card Account.
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Accounting
Categories
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Accounting Categories are
used to
group Accounts and/or Activities together for reporting purposes. There is no real equivalent of an
Accounting Category in a manual system. They are used to add accounts
together to form the final Profit & Loss and Balance Sheets which
you see in your audited accounts.
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| Statuses |
Members
or Contacts may be allocated
a Status which is convenient for grouping certain types of Customer or
Supplier together. There is no
equivalent of Status in a manual system except possibly a note against
each Member or Contact.
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Labels
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Members have up to three
label fields into which single-letter codes can be entered. These can
be used to sort and select lists of Members (or Contacts) in the most
flexible way. These lists may then be emailed, or labels may be printed
for them, or a combination of emails and labels produced. Labels are equivalent to fields on an
address book to indicate which lists Members or Contacts fall into.
Each Member or Contact can appear in any number of lists.
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