“System” refers to the management system available to authorised users at https://merrimentalpine.com.au.
“Website” refers to the publicly available information available at https://merrimentalpine.com.au
Authorised users are assigned one or more of the following roles:
The Treasurer reviews the bank statement using the "Bank Statements" function no less frequently than once per month and ensures Receipts and Payments matching the Bank Statements Entries are created and allocated to member accounts.
From the Bank Statement Entry function, received funds are recorded as a Receipt against the Contact whose names appears on the bank statement transaction.
That Receipt may then be allocated against any number of outstanding transactions across any number of Contacts. The most common outstanding transactions are:
From the Bank Statement Entry function, funds paid out are recorded as a Payment against the Contact to whom the payment has been made.
The payment may then be allocated against any number of outstanding transactions across any number of Contacts. The most common outstanding transactions are:
The payment may also be allocated directly against a General Ledger Account, eg Firewood, Insurance, Lodge Supplies etc.
NOTE: Accommodation Fees: No Payments arising from Accommodation refunds should be allocated directly against the Accommodation Fees account, as the Booking system automatically raises Sale and SaleCredit transactions as part of the bookings process.
Any such refund Payment allocations must be made ONLY to SaleCredit transactions as the SaleCredit effectively documents the refund authorisation. (The corollary of this is that any Payment that is not allocated against a SaleCredit is effectively an unathorised Payment)
The Treasurer reviews the level of receivables and payables each month and decides when it is appropriate to issue statements of account via email using the “Statements” function.
The Treasurer may include a message on the statement.
The Treasurer reviews individual account balances using the "Accounts Receivable and Payable" function and may contact a member directly if an outstanding balance has become excessive.
The Treasurer may also warn a member if a member's outstanding balance is likely to trigger action under the Rules of Merriment - Part 5 – Period of inactivity prior to cancellation Rule 5.1(a).
Purchases on behalf of the co-op will not be made unless at a Board or Committee meeting prior to the purchase:
Payables consist of:
The Treasurer may further review such invoices and decide to review and/or investigate further before declaring the invoice authorised.
The Treasurer will make payments only against authorised documentation as set out in "Payables" and that documentation will be attached to the Payment transaction.
The Booking Manager receives request for accommodation using the booking form available from the Website and processes the booking following the booking policies and procedures set out on the “Bookings” page of the Website. The Booking Manager records successful bookings using the “Bookings” function.
A typical member accommodation booking use case looks something like:
Member submits a booking request, including the names of those planning to attend and their membership status (Member, Child of Member, Non-Member, etc) and sends funds that match the pricing.
On receipt of the funds the booking is confirmed.
Over the next week or so, Member makes changes to their booking, changing the number, names and membership status of those planning to attend and sends additional funds or establishes credits or refunds that match the changed booking.
The booking remains unchanged until shortly before the planned occupancy date when once again the Member is likely to make changes to their booking, again changing the number, names and membership status of those planning to attend and again and sends additional funds or establishes credits or refunds that match the changed booking.
The system is designed to support the above use case and as such:
NOTE: Cancellations Booking cancellations are made by deleting the Booking. If the Booking has not yet been Invoiced then no further action is taken. If the Booking has been Invoiced, then a SaleCredit will be automatically raised for the amount of the Booking.
If the option taken by a Member is for a Credit, then the funds already received (Receipt) will have been allocated against the original Sale and so the SaleCredit raised will sit on the Member's account as a credit.
If the option taken by a Member is for a Refund with a Cancellation Fee, then a "Sale - Other Income" transaction must be raised MANUALLY for the amount of the Cancellation Fee. Assuming that the funds already received (Receipt) have been allocated against the original Sale, then refund Payment plus the Sale - Cancellation Fee can be allocated against the newly raised SaleCredit.
Invoicing covers the period 1 July – 30 June.
The Treasurer invoices subscriptions in January of each year, using the “Subscription” function.
After verifying that invoicing has been successful the Treasurer sends any unsent invoices to members using the “Send Invoice” function