Being treasurer
Processors and what they've approved, matching bank deposits, refunds, and the name on members' card statements.
Day-to-day work (recording cash and checks, failed payments, refunds) is on Money. Processors, approvals, credentials and the statement name are on Payment setup. You can see and change both; the president can see them too.
Colors never holds the club's money. Each payment goes straight to the club's own merchant account, and card details are typed into the processor's page, never into Colors.
Processors
The Processors card lists every way the club can be paid, and whether each is live, in test mode, or not set up. One is primary.
- Card processors take online payments. Colors doesn't offer Stripe to kink and leather clubs; they use an adult-friendly processor instead.
- Bank transfer and cash and checks are never taken online. You record them by hand (below).
- Merchant credentials are encrypted with the club's key when you press Save and seal, and never shown again. You'll see only the last few characters as a reminder.
What each processor has approved
Processors approve kinds of charges in writing: dues, donations, classes, tickets, play-party entry, merch. Colors only sends a sale through a processor that approved that kind of charge. The card Where each kind of charge goes shows where each one will go, or "Not sold" if no connected processor has approved it.
When you get an approval, record it with Record a written approval and say where the written approval is kept. Adding or withdrawing an approval goes in the audit log.
Matching a bank deposit
When a deposit arrives with only a legal name on it, use Match a bank deposit to a member. Type the name exactly as it appears and why you're looking. Colors checks for a match without decrypting anyone's record, and shows only scene names. The search, your reason and the number of matches go in the audit log; the name you typed doesn't.
Pick the match and record the deposit from there.
Recording cash, checks and transfers
Use Record cash, check or bank transfer. Choose the method, amount, what it's for and the member, if there is one. Two things to know:
- A dues payment you record by hand doesn't renew the member's membership. Only processor-confirmed dues do. Renew them through the membership chair.
- A recorded payment can't be edited or deleted, so check the amount before you save.
Refunds
Only the treasurer can refund. Find the payment under Transactions, choose Refund, and write why: the reason goes in the audit log. Refunds are always in full, back through the processor the member paid with. Cash and bank refunds are recorded in Colors; you hand the money back yourself.
Some refunds happen on their own, shown as made by Colors: a paid ticket an organizer declined, or a member paying twice for the same event.
The name on card statements
Members see the club's neutral statement name on their card statement, not the event or the club's full name. What members see on their card statement on Payment setup shows it. It was set when the club joined Colors and can't be changed from this screen.
Check your understanding
4 questions. Get them all right to pass; you can try as often as you like.