Reimbursements lists what the band owes its members for purchases they paid from their own money, and the reimbursements that have been paid. From here you settle the purchases of a member and open a paid reimbursement in the detail view.
Open Reimbursements
- In the side menu, under Financial, select Reimbursements.
The page is only available in a band. A Contributor, Financial admin or Admin can open it. A Financial admin or Admin sees every member and settles reimbursements. A Contributor sees only their own row and has no actions. The page needs Finance & accounting (Band Gold). On a plan without it the menu entry shows a diamond and an upgrade link.
A purchase appears here when it is registered as paid with the payment method Band member. See Register payment.
Settings that change this page
| Setting | Where | Effect |
|---|---|---|
| Accounting Settings | Settings › Finance settings | The Default reimbursement account holds what is owed to members. A reimbursement is paid from the Primary checking account. |
What the page contains
| Area | What it shows |
|---|---|
| Cards | Two cards. Total owed shows the amount still owed and the number of members it is owed to. Reimbursed shows the amount paid back in the selected period and the number of reimbursements. Select a card to switch the list below. Total owed is selected when the page opens. |
| Period button | Chooses the period for the paid reimbursements: Month, Quarter, Fiscal Year, All Time or a Custom Range. The amount owed does not depend on the period. |
| Owed list | One row per member with the columns Member, Purchases (the number of unpaid purchases), Outstanding and Actions. The arrow at the start of the row (expand, collapse) lists the purchases of the member with the receipt number, the date, the supplier, the description and the amount. View purchase opens a purchase. On a phone each member is a card. |
| Reimbursed list | One row per paid reimbursement with Paid on, Member, Purchases, Memo and Amount. Select a row to open it. |
Actions
| Action | Where | What it does |
|---|---|---|
| Register | Row of a member | Opens a dialog to settle whole purchases of that member: select the purchases, set the date and an optional memo. The total is the sum of the selected purchases and cannot be changed. See How invoices, purchases and reimbursements are booked. Financial admin or Admin. |
| Reimburse all | Row of a member | Asks for confirmation, then pays all outstanding purchases of the member at once. The confirmation names the amount and the account: Reimburse [name] in full?. It is one payment from the Primary checking account, booked right away. Financial admin or Admin. |
| Select a row | Reimbursed list | Opens the reimbursement. See Reimbursement details. |
Reimbursement details
Select a reimbursement in the Reimbursed list to open its details. On a wide screen the details open next to the list; on a phone they replace it. See Reimbursement details.