Payment Tracking & Finance Guide

Real-Time Financial Overview

1. Access Finance Module

   Navigate to Chapter → Finance from your admin dashboard

   What you'll see: The Finance section in the left sidebar (💰 icon) opens to a comprehensive dashboard with colorful metric cards, charts, and quick action buttons.
2. Current Fund Balance

   View real-time calculation of total chapter funds

   Balance display: A prominent card shows "Current Balance: ₹45,250" with a green/red trend arrow indicating increase/decrease from last month.
3. Income vs Expense Tracking
   • Total income from venue charges
   • Total expenses and outflows
   • Net balance calculations
   • Monthly trend analysis
   Charts display: Interactive bar charts showing monthly income (green bars) vs expenses (red bars), with a line graph overlay showing net balance trends over the past 12 months.
4. Outstanding Payments

   Quick view of pending member payments and amounts

   Outstanding summary: A widget shows "₹8,750 Outstanding" with breakdown: "15 members owe payments" and a "View Details" button to see the full list.

Recording Advance Payments

1. Access Advance Payments

   Go to Finance → Advance Payments

2. Add New Advance Payment

   Click "Add Advance Payment" button

3. Enter Payment Details
   • Select member from dropdown
   • Enter payment amount
   • Set payment date
   • Choose payment method
   • Add transaction reference
4. Generate Receipt

   System creates advance payment receipt

Automatic Adjustments

• Future Charge Adjustment:

  Advance payments automatically adjust against future venue charges

• Balance Tracking:

  System tracks remaining advance balance for each member

• Payment Priority:

  Advance balance used before requesting new payments

• Refund Management:

  Handle excess advance payments and refunds

Adding Expenses

1. Navigate to Expenses

   Go to Finance → Expenses

2. Add New Expense

   Click "Add Expense" button

3. Enter Expense Details
   • Expense description
   • Amount and date
   • Category selection
   • Payment method
   • Receipt/reference number
4. Upload Supporting Documents

   Attach receipts or invoices

Expense Categories

Excel Import Process

1. Download expense template
2. Fill in expense data
3. Upload completed file
4. Review and confirm import

Import Validation

• Date format validation
• Amount field verification
• Category matching
• Duplicate detection

Ledger Overview

• Complete Transaction History:

  Chronological record of all financial transactions

• Running Balance:

  Real-time fund balance after each transaction

• Transaction Categories:

  Income, expenses, advances, adjustments

• Audit Trail:

  Complete record for financial auditing

Ledger Features

• Date Range Filtering:

  View transactions for specific periods

• Transaction Type Filter:

  Filter by income, expense, or advance payments

• Search Functionality:

  Find specific transactions quickly

• Export Options:

  Download ledger data for external analysis

Visitor Payment Management

• Visitor Payment Tracking:

  Separate tracking for visitor venue charges

• Bulk Visitor Payment Import:

  Excel import for multiple visitor payments

• Visitor Payment Reports:

  Dedicated reports for visitor revenue

Financial Reporting

• Monthly Summaries:

  Income, expense, and balance reports

• Yearly Analytics:

  Annual financial performance tracking

• Custom Date Ranges:

  Flexible reporting periods