TreasurerInstructions382020-09-02 15:35:54ClintonEbadilink directly to Financial component when asking members to open ticket to close account372019-02-10 20:23:45ClintonEbadiupdate info on 990-N form362018-12-17 00:24:08ClintonEbadifritz -> gibran352018-10-21 17:32:31ClintonEbadicopy my treasurer mail filters in342014-05-09 23:02:37ClintonEbadicheckout -> stripe332014-05-02 08:16:55ClintonEbadistripe, a few minor clarifications322014-03-28 23:41:59ClintonEbadi312014-03-28 23:40:19ClintonEbadinote to treasurers who are not me that we shouldn't take new payments from unconfirmed addresses302013-03-09 23:45:40cpe-075-189-249-051.nc.res.rr.com292012-10-31 02:05:21nevetskihow to unretire a user in the ledger282012-09-10 18:24:48nevetski272012-09-02 03:42:28nevetskimore epostcard stuff262012-09-02 03:39:34nevetskiadded e-postcard filing info252012-07-31 20:22:24nevetskiUpdated paypal refund method notes242012-07-04 02:36:36ClintonEbadidestroy user run on fritz now, although it SHOULD be runnable from anywhere... accursed kadmin problems no one figured out until recently232012-06-16 03:25:27cpe-075-189-249-051.nc.res.rr.comupdated Google checkout url222012-05-27 23:06:39ClintonEbadienter POSITIVE payment for reimbursement, oops212012-05-17 17:20:29ClintonEbadidocument the trivial reimbursement procedure202012-05-11 05:24:00ClintonEbadiclarify new user process192012-05-10 22:24:11ClintonEbadi182011-10-01 19:45:31RichardDarst172011-08-11 12:33:08AdamChlipaladefacement162011-08-10 21:14:59pc2.wimbp.lodz.plHey, sbulte must be your middle name. Great post!152011-06-16 18:03:18RichardDarstadd refund instructions for google checkout142011-06-05 04:41:25RichardDarstadd info on changing passwords132011-05-28 10:41:59RichardDarstboilerplate when people want to close account and mail you122011-04-22 23:01:24ClintonEbadiRevert to revision 8.112011-04-21 17:26:33194.160.126.166FVvUmt <a href="http://tgymvoxuvywe.com/">tgymvoxuvywe</a>102011-04-21 10:43:1568.68.20.186.customer.bluemilenetworks.comRPQNVd THX that's a great asnwer!92011-04-21 07:24:5472.7.1343.static.theplanet.comIJWTS wow! Why can't I think of tihngs like that?82011-02-02 04:02:28noway.chem.columbia.eduAdd freezing and unfreezing commands72011-01-18 22:27:49noway.chem.columbia.edumiddle-of-month low balance reminders62011-01-09 23:37:38noway.chem.columbia.edunew member (unfinished)52010-12-31 20:01:59adsl-99-163-105-235.dsl.hstntx.sbcglobal.netend-of-month tasks42010-12-22 02:37:24noway.chem.columbia.edupayment instructions from google checkout32010-12-19 10:51:34noway.chem.columbia.edulink to adam's mail describing treasurer duties22010-12-18 23:31:09noway.chem.columbia.edumember leaving12010-12-16 06:16:02173-166-160-241-washingtondc.hfc.comcastbusiness.neta few instructions addedThis page is designed to give information for new HCoop treasurers to learn how to do their jobs. Also see Adam's mail about treasurer responsibilities. Treasurer permissions which need to be given: money
group PayPal sub-account with rw access Stripe sub account Paypal payments from membersWhen: soon after being notified by paypal of a payment. portal financial page -> lookup address for paypal -> follow steps Log in to paypal Click 'details' on the transaction, scroll down. Log into the money portal Enter the email address listed in paypal into the portal to lookup the member. You need to enter the whole address. Everything should be filled in: Payment type: Paypal
, no extra description needed, date should be today, enter Net amount from the transaction page, Member
should be filled in properly (double check), hit Add
. Return to the paypal overview, select Mark as shipped
for that transaction. The page will reload, scroll down specify you don't have tracking information, confirm it. Check on the main page that it is marked as shipped. Archive the transaction, if everything has been taken care of. Stripe PaymentCheck payment details using Stripe dashboard Log into the money portal Click "apply stripe payment" if the payment is valid If the payment is invalid for some reason, click "Reject Stripe Payment" and enter a reason for rejecting payment. The payer will be refunded. Transfer paypal -> hcoop bankWhen: whenever paypal balance gets high, usually every month or so. Leave $50 or so in paypal to cover refunds issued. The maximum amount that can be transferred per month is $500. Mothly tasks: Dues, balance reminders, freezingCharge duesWhen: Second to last day of every month (to get done before the cronjobs mailing reminders) From the Financial
page on the portal, go to charge monthly dues
. Enter today's date Enter the current monthly dues amount ($7 at this writing) Hit Add
. Check freezing / booting listManual low balance remindersWhen: middle of each month (15th) Why: some ISPs block mail from HCoop since it sometimes forwards spam. There are two relevant pages listing members: Freese-worthy - lists people whom, after the next payment cycle, will be within one month of being booted. Boot-worthy - lists people whom, after the next payment cycle, will be booted. Remember anyone who had made alternative arrangements for paying (e.g., will close their account and don't need anything else to be said) See below for mail templates for each category of needs-reminder. The templates also list the payment address to cc. Click on the member name. Send a mail to all email addresses listed on the profile, including their hcoop address. If they don't have a non-HCoop mail address, go to their archived membership application to get at least one non-hcoop mail. Send the reminders.
]]>New memberWhen: when you get the first payment from a new member. (You may need to prompt new members for payment if it is not remitted soon after the board votes to accept the application.) Check if the member authorized us to charge their PayPal account when signing up, and capture the charge if they did. You will get a payment notification from the member. When you enter their email address, it will pop up to their member application instead of their usual From time to time a member gives us the wrong address for paypal. Inspect approved members waiting for an account and attempt to locate the associated user. If there is nothing obvious, contact the payer directly. Ensure that the sender can be verified. The name must match the application, and either: Have a "Confirmed Seller Protection Address", or Be from a verified Paypal account Select "Add this member" It will give you a command to run on gibran
. Run it in a shell (sudo is not needed). /!\ Do not proceed with the next step until this command has been run; it will break the user's account. You will be presented with a dialog creating the new user Leave defaults Enter initial payment amount, description = "Paypal" Balances may be funded by another member (e.g. main hcoop member creating an account for a family member, a small organization funded by one account, ...) Member leavingWhen: when emailed from bugzilla What to do with the balance. Member donates balance to hcoop: Make two transactions: one reducing the member's balance (negative payment), and one increasing the coop's balance (positive payment), "balance donation upon leaving". Member requests refund via Stripe: They must have previously made a payment using Stripe. Search for one of their past payments, then refund the balance money. Add it to the account ledger - note that there is both the amount subtracted from the account, and a "transaction fee" which you should subtract from the hcoop account if you don't consider it properly. Member requests refund via paypal: Click 'Send Money', then fill in the member's paypal-associated email address and the balance money. Click the 'Personal' tab and select the 'Payment owed' radio button, and then click 'continue' and follow through on the payment. Add it to the account ledger. Retire the member: Admin sidebar
-> Members
-> retire
the member. Run this command on gibran
to close the account Close the bug. If a member replies to something asking if they can be retired, here is a boilerplate you can reply with: Freezing and unfreezingFreezing: /afs/hcoop.net/common/etc/scripts/freeze -a f USERNAME
Unfreezing: /afs/hcoop.net/common/etc/scripts/freeze -a u USERNAME
Unretiring a userIf a delinquent user contacts you with payment after you've retired him in the ledger but before the delete scripts are run: follow the 'Groups' link in the Admin box add the user to the 'paying' group revoke the user from the 'retired' group Changing passwordsOn gibran (kerberos master), run sudo kadmin.local -p root/admin
, then run cpw <username>@HCOOP.NET
Admin users only: For local passwords, ssh to the machine and just use passwd <username>
. Right now local passwords are out of date and not used, so you don't actually need to do this. Reimbursing ExpensesEnter a payment for the member with the description "reimbursement for ${thing}" There is no need to enter a negative transaction from the coop balance. The person incurring an expense on behalf of the coop is merely giving the coop goods instead of cash. Filing E-postcard Tax FormWhen: yearly, After January 1st and before April 15th Overview Specific info required Guide to filing 990-N Where to file When creating the account to file, it is for you personally, not for the coop, so each new treasurer will need to create their own account. Handling EmailThe treasurer can receive quite a bit of mail at times. ClintonEbadi recommends filtering the mail into a single folder. Some procmail rules to achieve this: $
.HCoop.treasurer/]]>