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User Guide

3-Party Voucher Approvals (FS → GK → Treasurer)

Routes a council expense payment through a documented approval chain — the FS requests it, the Grand Knight approves it, and the Treasurer records the payment — with every step time-stamped.

Who uses it
Financial Secretary creates and submits; Grand Knight (or Deputy Grand Knight) approves; Treasurer (or FS) records payment.
Where
Finance → Vouchers

When to use it

Use a voucher whenever the council pays a bill or reimburses someone and you want a proper approval trail for the audit. It enforces the Order's three-signature control (request → approve → pay) and keeps the receipt, the over-budget warning, and the approval signatures all on one record for the full 10-year retention window. Attach the receipt up front and the data carries straight into the budget actuals once paid.

Step by step

  1. Go to Finance → Vouchers and click New Voucher. (If Vouchers isn't visible, the vouchersEnabled feature flag needs turning on.)
  2. Optionally upload a receipt first — DuesSync reads it and pre-fills the payee, amount, and description for you to confirm.
  3. Choose the Payee Type (Vendor, Member, Organization, or Other), enter the Payee Name and Amount, and write a Description of what the payment is for.
  4. Optionally set a Pay By Date (helps the Treasurer prioritize) and pick a Budget Line Item. If the amount exceeds the line's remaining budget, you'll see an over-budget warning — the voucher can still be submitted, and the GK sees the alert at approval.
  5. Click Save as Draft. You land on the voucher's detail page.
  6. Click Submit for Approval. This emails the Grand Knight (or DGK) a request with an approval link. If no GK/DGK with an email is on file, add one under Settings → Officers first.
  7. The GK approves or rejects — either from the email link or in-app on the voucher detail page (Approve / Reject). They can approve the full amount or approve with an amendment.
  8. Once approved, the Treasurer (or FS) opens the voucher and clicks Record Payment to log how and when it was paid. The voucher then reads Paid.

Tips & gotchas

  • The chain is FS → GK → Treasurer. GK and DGK are interchangeable as the approver; if there's no GK, the DGK is used.
  • Approvers can be roster-only — a Grand Knight who has no DuesSync login can still approve via the secure email link.
  • While a voucher is Submitted, the FS can Resend approval email or Withdraw it back to draft. Drafts can be edited or deleted; approved vouchers can be Voided by the FS or GK.
  • Voucher numbers (V-{council}-{FY}-NNN) and the Vouchers list are on the Financial-Year axis, not the Columbian Year — a freshly created voucher always shows under the current FY.
  • A paid voucher's line items feed the budget actuals automatically, so you don't double-enter the expense.
  • Use Print Register to print pending/approved vouchers for a meeting.

Related

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