fuj-management/docs/by-gemini/user-guide.md

User Guide

This guide is intended for club managers who use the FUJ Management system for day-to-day operations.

🛠 Operational Workflow

To keep the club finances up-to-date, follow these steps periodically (e.g., once a week):

1. Sync Bank Transactions: Run the sync script to pull the latest payments from Fio.

   make sync
   

2. Infer Payments: Let the system automatically tag who paid for what.

   make infer
   

3. Manual Review (Google Sheets): Open the Google Spreadsheet. Check rows with the [?] prefix in the Person column—these require human confirmation.
   • If correct: Remove the [?] prefix.
   • If incorrect: Manually fix the Person and Purpose.
   • If a payment covers a special case: Use the exceptions sheet to override expected fees.
4. Check Reconciliation Dashboard: Start the web app to see the final balance report.

   make web
   

   Navigate to http://localhost:5001/reconcile.

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📊 Understanding the Dashboard

Reconciliation Page

• Green (OK): Member has paid exactly what was expected (or more).
• Orange (Partial): Some payment was received, but there's still a debt.
• Red (UNPAID): No payment recorded for this month.
• Blue (SURPLUS): Payment received for a month where no fee was expected.

Handling Debts

If a member is in debt, you can click on the unpaid/partial cell to get a QR Platba link. You can send this link or screenshot to the member to facilitate quick payment.

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❓ FAQ & Troubleshooting

Why is a payment "Unmatched"?

A payment stays unmatched if neither the sender name nor the message contains recognizable member names or nicknames.

• Fix: Manually enter the member's name in the Person column in the Google Sheet.

How do I handle a "Family Discount" or "Prepaid Year"?

Use the exceptions sheet in the Google Spreadsheet.

1. Add the member's name (exactly as it appears in attendance).
2. Enter the month (e.g., 2026-03).
3. Enter the new Amount (use 0 for prepaid).
4. Add a Note for clarity.

The web app is slow to load.

The app fetches data from Google Sheets API on every request. This ensures real-time data but can take a few seconds. The "Performance Breakdown" footer shows exactly where the time was spent.