Foundation Administrator Tasks

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association Dolibarr

Goal of this page is to describe different tasks the foundation administrator must work on.

Web site

Post news

When: When a topic to post a news come

When a new version or module is released, post a news onto dolibarr.org and dolibarr.fr by creating a new article into joomla admin console of portals.

Add new survey

When: Once a month

Add a new survey and post a news onto web site. This should post news onto other media with twitterfeed. Post also news onto foundation mailing list.

Accountancy

Conciliation

When: Once a month

Conciliate into Dolibarr at end of month bank account. For this:

• You can use scan of bank receipts and export of Paypal transactions.
• Create an invoice at end of each month to enter amount earned from dolistore onto CEP using generic customer "Client DoliStore CEP".

Generate documents for book keeper

Once a quarter, we must send to Dolibarr foundation book keeper, documents to make accountancy. For this:

Run script rebuild_merge_pdf to create a PDF with all customer invoices with payments during the quarter on each bank account:

scripts/invoices/rebuild_merge_pdf.php filter=payments 20130101 20133103 filter=bank CEP
scripts/invoices/rebuild_merge_pdf.php filter=payments 20130101 20133103 filter=bank LCEP
scripts/invoices/rebuild_merge_pdf.php filter=payments 20130101 20133103 filter=bank Caisse

Run export of bank receipt for month of quarter on each bank account

scripts/bank/export-bank-receipt.php CEP 201301,201302,201303 excel2007 lang=fr_FR
scripts/bank/export-bank-receipt.php LCEP 201301,201302,201303 excel2007 lang=fr_FR
scripts/bank/export-bank-receipt.php Caisse 201301,201302,201303 excel2007 lang=fr_FR

Assistance Dolistore

When: Once every two days

Read frequently mailbox "DoliStore - Asssitance à traiter"

If a member ask the dolistore 20% discount

• First check user is a valid member (subscription is up to date)
  • If no ask user information about its last subscription to be sure.
  • If yes, go onto dolistore.com backoffice and check member as an account.
    • If no, ask hom to create a dolistore account first
    • If yes, edit its account and add "Foundation Members" to its groups, and modify default group to "Foundation Members"

If a customer has a not valid link

When: When a buyer has paid a module but link he received did not works:

• Go onto Dolistore admin - Orders - and read state of order.
  • If status is "payment accepted", send customer the file.
  • If status is "payment accepted":
    • If confirm email was received by customer or if paypal account payment was recorded into paypal dashboard, modify status into dolistore to "Payment accepted".
    • If not, answer to ask customer the paypal payment email that confirm transaction. Do previous point, once received.

If a paypal dispute email was received

Just read dispute and try to find a solution.

Other email

Keep them into the inbox. A member of the foundation office will process them.

Note: Once processed, EMails found into "DoliStore - Assistance à traiter" must be moved to "Dolistore - Assistance traitées"

Promo Dolistore

When: Once a month

Once a month, choose a product with editor allow to make a 50% promotion. Setup dolistore to add promotion and post a news onto facebook - twitter - mailing list foundation.

Assistance Wiki

Adding URL to pages

When: When a email is received to be included into partner/user list.

There is some page to list companies that use Dolibarr or provide support on it (For example all subpages of page List of Dolibarr partners and providers. Visitor can add their record themself, except for their URLs because of antispam system (only white-list URLs are allowed). If a visitor send a mail to ask to add its URL, this is what to do:

• Go into page http://wiki.dolibarr.org/index.php/MediaWiki:Spam-whitelist
• Edit the page to add URL (using regexp syntax).
• Answer EMail to tell user he can now add its URL into its card.

Specific development

When: When we can enhance this.

This is specific works. For example:

• dolibarr fix bugs or tasks
• enhancements into dolistore module

Specific task

When: When required by the foundation.

This is example of specific works. For example:

• upgrade of software tools