How do I manage the budget and the treasury?

The budget records expenses shared between members and works out who owes what. The treasury summarises the payments collected online and is used to request their payout to your bank account. The budget and the treasury are consulted or managed with the **View the budget**, **Manage the budget**, **View the treasury** and **Manage the treasury** permissions, which the hunting ground's administrator and the managers always have. ## On mobile ### Track shared expenses 1. **Hunting grounds** tab, open the hunting ground, under "Administration", tap **Budget**. 2. At the top, season chips: tap the one you want, the current season carries the "Current" mention. The whole screen follows this choice. 3. The green block gives the **Total expenses** for the season shown. 4. As soon as an expense exists for the season, the "My balance" section gives your situation. **Balances** opens that of each member, **Repayments** opens the repayment plan and stays greyed out until there is a repayment to make. With no expense, the screen shows "No expenses for this season.". 5. Below, the expenses list is filtered by category and sorted by date or by amount. With the **Manage the budget** permission, tap an expense to edit it. ### Add an expense The **Manage the budget** permission is required. 1. Open the hunting ground's **Budget**, tap **＋** at the top right. 2. Enter the **Title** and the **Amount (€)**, both required. 3. Set the **Date**, the **Category** and **Paid by**. This last list offers the hunting ground's administrator, managers and syndicate members. 4. If needed, choose the **Exclusions (don't pay)**: the members who don't share this expense. 5. Tap **Attach a photo** to add a proof. 6. Tap **Add expense**. ### Edit or delete an expense The **Manage the budget** permission is required. 1. **Hunting grounds** tab, open the hunting ground, under "Administration", tap **Budget**. 2. Tap the expense. The "Edit expense" sheet opens. 3. Change the fields you want, then tap **Save**. 4. To delete the expense, tap the bin icon on the sheet, then **Delete** in "Delete this expense?". ### Open the treasury 1. **Hunting grounds** tab, open the hunting ground, under "Administration", tap **Treasury**. 2. At the top, the **Total collected**, the "Card" share and the "Cash" share if they aren't zero, the disputed amount if there is one, then the **Available** amount. 3. The **IBAN** line shows the account on file, masked. 4. **Payout history** lists the hunting ground's requests and their status. 5. "Events with payments" lists the hunts, with their total collected and, if any, their available amount. ### Save the IBAN Only the administrator and the treasurer can do it. 1. In the hunting ground's **Treasury**, tap **Edit** on the **IBAN** line. 2. In the "Bank details" sheet, enter the **IBAN** and the **Account holder**, both required. The **BIC** is optional. 3. If your account has a password, enter it in **Your password**. 4. Tap **Save**. ### Request a payout The **Manage the treasury** permission is required. 1. In the hunting ground's **Treasury**, tap a hunt in "Events with payments". 2. Tap **Request a payout**. The button stays greyed out until something is available for this hunt. 3. Check the **Amount to pay out (€)** and the **Account holder**. 4. If you are allowed to edit the IBAN, the **IBAN** field (with the **BIC**, optional) also appears. It is required until an IBAN is saved. 5. Tap **Confirm the request**. ### Refund a participant The refund is done from the hunt's payments, not from the hunting ground's treasury. To refund, you need to be able to edit the hunt: be its creator, be the administrator or manager of the hunting ground, or have the **Edit all events** permission. The **Manage the treasury** and **Manage the budget** permissions aren't enough. 1. Open the hunt, tap **Manage**, then **Payments**. 2. In the history, tap **Refund** on the line you want. 3. In "Refund a payment", choose the **Refund method**: **Card**, **Cash** or **Bank transfer**. Card isn't offered for a payment received in cash. 4. If needed, enter a **Reason (optional)** and, for cash or bank transfer, an **Internal note (optional)**. 5. Tap **Confirm the refund**. A payment already included in a payout can no longer be refunded: the button shows "Paid out". ## On the web ### Track shared expenses 1. **Hunting grounds** menu, open the hunting ground, then the **Expenses** menu. The page is titled "Budget". 2. In the hunting ground's header, click the button that shows the season, for example "2026-2027 season", and choose the season you want. The page only shows the expenses for the chosen season. This button only appears on a wide screen. 3. When a season other than the current one is shown, the button's menu offers **↩ Back to the current season**. 4. Sort the list by **Date**, **Category**, **Payer** or **Amount**, filter it by category. The **Receipt** link opens the attachment. 5. The **Balances** panel gives your situation: "You have paid more than your share.", "You owe the group money." or "You are all square.". 6. The **Repayment plan** panel shows who repays whom, or shows "The accounts are balanced.". ### Add an expense The **Manage the budget** permission is required. 1. Open the hunting ground's **Expenses** menu. 2. Click **Add an expense**, at the top right of the page. 3. Enter the **Date**, the **Amount**, the **Title**, the **Category** and **Paid by**. This last list offers the hunting ground's administrator, managers and syndicate members. 4. If needed, add a **Receipt** and tick the **Exclusions (don't pay)**. 5. Click **Save**. ### Edit or delete an expense The **Manage the budget** permission is required. 1. Open the hunting ground's **Expenses** menu. 2. Hover over the expense's line: a pencil icon and a bin icon appear. 3. Click the pencil to edit the expense, then **Save**. 4. To delete the expense, click the bin, then **Confirm** in the "Delete" window ("Delete expense?"). ### Open the treasury 1. **Hunting grounds** menu, open the hunting ground, then the **Payments** menu. 2. Four indicators summarise the hunting ground: **Collected**, **Refunded**, **Available** and **Payout in progress** (the amount of pending or in-progress requests). 3. **Payout history** lists the hunting ground's requests and their status. 4. Below, the "By event" section lists the hunts: each line gives the amount collected, the number of payments and the available amount. 5. Click a hunt to see its own **Collected**, **Refunded** and **Available**. ### Save the IBAN Only the administrator and the treasurer can do it. 1. In the hunting ground's **Payments** menu, click **Add** or **Edit** next to the IBAN. 2. If your account has a password, the "Confirm your password" panel appears: enter it, then click **Confirm**. 3. Enter the **Account holder** and the **IBAN**, then retype the IBAN in **Confirm the IBAN**. Copy-paste is deliberately disabled there. 4. The **BIC/SWIFT** is optional. 5. Click **Save**. ### Request a payout for a hunt The **Manage the treasury** permission is required. 1. In the hunting ground's **Payments** menu, click the hunt. 2. Click **Request a payout**. The button is greyed out until something is available for this hunt. 3. If no IBAN is saved and you are allowed to enter one, fill in **Account holder**, **IBAN**, **Confirm the IBAN** and, if needed, **BIC/SWIFT**, then click **Continue**. 4. Check the **Amount to pay out**, which you can edit, and the IBAN, then click **Confirm the request**. Another way: in the hunt's **Payments** menu, click **Request a payout**, which appears when an amount is available. ### Request a payout for the whole hunting ground The **Manage the treasury** permission is required. 1. In the hunting ground's **Payments** menu, click **Overall payout**. The button is greyed out until something is available for the hunting ground. 2. If no IBAN is saved and you are allowed to enter one, fill in **Account holder**, **IBAN**, **Confirm the IBAN** and, if needed, **BIC/SWIFT**, then click **Continue**. 3. Check the **Amount to pay out**, which you can edit, and the IBAN, then click **Confirm the request**. ### Refund a participant The refund is done from the hunt's payments, not from the hunting ground's treasury. To refund, you need to be able to edit the hunt: be its creator, be the administrator or manager of the hunting ground, or have the **Edit all events** permission. The **Manage the treasury** and **Manage the budget** permissions aren't enough. 1. Open the hunt, then the **Payments** menu. 2. Click **Refund** on the line you want. 3. In "Refund a payment", choose the **Refund method**: **Card**, **Cash** or **Bank transfer**. Card isn't offered for a payment received in cash. 4. If needed, enter a **Reason (optional)** and, for cash or bank transfer, an **Internal note (optional)**. 5. Click **Confirm the refund**. A payment already included in a payout can no longer be refunded: in place of **Refund**, the line shows "Paid out". ## Good to know - The available amount only counts undisputed card payments: those that succeeded and those you refunded in cash or by bank transfer. The commission is deducted, as well as payouts already requested or paid out. Cash stays with you and is never paid out. - The Mes Chasses commission on card payments is 2% for all three plans. The rate applied is shown on the web, in the hunt's "Available for payout" tooltip. - An IBAN is required to request a payout. If you are allowed to edit it, you can enter it in the request itself. The request is handled manually by the Mes Chasses team, within three to five working days. - A request goes through the "Pending", "In progress", "Paid out", "Transfer rejected" or "Cancelled" statuses. The person who made the request receives a notification at each change. - Only the administrator and the treasurer (a syndicate member or a member with **Manage the treasury**) can edit the IBAN. A manager can't, the screen shows them "Only the administrator or the treasurer can edit the IBAN.". - The IBAN is checked when saved: format, length by country and check digits. - The budget is separated by season. An expense is grouped into the season of its date. - The total expenses add up all the expenses of the season shown, to the cent. The balances and the repayment plan only share out some of them: an expense whose payer has been removed, or whose members are all excluded, counts in the total but not in the balances. The screen points this out with a sentence like "2 expenses (€45.00) aren't shared out: payer removed or everyone excluded." (singular: "1 expense (€12.50) isn't shared out: payer removed or everyone excluded."). On mobile, it appears under **Balances** and **Repayments**. On the web, it appears in the **Balances** panel. - Each expense keeps the team sharing it at the time it was recorded: the hunting ground's administrator, managers and active syndicate members, minus the excluded people. This list is saved with the expense: changing it later doesn't change the expense. - On mobile, the balances and the repayment plan follow this list. They don't move when the team changes: someone who joined after an expense doesn't owe anything for it, and someone who left since keeps their share of that expense. - On the web, the balances and the repayment plan are calculated on the hunting ground's current team (the administrator, managers and active syndicate members), minus the people excluded from each expense. Someone who joined after an expense therefore owes their share, and someone who left no longer bears any share of an expense. ## Troubleshooting - "I don't see Treasury" (mobile): you are missing the **View the treasury** permission. Ask the hunting ground's administrator for it. - "I don't see Payments" (web): you are missing the **View the treasury** permission. Ask the hunting ground's administrator for it. - "I don't see Budget" (mobile): you are missing the **View the budget** permission. - "I don't see Expenses" (web): you are missing the **View the budget** permission. - "I don't see my expense": the season shown isn't the one of the expense's date. Change season: on mobile with the chips at the top of the screen, on the web with the season button in the hunting ground's header (wide screen). - "The total doesn't match the balances": one or more expenses aren't shared out, because their payer has been removed or every member is excluded. The sentence "… aren't shared out: payer removed or everyone excluded." gives their number and amount. These expenses stay in the total but don't change any balance. - "Couldn't load the hunting ground's members: balances and repayments unavailable." (mobile): the list of members couldn't be read. Expenses are still shown, but balances and repayments aren't. Check your connection and tap **Try again**. - "I can't add my expense" (mobile): the **Add expense** button stays greyed out while the **Title** or the **Amount (€)** is empty, or every member is ticked in the exclusions. Fill in the fields or untick a member. - "The amount is refused" (mobile): a message appears below the **Amount (€)** field: "Invalid amount: enter a number, for example 12.50.", "The amount must be greater than €0.", "The amount cannot have more than 2 decimal places." or "The amount is too high.". Correct the amount, then tap **Add expense**. - "I can't save my expense" (web): the browser flags the relevant field when **Date**, **Amount** or **Title** is empty, or when the amount is 0 or has more than two decimal places. Correct it, then click **Save**. If the amount is too large, the "The amount is too high." message is shown. - "At least one member must share the expense: you can't exclude everyone." (mobile and web): every member is ticked in the exclusions. Untick at least one. - "I can't edit the IBAN": only the administrator and the treasurer can; not a manager. - "Invalid IBAN format (expected: 2 country letters + 2 digits + BBAN).", "Invalid IBAN length.", "The FR IBAN must contain exactly 27 characters (N entered)." or "Incorrect IBAN check digits. Check what you entered.": the IBAN didn't pass the check. Go through it character by character. - "No IBAN on file: the payout isn't possible.": no IBAN is saved and you aren't allowed to enter one. Ask the hunting ground's administrator or the treasurer for it. - "The two IBANs don't match" (web): the confirmation differs from what was entered. Retype it without copy-paste. - "Transfer rejected": the bank refused the transfer. Check your IBAN, then make a new request. - "I don't see any hunt in the treasury": the hunting ground has no hunt. A hunt with no payment appears with €0. - "I don't see Refund": the button only appears for a successful, undisputed payment. A payment already included in a payout shows "Paid out" in place of **Refund**, on mobile and on the web, and can no longer be refunded. On the web, a disputed payment shows "Disputed" instead. You also need to be able to edit the hunt: be its creator, be the administrator or manager of the hunting ground, or have the **Edit all events** permission. ## See also - [How do I configure a hunt's payments?](article:how-do-i-configure-a-hunts-payments) - [How do I manage your hunting ground's membership fees?](article:how-do-i-manage-the-membership-fees-of-my-hunting-ground) - [How do I pay my participation? (participation fee)](article:how-do-i-pay-my-participation-participation-fee) - [Roles and permissions](article:roles-and-permissions)