The dues ledger is each member's record of what the club charged them and what they paid. It sits on the member's page, below their record, and is a Club plan feature. This page covers adding a charge or a payment, the opening balance from an old system, fixing a mistake, the two dates on a record, and what the balance means.
Where the ledger is
Open "Members", press a member's name, and scroll to "Dues ledger". The balance is the first line. Under it is every line of the ledger, oldest first. A member with no lines reads "No lines yet. Add the first one below." On the Free plan the section reads "The dues ledger is a Club plan feature." with the link "Ask about the Club plan".
Adding a charge or a payment
Under "Add a line":
- Pick the "Kind": "Charge" for dues the member owes, "Payment" for money the club received.
- Enter the "Amount in dollars".
- For a payment, set "Method (payments only)" to check or cash. A charge ignores the method.
- Set the "Date", or leave it blank for today.
- Write a "Note". Every line needs one.
- Press "Add line". The page answers "Line added."
A payment with no method is refused with "A payment must say whether it came by check or by cash."
The opening balance
When a club arrives from another system, add one line with the kind "Opening balance" for the figure the old system showed. The ledger marks that line "Carried over from the old system; the invoices behind it are not available." so nobody mistakes it for history. A credit the old system showed is entered as a negative amount. A member holds one live opening balance at a time. To replace it, void it first.
Fixing a mistake
A line is never edited or deleted. To fix one, type a short reason in the "Reason" box beside the line and press "Void". The page answers "Line voided. It stays in the list and no longer counts." The line stays visible, marked "Voided" with the day and your reason, and drops out of the balance. Then add the right line. A charge the club forgives is voided the same way, with the reason.
Every figure anyone ever entered is still there with its correction beside it, so the books always add up, and the club's export holds every line, voided ones included.
What the balance means
The balance adds every live charge and opening balance and subtracts every live payment. It reads "Owes" and the amount when the member owes the club, "Credit" and the amount when the club owes the member, and "Nothing owed" when the two match. The roster's "Balance" column shows the same line for every member, and the club home's "Owed by current members" adds up what current members owe. A credit on one member never offsets what another owes.
The two dates
The record above the ledger carries a "Renewal date" and a "Paid through" date. You set both by hand and press "Save". A payment does not move either date. When a payment lands, set "Paid through" to the day the payment covers, because that date is what stops a reminder. The renewal reminders page says who is skipped.
Card payments
When a member pays by card through the club's payment link, the payment appears in the ledger on its own, as a "Payment" with the method "card" and a note that begins "Card payment at Stripe". Refunds and card payments that could not be placed on a member are covered on the Stripe account page.
- Still stuck? Write to hello@annuaro.com.