A member's account

The account brings together everything the club has charged a person: the charges, what has been paid, what is outstanding and the documents issued. This is where you add products, issue payment notes and record payments.

Opening the account

1. In Members, open the person's profile or athlete profile.
2. Go to the "Finance" tab. You can already see the summary and the charges there.
3. Choose "Account" to open the full page.

The "Finance" tab on the athlete profile only shows the charges of the selected enrolment. The account page shows all of the person's charges, across every team and season: charges belong to the person, not to the enrolment, so moving age group does not split them.

The summary

The "Summary" card is worked out from the charges; nothing is stored separately.

• "Balance": what the person owes on issued, unpaid notes. It shows as a negative figure when there is debt.
• "Overdue": the part of the debt whose due date has passed, with the age of the oldest.
• "Paid": the total already settled.
• "Within term": the part of the debt that is not yet due.

The bar underneath splits the overdue amount from the amount within term. The footer holds the separate totals: "To issue", "In payment", "Cancelled" and "Discounts". When something is overdue, the amount also appears at the top of the page, in red.

Debt, overdue and to issue

A charge only becomes debt once it is on an issued payment note. Until then it stays "To issue": it does not count towards the "Balance" and is never shown as overdue, even if its "Expected due date" has passed.

When the note is issued, its due date becomes the "Expected due date" of every charge on it, so there is a single date. From then on, each unpaid charge is within term until the end of that day and becomes overdue from the following day. In the table, each unpaid charge shows where it stands: "not issued yet", "within term" or how many days late it is. Debtors and the billing reminders go by the same date.

The charges

The "Account" card lists the charges, with the "All", "Unpaid", "Paid" and "Cancelled" tabs. Each tab shows how many there are within the other filters: "Start date", "End date", "Category" and "Search".

• A charge with no note can be edited, cancelled, restored or deleted, from the row menu or by selecting several.
• A charge on a note is locked: the menu shows "Has a payment note attached." and offers "View payment note" and, once paid, "View receipt". To change it, cancel the note first.

The documents

The "Documents" card lists the person's payment notes and receipts, each with its status: "Issued", "Paid" or "Cancelled". Choose a document to open, send or print it. On an "Issued" note, the "Issue receipt" button records the payment.