5.1 Charges and Payments

1. When a membership is entered it will automatically enter the programme cost in the Member's Account. For an AP or DD memberhip the charges will automatically appear from the date set for first payment. Click on Member's Account to access transaction data.
2. Transactions will record all charges and payments. The total line at the top will show any outstanding balance. The total balance should be the same as the figure showing as Owing in the member section of the main screen.
3. If the Automatically Add Payments box has been ticked in back office programme set up, a full payment will automatically be credited to the membership. The purpose of this is to save data input time when payment is normally made in full on taking out a membership. This function can cause confusion if not all programmes have been ticked and there are several receptionists who may not remember when they need to manually enter a payment. In that case either all programmes should rely on manual payment entry or all automatic boxes ticked so that treatment is consistent.

   Payments detail can be amended. eg If a full payment is not made on an Automatic Payment membership. Go to Member's Account in the membership section, then payment. Highlight the transaction to be amended then click on Edit icon. It will open a box where the changes can be made then Add Payment.

4. If the automatic system is not being used the payment needs to be added manually. Click on Member's Account, then Payments. Click on Add icon and a box will open. Complete detail and preferably match the payment to an unallocated charge, then Add Payment.
5. The order in which transactions are shown can be controlled by clicking to the right of the required heading. Normally this would be date which helps match up payments to a particular membership making any short or overpayment easliy visible.
6. If a charge needs to be edited, go back to the memberships, highlight the programme to be amended and change the detail in the main programme entry box. Then save.
7. There is an icon in Member's Account that enables you to clean up the member's account by automatically adding payments for that member. This function would not normally be used. It may be that your Member's Accounts has got into a mess due to some reception training problems and this is an easy way to give a fresh start. If all members are to be corrected, go to Configuration on the top menu bar then Correct Payment Accounts.