Banking > Manage Member Accounts

This procedure provides a Statement Of Account for a selected member and the ability to add, edit and delete transactions associated with that account.

An account consists of the following transactions types...

1.Fee. A fee is charged to members for services provided.

2.Receipt. A receipt is money paid by members for services provided.

3.Refund. A refund is money returned to members.

4.Credit. A credit is an adjustment to fees owed.

Conceptually, a Credit is a negative Fee and a Refund is a negative Receipt.

Fee transactions are normally created by the system being membership and course fees. Receipts are most often created via Bank Data Import or via an online payment. Normally, this procedure will therefore be used to make adjustments as necessary.

View a Statement Of Account

Search for, and select the required member using using the Select Member combo box. The statement details will be displayed in the grid provided.

Financial Year Tabs

All transactions are grouped by year. Each year contains the fees and receipts pertaining to that year. Receipt transactions may be moved between years using the editing facilities discussed below.

Within the year, you can also select the term using the grid toolbar editor. Normally, use Term 4 as it includes all transactions from the previous term.

Receipt Allocation

By default, transactions will be displayed in strict chronological order by the date they were created. Use the Allocate Receipts toolbar button to invoke the receipt allocation process. You will have three choices...

1.Full Detail. The grid will display all transactions with receipts allocated to their respective fees. To be allocated a receipt must equal the sum of one or more fee transactions. During allocation, fees and receipts are processed in chronological order.

2.Outstanding Only. The grid will display only those receipts and fees the could not be allocated. If the account is fully allocated, no transactions will be displayed.

3.Deallocate. Resets the grid the display in chronological order.

Note that to allow for allocation, normal grid column sort functionality is disabled.

Editing

The procedure provides standard edit and delete buttons on each grid row. However, many fee transactions are automatically generated by the system and are not directly editable. Only those transactions marked Editable? may be edited using this procedure. In addition, the ability to edit online payments (Eway) is restricted to receipt reassignment only. You cannot edit the receipt details.

Receipts

•To add a new receipt, click the Add Receipt/Refund on the grid toolbar.

•To edit a receipt, click the standard grid row edit button on the receipt row required.

•To delete a receipt, click the standard grid delete button on the receipt row required. Note, the delete dialogue will provide two options...

1.Delete the receipt and set the member's Financial Year to the previous year. This option will make the member not financial in the current year.

2.Delete the receipt only. This option will delete the receipt but leave the member's financial status untouched.

The following fields will be available when adding, editing a receipt. Note however that full editing is not available when editing an online payment (Eway). In this case you may reassign the receipt to another member or apply it to another year but you may not change it's details.

Field	Description
Send Receipt Email	Tick to send a receipt via email to the member. This field will be automatically ticked when adding a receipt and not ticked when editing a receipt.
Received From	Select the participant from whom the money was received. Use this field to reassign the receipt to a different member or contact.
Date	Enter or select the date the money was received. This should match your bank statement.
Description	Briefly describe the transaction.
Identifier	(Optional) May be used to provided additional detail to explain the transaction.
Amount	Enter a positive number to create a payment receipt, or a negative number to create a refund.
Apply To	The calendar year to which the receipt is applied. Use this field to reassign the receipt to a different year.
Financial Status	This prompt is only displayed for the current or future years. 1.You will be prompted to Set the financial status to the selected year, if the member is not financial in the current year. Tick the checkbox to change the member's status to financial. 2.You will be prompted to Reset the financial status to the previous year, if the member is financial in the current year. Tick the checkbox to change the member's status to not financial.

Fees

Most fee records are automatically generated by the system and are therefore not directly editable. Only those transactions marked Editable? may be edited.

•To add a new fee, click the Add Fee/Credit on the grid toolbar.

•To edit a fee, click the standard grid row edit button on the receipt row required.

•To delete a receipt, click the standard grid delete button on the receipt row required.

The following fields will be available when adding, editing a receipt...

Field	Description
Apply To	Select the participant to whom this adjustment will be applied.
Date	Enter the date of the adjustment
Description	Enter sufficient description to explain the transaction.
Amount	Enter the transaction amount. A positive amount will increase fees owing while a negative amount will decrease (credit) the amount owing.
Include as Membership Fee	Check if the fee adjustment is to be considered an adjustment to membership fees. Otherwise, it will be considered an adjustment to course fees.