Dues Tab (Groups)

Professional Version Only


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The Dues tab is used to record postings to the group's "dues" account. The current account balance is displayed at the bottom of the list, as well as a subtotal if the list is filtered by Posting Type.

Note: If you are creating a new group record, the group must be saved first (click Apply) before you can access this tab unless you turn on the "Auto Save New Groups" Financial preference.

Note: The tab pages to display, and the order in which they appear, are controlled via via Preferences.

Filtering the Display

You can create a system of dues "posting types" to better categorize the type of payment or charge being posted (such as Dues Charge, Dues Payment, Refund, T-Shirt Sale, Food Order, etc.). If you are using corresponding debits and credits to balance the account, the number of entries can become fairly lengthy; therefore, the Dues tab includes a dropdown at the top labeled, "Show by Posting Type," which enables you to filter the display by a specific type.

Note: If you add or change an entry and give it a different posting type than the one currently being used to filter the display on the tab, the entry will not appear in the list until you select the appropriate posting type or choose "(All)".

Adding (posting) Dues

1On the Dues tab, click Add.
2The following fields are available:

 Posted - The date on which the dues entry is recorded.

 Recognized - The date on which you want the amount to apply to your organization. i.e., if someone pays for the following year on December 15th, you might want to leave the Date Posted as Dec. 15, but set the Date Recognized to Jan. 1.  That way, a report run for the first quarter of next year will show this dues entry, even though it was actually posted the year before.

 Posting Type - the posting type to be applied to this entry. The debit/credit action of the type is displayed in the dropdown, and any minimum or maximum amount requirement is displayed to the right of the field. See Maintaining Posting Types for more information.

 The posting type will be defaulted to either, a) the currently selected posting type on the Dues tab if the display is being restricted to a particular posting type, or b) the default posting type specified in the Posting Types list, if available. If neither of these apply, no default value will be entered.

 Amount - The amount to be recorded. Only positive numbers may be used. The posting type determines whether the amount is applied as a debit or credit to the account.

 There are several ways to enter the amount. In addition to typing in an amount, you may have other options depending upon the way you set up your Posting Types. If you associated minimum or maximum amounts for the posting type, you can quickly enter any of those amounts by clicking the appropriate icon next to the amount.

 Cheque - The cheque number or other identifier for the entry.  If you have stored credit or debit card data for the Group, you can click the credit card icon next to the Cheque field to select a stored card. A representation of the card number will appear in the Cheque field (so that the card number itself is not visible on standard reports. See Maintaining Credit Card Data for more information.

 Receipt Number/Book - These fields are enabled whenever the selected posting type is one that has been defined to generate a receipt number. The fields are disabled for all other posting types.  The Receipt Number is a sequential number generated by the system. The Receipt Book is the value set as the Dues Receipt Book Nbr in preferences.

 The receipt number is not automatically generated until the record is saved or a Receipt is printed via the Receipt button.  This ensures that the next receipt number is not used until it is needed.

 Assign Now - Click this option if you want to force the system to generate the next receipt number immediately. Note that once a receipt number has been generated, it is "used" permanently, even if you choose not to save the entry.  The only way to reset it is via the Dues Receipt Book Nbr preference.  If you want to "regenerate" a new number for an entry that already has a receipt number, you must clear the field first, then click Assign Now to generate a new number.  If you do not want the Assign Now option to be available at all, it can be turned off via the Allow Assign Now preference.

 Comments - General comments about the entry.

 Private Comments - Comments in this field are not printed on any system report.  They can be placed on a user-defined report if you wish.

 Print Receipt - This option controls when a receipt should be printed for the entry:

No Receipt - indicates that no receipt needs to be printed at all
Print on Save - indicates that a receipt will be automatically printed when the OK button is clicked to save the entry. Note that the system will automatically switch the setting to "No Receipt" after printing. You can also print a receipt by selecting the saved record on the Dues tab list.
Mark for Printing - indicates that the record should be marked so that you can run a receipt report from the Reports window, and use report criteria, "Dues Print Receipt = Selected" to print all marked receipts at once.
4When you're finished, click OK to save.
5If you have filtered the display by Posting Type and you add a dues entry that uses a posting type that has been filtered out, the new entry will not appear until the filter is changed to one that will include it.

Changing a Dues Entry

1On the Dues tab, click the entry you want to change, then click Open.
2When the Edit Dues window opens, make your changes, then click OK. The current balance will recalculate automatically if necessary.        

Deleting a Dues Entry

1On the Dues tab, click the entry you want to remove, then click Delete.
2Confirm the deletion.

If you need to delete multiple postings from multiple records, see Deleting Postings from Multiple Records.

 

Printing Receipts as a Group

As described above for the, "Printed Receipt" field, you have the option of marking many entries for future receipt printing. Any entry that has been marked for printing will include a checkmark in the "Rcpt" field on the list. (Note that this checkmark does not prevent you from selecting an entry on the list and printing it immediately.)

If you choose to print a batch of receipts via the Reports window, you will probably want to clear the "Print Receipt" checkmark from your records. This is not done automatically because the system has no way of knowing whether or not the printing was successful. Your printer may have jammed, been out of ink, printed poorly, used the wrong paper, etc., so you must clear the checkmarks manually.  To clear the checkmarks from the tab, simply right-click the desired entries and choose "Toggle Print Receipt Option" from the popup menu. Of course, it is more likely that you will want to clear ALL Print Receipt entries for the entire system at once. To do this, choose Tools > Database Tools > Clear Print Receipt Settings, and the database will be updated automatically.

Additional Dues Capabilities

There are some other dues-related options:

You can post dues directly from the Group List to any number of selected records, or records with a specific status. See Posting to Multiple Records for more information
You can create a Deposit containing any number of Group Dues or Member Dues, Donation, and Activity Income entries. See Tracking Deposits for details.
You can clear ALL Print Receipt checkmarks for the entire system by choosing Tools > Database Tools > Clear Print Receipt Settings.