Part payments, refunds and undoing a payment

Every dues line has a ledger: a list of entries, each with a date, an amount, how it was paid, a reference, and who recorded it. The line's "received" figure is always the total of the live entries, so the page can never disagree with itself.

Part payments

If a member pays less than they owe, record the smaller amount from the member's dues page (the Record a payment form, or Other amount on the Dues row). The line stays open and says, for example, "£10.00 received, £15.00 to pay". Record the rest when it comes.

Overpayments

If someone pays more than is asked, the line shows the extra as a credit. Clubroll does not move the credit anywhere. You decide with the member whether to refund it or carry it to next year.

Refunds

Clubroll does not move money. If you have sent money back, press Record a refund on the member's dues page and say how much, when, how and why ("paid twice"). It is kept as a separate negative entry, never as an edit to the original payment. Tick the box on the form if the member no longer owes the line, and it is closed out at nothing.

Undo a mistake

Press Undo on an entry recorded in the last 30 days (the same button on the Dues row undoes the last payment). The entry stays on the list, marked undone, with who undid it and why, and the line gives back exactly that payment. After 30 days the button is gone, and a refund is the way to correct it.

Why nothing is deleted

A club's books should show a true history: a payment recorded, then taken back, is more honest than a payment that never was. Every record, refund and undo is also written to the audit log.

Receipts keep their numbers

Each entry has a receipt number in a gapless run (1, 2, 3 for your club). An undone entry keeps its own number. See receipts.