Step 1: set who can have credit
You do this once. Go to Settings (Instellingen) and choose Miscellaneous (Diverse). Under Credit (Tegoed) you set per kind of member, private and company, what is allowed.
Can have credit (Kunnen tegoed hebben): with Yes (Ja) members of this kind can top up credit. Here private members have credit and company members do not.
Can pay the membership fee with credit (Kunnen de contributie met tegoed betalen): with Yes a membership fee invoice is paid with the credit right away if the credit covers the whole invoice. Here it is set to No (Nee).
You can also allow members to go below zero with their credit. The credit is then negative, an amount the member still owes the club. Leave it on No if you do not want that.
Step 2: top up the credit of a member
Go to Money (Geld), choose Credit (Tegoed) and then Top up (Optoppen). Click New top-up (Nieuwe opwaardering). A member hands you cash, and you book it on their credit.
Member (Lid): choose the member. Their credit now is in brackets, here Sanne Schouten with € 52.50.
Register (Kas): the register the money goes into, here the Clubkas. The cash is now in the register.
Amount (Bedrag): what the member put in, here € 25.00.
Save (Opslaan): books the top-up: the money goes into the register and the credit of the member goes up.
Step 3: look at the top-ups and the credit of all members
After saving you return to the list of top-ups.
New top-up: for the next top-up.
Top-up: the new top-up is at the top, with the member and the register, here Sanne Schouten, € 25.00 in the Clubkas.
Credit of members (Tegoed van leden): on the right is what every member has now, the largest credit first. Sanne is now at € 77.50: € 52.50 plus the top-up of € 25.00.
Step 4: book a spend of credit
At the bar a member pays from their credit. If you have day sales, you enter the sales from credit there per member, see booking day sales. To book a single spend separately, choose Spend (Afboeken) and click New spend (Nieuwe afboeking).
Member: the member who pays, here Emma Huisman. Her credit is shown: € 6.00.
Description (Omschrijving): what it was for, here Drankjes na de wedstrijd.
Category (Categorie): the revenue category of what the member bought, here Canteen revenue (Kantineomzet). For a bill with several things, such as drinks and a shirt, add a line per category.
Amount (Bedrag): what the member spends, here € 4.50. The total is in the dark bar below.
Save: books the spend. The credit of Emma goes to € 1.50 and the amount is revenue in the bookkeeping. No money goes through the register.
If a spend does not fit within the credit of the member, ClubBalans refuses it, unless you let that kind of member go below zero.
Good to know
- In the bookkeeping every member has a line of their own under Credits on the balance sheet. Together they are what the club owes its members.
- Only kinds of members that may have credit can top up. You set this in step 1.
- Who may manage credit is decided per role. Read more about roles and permissions.
- You find more about credit under credit of members.
