INTRODUCTION
Feature Summary: System users can review a member’s billing history and manage key payment and account activity from one place.
Use Cases: Review fees, payments, balances, recurring fees, package and punch usage, and saved payment profiles. System users can also process or void payments, issue refunds, print receipts, sell packages, and create a payment profile for a member.
SETUP REQUIREMENTS
Open a member profile (MEMBERS > SEARCH) and click the Billing tab.
The Billing tab includes four main sections:
Transactions – Review and update payment information (see details below).
Packages – Displays the member’s active and used packages, including punch usage. This section appears only if your organization uses the Packages feature. System users can also sell packages to the member from this page.
Recurring Fee Schedule(s) – View existing recurring fees and create new schedules (for example, a $20/month locker rental).
Payment Profiles – Lists the member’s saved payment methods. While members typically create their own payment profiles, system users can also launch the payment profile creator and assist the member in completing the required fields.
In this article, we’ll focus on the functionality of the Transactions tab.
Transactions Tab
This section has seven Quick Start buttons and seven tabs. Click a link to jump to a section.
Quick Start Buttons
Use these buttons to quickly launch the most commonly used payment and billing functions.
Payment – Opens the Payment Details page, where system users can review and process outstanding charges for a member. From this screen, you can:
Confirm which unpaid fees to include in the payment (remove those to not include using the Remove button)
Adjust the amount being applied to each charge
Choose a payment method (e.g., saved credit card, cash, check)
Add optional notes or payment details (such as check number or reference info)
View a real-time payment summary before submitting
Optionally, launch the Point of Sale system from here to process a sale for the member
Once everything is confirmed, click Confirm & Pay to complete the transaction and apply the payment to the member’s account.
Post Fee – Opens the Post Fee page, where system users can manually add a charge to a member’s account. From this screen, you can:
Assign the fee to an individual or family member
Select a revenue category to properly classify the charge
Enter the fee amount and apply a tax rate if applicable
Add a note or description for reference (e.g., no-show fee, late cancellation)
Once submitted, the fee is posted to the member’s account and will appear in the Manual Adjustments tab.
Refund – Opens the Refund screen, where system users can review past transactions and issue refunds to a member. From this screen, you can:
Filter and locate specific transactions by date or type
Click the orange Refund button next to a transaction to begin the refund process. From there, select a refund destination (e.g., original payment method, account balance, or cash) and confirm the refund amount.
Once processed, the system will automatically adjust the member’s balance accordingly.
Generate Invoice – Opens the Generate Invoice screen, where system users can group a member’s transactions into a single invoice. From this screen, you can:
Filter transactions by date range and revenue categories
Define invoice due dates and timing
Choose whether to generate invoices only or generate and collect payment
Optionally apply account credits toward the invoice
Once processed, the system will batch the selected transactions into an invoice that can be sent to the member or used for payment collection.
Preload Credit – Opens the Preload Credit screen, where system users can add funds to a member’s account as account credit (not a refund). From this screen, you can:
Select a payment type (e.g., cash, credit card)
Enter the amount to add to the member’s account
Include a note for reference (e.g., prepaid funds, adjustment)
Once processed, the funds are added to the member’s account credit balance and can be used toward future charges or to reduce existing balances.
This transaction will appear under the Manual Adjustments tab.
Post Manual Credit – Opens the Manual Credit screen, where system users can add a credit directly to a member’s account without processing a payment. From this screen, you can:
Enter the credit amount to be applied
Select a reason or revenue category (if applicable)
Add a note for reference (e.g., goodwill credit, adjustment, correction)
Once submitted, the credit is applied to the member’s account and will reduce their current or future balance.
This transaction will appear under the Manual Adjustments tab.
Recalculate Balance – Refreshes and recalculates the member’s account balance to ensure all transactions and adjustments are up to date.
Unpaid Fees Tab
View all outstanding fees owed by the member.
Optionally, check the box to hide fees for future bookings. This creates two balances:
Current Amount Due – excludes upcoming bookings
Amount Due – includes both past and upcoming bookings
Note: This option only appears if Exclude Future Reservation/Events from Member Balance is enabled under Settings > Portal Settings > Setup.
Each row displays a transaction summary. Click the plus (+) icon to expand and view additional details.
Use the available actions to:
Pay – open the payment page to process the fee
Void – cancel the unpaid fee
You can also download the displayed transactions as an .xlsx file.
Paid Fees Tab
View a record of completed payments and issue refunds.
Use the date filters to narrow the results displayed in the table (optional).
Each row shows a payment summary. Click the plus (+) icon to expand and view additional details (e.g., payment type).
Click the Transaction link to open a detailed view of associated debits and credits.
To issue a refund, click the date link. This will open a new page where you can select Refund to process the transaction.
You can also download the displayed transactions as an .xlsx file.
Payments Tab
View all payments processed for the selected member. Generate receipts, issue refunds, and export records.
Use the date filters to narrow the results displayed in the table (optional).
Click the date link to print or email a payment receipt.
Click the Transaction link to open a detailed view of associated debits and credits.
To issue a refund, click the date link on a payment row. This opens a new page where you can select Refund to process the transaction.
Click the Receipt button to print or email a receipt.
You can also download the displayed transactions as an .xlsx file.
Manual Adjustments Tab
View non-standard, manually created adjustments to the member’s account balance (e.g., posted fees or preloaded credits).
Optionally, click Pay or Void on any unpaid transactions.
You can also download the displayed transactions as an .xlsx file.
All Transactions Tab
View all transactions in one table, manage payments, revert eligible refunds, and export records.
Use the date filters to narrow the results displayed in the table (optional).
Click the date link to view transaction details and print or email a payment receipt.
For refunds issued to an account balance, click the date link to revert the refund.
Use the available actions to Pay or Void an outstanding amount.
You can also download the displayed transactions as an .xlsx file.
Punch Usage Tab
View all punch transactions in one table.
Use the date filters to narrow the results displayed in the table (optional).
Click the date link in the Payment row to view transaction details.
Click the date link in the Fee row to issue a punch refund.
Click the arrow icon next to a date to revert a punch and return the bill to an unpaid status.
You can also download the displayed transactions as an .xlsx file.
Invoices Tab
View all invoices associated with the member in one table, including invoice status (e.g., Invoice Only, Paid), totals, and view invoice details.
Click the plus (+) icon to expand and view invoice details.
Use the table to quickly review invoice history and statuses.
Click View to open and manage a specific invoice.
You can also download the displayed line items as an .xlsx file.
