Miscellaneous member account adjustments

Introduction

Most payments and member top ups are accounted for automatically by ManageMyMatch and transferred to ePosNow, the integrated Point Of Sale (POS) system. However, there will be occasions where adjustments need to be made to a member balance for one reason or another. In almost all cases this can be achieved quickly and easily by a club official in ManageMyMatch. However, adjustments can be made directly in ePosNow and the process for doing so is also documented here.

Adjustments using ManageMyMatch

Go to Manage members and open out the member details and select the Transaction tab. There is an orange Adjust members credit balance button. Click this to popup a window to make an adjustment. All fields are mandatory:

• Credit or Debit - choose whether to increase (refund) or decrease (pay) their balance
• 4 (or 5) radio buttons allowing you choose the type of transaction:
  • Refunded to card using Stripe dashboard. Choose this if you have refunded money to a members card via the stripe dashboard (only applicable if Debit chosen above) 
  • Transfer of funds by other means. Choose this if you are simply adjusting their balance because you have received or paid them money by some other means
  • Court fee. Choose this if you wish to refund or manually charge a court fee
  • Event fee. Choose this if you wish to refund or manually charge for an event
  • Subscription/Programme fee. Choose this if you wish to refund or manually charge for a subscription.
• If one of the last 3 options above is chosen you will get a drop down choice of "products" against which the transaction will be put. This ensures that where manual adjustments for sales made by the club are being made they are reflected correctly in the club's accounting system.
• Amount. Enter a positive amount. If you had chosen Debit above, then the amount cannot exceed the members current balance.
• Reason. Give a good explanation for the adjustment - this will be entered as the details on the members transaction listing.

Finally hit confirm to confirm the adjustment. The member will receive a notification that their balance has been updated.

Adjustments using ePosNow

1. Select the member (customer)
2. Choose  the “Misc Product” button towards the bottom of the screen
3. Hit the “+” button that appears on the right
   • In the popup window enter the “Product name” which will be the purpose/reason for the transaction
   • Select an amount (Make it negative if you are refunding the member)
   • Hit the ‘Add’ button on the pop-up window
4. Hit the green Refund/Pay button, bottom right
5. Select payment method “Credit” button, lower left

The above assumes that whatever the amount, it is being credited/debited from the members account. If you have received/made payment by other means to/from the club’s bank account then you would select ‘Card’ in step 5.

If a payment or refund has been made to the member directly either by a bank transfer or by a Stripe refund then the above still needs to be completed except steps 1 & 5 are different:

• Do NOT select the member in step 1 and select the payment method "Card" in step 5. It would also be helpful to indicate the member involved in the "product name" together with the purpose/reason

Of course, if you find there are repeated payments for specific purposes then you’d want to set up a product on ePosNow to represent that and use that instead of selecting “Misc”.

If such adjustments are going to originate from various officials of the club then the above action is best accomplished by one individual responsible for maintaining the integrity of members balances and the club's accounts. To this end, communication to such an individual for an adjustment would need to include:

1. Is it a Refund to member or Payment from member
2. Who is the member
3. How refund/payment is to be made (Using members Credit balance or direct via bank account - if the latter ensure you make appropriate arrangements)
4. The amount
5. Brief purpose/reason
6. Whatever authorisation process that the club may consider necessary