Managing residual balances for past members

Member balances

When a member leaves a club, they may still have a credit balance with the club. This often happens as the amount can be small and the departing member is not concerned. Besides, non-members can hold a balance with a club - perhaps to pay visitor fees.

Generally, clubs take the view that a club balance can be refunded if requested by the member (or ex-member). This is easy to do in Manage My Match by recording a charge equal to their balance whilst returning the money either by cash or by bank transfer. This is done using the Manually record member charge or refund option in the members Transactions tab in Manage members.

If, however, the member chooses to unlink from the club then they no longer appear in the clubs membership listing as per the above. Then what can be done?

ManageMyMatch never loses financial information whether an ex-member is linked or not. A good place to go to understand the complete state of member balances is the Balances tab of Manage clubs.

There you see a summary of balances held that differentiates, amongst other things, members and non-members balances including non-members who are no longer linked with the club. For each balance total you can click on the blue inspection button to drill down and see individual balances that make up the total. So you can still see a list of people who have a balance with the club despite being unlinked.

Not only that, you can choose to repay an individual in that list to clear the balance. Just click on the Repay button and confirm a repayment. Naturally you would only do this if you have, in reality, given the money back to the person concerned!

In some cases it may be that the club can claim the money as their own. So you could register a "repayment" in this way, but then you'd want to make an appropriate entry in your accounting system to record the fact that you have converted what essentially was a liability to a third party to income received. Manage My Match cannot do that part for you.

Outstanding fees

Still with reference to the Balances tab of Manage clubs, you'll see a total of all fees that have not been paid due to lack of funds in member's credit accounts. This is useful for chasing up people who have outstanding fees - though generally this is not necessary as Manage My Match makes the need to top up compelling for the member concerned.

However, you may decide to waive the fees outstanding for any individual. This may be for good will purposes or even simply because the member has left the club and recovery is not worth the effort. In such cases you can instruct Manage My Match to remove the fees outstanding. Once you've drilled down into the individual listing against the People who have outstanding fees (Requires popup) line on this page, click the Clear button and confirm that you wish to absolve the individual concerned from having to pay their unpaid fees.