How to delete a member who has a balance owing on their account

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  • Updated 3 years ago
When a member has a balance on their account you cannot delete them without first balancing their account to zero. Treasurers may have different ways of handling this but one way of doing this is as posted below

Locate the member in question and click on their name
You will now see how much they owe the club make a note of that amount
Click on charge or credit member
Select the member
Select account 9998 debts written off as the balancing account
Select rebate the member (credit)
Put the appropriate amount in the amount box
Add in any notes you may wish
click post entry

This will then correct the member balance to zero and you will be able to delete them from your database
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Sarah, Admin

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Posted 6 years ago

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Martin S

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We do not yet use the accounting module and I have up till now been able to delete a member without any problem. I have just tried to do this to clear off members who will not be renewing for the coming season and I now get a message saying that the member cannot be deleted because their account is not zero. Since we have not used the account system, I have no way of doing this so cannot delete the member. Any advice ? Thanks
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Sarah, Admin

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This has been resolved now
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Sarah, Admin

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Sounds like a bug leave it with us and we will resolve
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Martin S

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Great - thanks for swift fix !
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Laurence Arca Bathe

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Hi Sarah, I have a few members who are no longer joining but their subs have gone through the system.  I have done as mentioned above, but now our accountant says that she has the debt remaining on her balance sheet, which she doesn't want.  It is really not a debt.  it's a a member that intented to join, but didn't and got charged in between. Is there a way to just delete the transaction ?
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Leah Earl

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If it wasn't a "real" debt then instead of crediting it and specifying "debts written off" as the balancing account you can credit it but with the balancing account being the relevant subscription account, then in the notes field explain that the charge was applied when it shouldn't have been (I've been putting "X is not returning for 2016/17 season"). 

[Disclaimer: check with your accountant that this works for her. Ours is happy but then we are only using ClubBuzz for subscription income so the overall accounts need to be prepared outside the system anyway]

[Disclaimer 2: if you've already posted the transaction to write off the debt you probably can't do this now]
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Sarah, Admin

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You can't delete transactions within the financial system however you have an account 9998 debts written off - your treasurer needs to allocate the debt to that code (club journal)