Showing all member accounts - total paid versus total owed (for given season)

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  • Updated 4 weeks ago
ClubBuzz is really helping us reduce the administration needed on subs, and the DD is great. However we always have lots of players who are not up to date with their subs payments, or who haven't paid at all sadly and we still have to regularly chase up players. This was a crucial reason to move to ClubBuzz - to really help this subs issues - and I'm having trouble extracting the information I need out of ClubBuzz.

Crucially I need to be able to review all players and see quickly which ones A. haven't made a payment at all so far in that season and B. see players who are not up to date with their payments.

What I really want to see is (for all players):
  • Total amount owed for entire season - e.g. if they are on £150 membership option for the season then I want to see that they are due to pay that £150 total (previous instalments plus future)
  • Total amount paid to date (for the season) - e.g. maybe they have paid £50 so far

I realise the total amount owed for the entire season would not yet include match fees, or training fees but that's OK.

If I could output the above in a report then I could easily see where players are falling short on their payments. At the moment, I can't see that there is actually a way to output this.

What I have tried:
  • It's possible to go into an individual's account and click through all the statements and manually spot and add up the payments, along with the instalments. The problem with this is that you have to click through each month's statement and the committed instalments which is obviously very manual and time-consuming. (And this doesn't help with the part about locating those players who are behind with their payments - you would have to know there was an issue with the player already to even decide to look). It would however really help to have a total paid and total owed shown on the member's account, so the information is much more easily accessible.
  • I looked at the Aged Debtors report in the hope of using the Last payment date field - assuming there would be no date in there if they had not paid. However, what I noticed is if we have had to make an adjustment to a players account (e.g. they have changed their membership option so we have had to credit them and then add different instalments on), this report registers that credit as a payment. So the date doesn't seem reliable.
This is really important part of our administration and I'm hoping there is a way we can resolve this.

Many thanks!

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Charis

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Posted 5 months ago

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Steve Curtis

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Hi Charis, I am also having this similar problem with the details on non payers what I do is look at all memebers that have an outstanding balance, download to a CSV file and then filter on the values of according to what the yearly subs are , this then gives the people who have not yet paid . Hope that helps because that gives me the list of those nonpayers, what I struggle with is those members who have stopped paying but started to pay a small amount at the beginning.

It would also be good to see a report that shows members that have not yet accepted the invitation to become a member, that way we can at least send them the invite again so they can login and start making payments.

Hope this helps but would be good to see clubbuzz with a solution.

Steve
(Edited)
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Charis

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Thanks. The problem we have is our subs options are quite complex - there's about 30 different options so I'm not sure whether this will work for us.

But which report do you download to get a csv file of everyone with an outstanding balance?

And totally agree about a report showing members that haven't accepted the invite. The interim solution I have on this is using the Members screen - the "status" of a player is "User" if they have accepted the invite and "Member" if they haven't (which doesn't entirely make sense!). But then copy and paste the list of members from the Members screen to excel - and you can then filter. Obviously if you have lots of members then you have to copy screen by screen which is arduous.
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Steve Curtis

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Hi Charis
In this screen you have an option to down load to csv.
.
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Heber Team Bath Buccs HC

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Concur, really important issue for our Club too.

Steve - on the invitations issue, isn’t this covered by running a Registration Status report ?

On the non payment issue, one of the big problem with aged debtor report is that it shows people who are paying by gocardless instalments (which most of our Members do), so as far as we’re concerned while they owe money they are not a problem. So what I have to do is look at every member account by team and check each individually which takes a long time.

What we want to know is either a. Who hasn’t got a payment plan set up if they haven’t paid in full or b. Along lines of your proposal Charis a report that shows: for the current season only, what people’s subs are and what people are committed to pay against that number by the end of the season. Ie. So we can see who will fall short and by how much. Leaving aged debtors to help with older debt and a wider picture.
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Charis

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Where is the Registration Status report? I'm not sure I have that option?

Yea it's really important that we can get this data so we can keep track of late payers or non payers but at the moment it's hard to do.
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Heber Team Bath Buccs HC

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If you go to Reports / Member Reoprts / Registration Status
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Charis

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Ah I think because we don't have the registration system enabled we don't see this report. (But still people have to "register" when they first sign up so would be useful).
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Charis

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And it would also really help to see the member's category on their member account page. As the category defines what subs they have to pay. (At the moment I have to look them up on the member account page and look up their profile to cross-check what the subs option they are on and then work out if they are not up to date with their payments).
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Charis

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Does anyone know how to see all members total payments for the season...? 
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Charis

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I'm keeping this thread active as still it's something we really need - to be able to easily see total fees charged to a player versus total paid so far. For all players.
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Sarah, Admin

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You can look at transaction reports and sort by individual club member over a specified time period to see totals for an individual member

In terms of balance of a player's account you can look at aged debtor report

We have also recently introduced reports that show who has a recurring DD with GoCardless and who has made one off payments using GoCardless 
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Charis

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Hi Sarah, thanks for the feedback.

So the objective is to be able to easily see the total paid versus total charged. I downloaded the Transaction report with all players and all club accounts selected and opened in excel. I can remove all the club accounts and sort by player name and sub-total underneath. But this still means I end up seeing their balance, not total paid versus total charged.

Part of the reason I want to be able to see this is we think some players may not have been charged for all of their match fees.

But the main reason is because at the moment it's really hard to see how much a player is due to be charged in total for the season: you have to click through every statement & committed instalments to look at what has been charged versus paid. So a summary on the player's account page would be super useful.

This is an improvement that I'd really like to see before we move into our next season (Aug/Sept).