Skip to content
English
  • There are no suggestions because the search field is empty.

Browser - Members: Member Ledger

Finding a member's ledger and reading their account activity

A member's ledger is the running record of everything charged to or paid on their account. When a member asks "what's my balance?" or "what was this charge?", the ledger is where you look.

Account charges, payments and adjustments appear here in date order, so you can answer both questions from one screen.

Open a member's ledger
  1. In the left-hand menu, click Customers.
  2. Click Members.
  3. On the Member List tab, find the member. You can use the Search By Member Name or Id box, then click Search.
  4. At the right end of the member's row, click the ⋮ (three dots) button.
  5. Click View/Edit.
  6. In the member's record, click Membership in the left-hand list.
  7. Click the LEDGER tab.

The member's ledger opens, newest activity first.

The columns you'll use most

| Column | What it shows | |---|---| | Id | The ledger entry's own reference number. Useful when you need to point someone at one specific line. | | Date | When the entry was posted, with the time. | | Description | What the entry was. Common ones are Charge to account followed by the membership ID, Payment Received, Adjustment, and an order that was voided. | | Amount | The value of that single entry. Payments and credits show as negative. | | Balance | The running account balance after that entry. The top row is the member's current balance. |

The newest entry sits at the top, so the Balance on the first row is what the member owes right now.

Narrow down a long ledger

Above the table there are three filters. Set any of them, then click Search. Click Clear to start over.

By club — Use the Club dropdown to select the club whose ledger activity you want to review.

By order number — type into Search by Order ID when you already know the order you're chasing.

By date — click Select date range... and either pick a ready-made range (Today, Yesterday, Last 7 Days, Last 14 Days, Last 30 Days, This Week, Last Week, This Month, Last Month, Month to Date (MTD), This Year) or choose Custom range and set your own dates. Click OK, then Search.

You can combine filters — a date range plus a club, for example.

Common Questions

Why is the member's balance different from what they expect?

Read down the Description column for the period in question. A voided order, a payment that was received after they last checked, or an adjustment will all move the balance.

What does "Charge to account" mean?

The member bought something and put it on their account instead of paying at the time. The number after it is their membership ID.

Why does an amount show as negative?

Negative entries reduce what the member owes — a payment received, a credit, or a voided charge.

Why don't I see any entries for this member?

Check the filters first: clear the date range and reset the Club dropdown, then click Search. A member who has no account activity yet will have an empty ledger.

Where is the LEDGER tab?

The membership tab row scrolls. Use the arrows at either end to bring LEDGER into view.