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Membership : Remove Billing Charges From A Member

Article Contents: This article shows how to remove a billing charge from a member by voiding it (when allowed) or posting a credit to offset it.


Step-by-Step:

Step 1: Open the member’s account, click the Membership tab, then select Ledger to view all charges and payments.

Step 2: Find the charge you want to remove and confirm whether it is eligible to be voided based on your facility’s Void Window (set in Settings > Register Settings > Void Window).

Step 3: If the charge is eligible to be voided, use the system’s void/cancel process for that transaction type (some cancellations will create a negative ledger entry automatically).

Step 4: If the charge is not eligible to be voided (for example, it’s from a previous day or outside your void window), stay in Membership > Ledger and click Make Adjustment at the bottom of the ledger window.

Step 5: In the adjustment pop-up, select Credit (this reduces what the member owes), enter the amount you need to remove, and add a clear note explaining what you are correcting.

Step 6: If your facility requires it, select the correct Chart of Account entry for the adjustment, then click OK to post the credit.

Step 7: Re-check the ledger balance to confirm the credit removed the charge impact, and (if needed) review the member’s Invoices area to confirm the member-facing statement reflects the correction.