Set up club membership fees?

[David T.]

David W.,

Your question has come up at various times on the GnuCash lists (lists.gnucash.org), and you should search those (using Google, and specifying “site:lists.gnucash.org”) using different terms (e.g., “dues", “member", “membership").

One thread I found there (using the google search “dues gnucash site:lists.gnucash.org”) was this one:

https://lists.gnucash.org/pipermail/gnucash-user/2015-March/059089.html <https://lists.gnucash.org/pipermail/gnucash-user/2015-March/059089.html>

In it, one user (Buddha Buck) gives specific advice about this situation.

A bit of research there may help guide your decision.

David T.


> On May 21, 2016, at 4:13 AM, DaveC49 <davidcousens at bigpond.com> wrote:
> 
> David,
> 
> You could perhaps use the Business->Customer->New Invoice invoice facilities
> of Gnucash to issues invoices to members when fees are due.
> The  Business->Customer->Process Payment  could then be used to record
> payments received from team members. This would credit the A/R account ( or
> subaccount for an individual team member as below) and debit the amount to
> the bank account. 
> It is also a common practice to have a Bank:Undeposited funds account which
> is debited and the A/R account is credited when you receive the money from
> an individual instead of debiting  the bank account directly.  When you
> deposit funds in the bank, you then credit the Bank:UndepositedFunds and
> debit the Bank:ChecqueAccount by the amount of the deposit. This helps track
> down any money missing from deposits etc
> 
> The invoice will create a debit entry in the Accounts receivable account and
> you would use an appropriate income account e.g. Income:Fees for the
> transfer account for the corresponding  credit entry. 
> 
> If you required to have individual recording of what members owed you could
> potentially setup sub accounts of the Accounts Receivable for each team and
> then each member of each team. This could be a bit cumbersome as you have to
> select each members individual A/R account when creating the invoice but it
> has the advantage that any non-zero A/R sub account balance will be
> outstanding fees.  You could also have sub -accounts of the Income:Fees for
> each team if it is important to know what the income and expenditure is by
> team.
> 
> This would also require setting each team member up as a Customer for
> creation of the invoices and perhaps include the team and member name in the
> company name field for each customer . It will involve a lot of initial
> setup but should allow you to track outstanding fees easily and use any of
> the business reporting (customer Summary and Receivable Ageing will probably
> be the most useful.
> 
> 
> If the above is not sufficiently clear to get you started, I can illustrate
> it with a few sample transactions.
> 
> Cheers
> David Cousens
> 
> 
> 
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