FiretenderClub operations

Dues and payments

Record and reconcile payments

Record bank, cash, card and other payments, then see what still needs attention.

5 min · Firetender Knowledge Base

Quick version

  1. Open the active dues period and find the member.
  2. Choose the payment method and enter the amount and payment date.
  3. Add a short reference or note when the bank statement needs context.
  4. Save the payment and confirm the member’s balance and period status.
  5. Review the outstanding list for records that still need a decision or follow-up.

Record what actually arrived

Record the amount and date that the club can verify, using the payment method that matches the transaction. Do not mark a period paid because someone promised to pay or because an invoice was sent.

Keep references useful

A short reference can connect the payment to a bank statement or manual receipt. Avoid copying unnecessary personal information into notes. The goal is to let a future treasurer understand the transaction without needing the original officer’s memory.

Handle partial and excess payments deliberately

If the amount is different from the period amount, leave the record understandable and follow the club’s policy for credit, carry-forward or follow-up. Do not silently change the dues plan to make one payment appear correct.

Use the outstanding view as a work queue

After recording payments, review who remains outstanding. Separate a known exception from an unknown one: add a follow-up action when someone needs contact, and leave a clear note when the board has agreed to waive or defer an amount.