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Advance payment of membership fees at the cash register

  • Updated

In this article you will learn how to take advance payments for upcoming membership fees directly at the cash register and what happens once the payment is booked.

Contents

Prerequisites

Taking advance payments at the cash register is controlled by a permission. Enable it per role under Settings / Resources / Roles in the Sales & cash register category:

  • Upfront payment of future membership fees
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Without this permission, advance payments for upcoming fees cannot be taken at the cash register.

Take advance payments at the cash register

Members who want to pay their next membership fees right at the front desk can do so directly through the cash register, for example by card instead of direct debit.

  1. Open the cash register and select the member.
  2. In the member panel, expand Future charges. The list shows the member's upcoming fees with billing period and amount.
  3. Select the fees the member wants to pay in advance, or use Select all. The amount is added to To be paid.
  4. Complete the sale with Sell now and the member's preferred payment method, for example Card payment.

Selecting specific fees is optional. If you complete the sale without selecting a fee, the amount is booked as credit on the member account.

Cash register with the Future charges section in the member panel, several upcoming fees selected

The receipt shows the fees the payment is linked to.

What happens after the payment

  • If no specific fee is selected, the payment is booked as credit on the member account and automatically offset against the next due fee.
  • The payment is linked to the selected fees. When a linked fee becomes due, the member is not charged again, for example via direct debit.
  • A fee that already has an advance payment cannot be selected again.
  • You can select any upcoming fee, even if earlier fees are still unpaid. Unpaid fees keep following the regular dunning process.
  • If a linked fee is cancelled later, for example because the contract ends, the advance payment becomes credit on the member account.
  • If the fee amount changes before the due date, the difference is settled automatically: an overpayment stays as credit, an underpayment is collected as usual.
  • In the member profile under Finance / Account you see the advance payment with a reference to the linked fee.

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