Venue Charges & Billing Guide

Complete guide for managing venue charges and billing processes

Automatic Charge Generation

How Charges Are Generated
  1. Meeting Completion

    Charges are automatically generated after meeting attendance is marked

    What you'll see: After a meeting ends and attendance is finalized, the system automatically creates venue charge records. You'll see a notification: "Venue charges generated for 15 members" with a link to view the charges.
  2. Attendance-Based Calculation

    Only members marked as "Present" or "Late" are charged

    Calculation display: The venue charges page shows a summary: "18 Present + 2 Late = 20 charged members" with the calculation "20 × ₹50 = ₹1,000 total charges generated."
  3. Exclusion Rules
    • Members marked as "Excused" are excluded
    • Members marked as "Absent" are excluded
    • Inactive/Suspended members are excluded
    Exclusion summary: Below the calculation, you'll see "3 Excused + 2 Absent + 1 Inactive = 6 members excluded from charges" with their names listed for reference.
  4. Charge Amount

    Based on per-person amount set for the specific meeting

    Amount display: Each charge record shows the meeting date, venue name, and per-person amount (e.g., "₹50 per person for Meeting at Grand Hotel on Jan 15, 2024").
Charge Logic

Charged:

  • Present members
  • Late arrivals

Not Charged:

  • Excused members
  • Absent members
  • Not updated status
Manual Charge Generation

You can also manually generate charges for specific meetings using the "Generate Charges" button in the venue charges section.

Payment Processing

Manual Payment Entry
  1. Access Venue Charges

    Navigate to Chapter → Venue Charges

  2. Find Pending Charge

    Locate the unpaid charge record

  3. Click "Mark Paid"

    Open payment entry form

  4. Enter Payment Details
    • Payment date
    • Payment method
    • Transaction reference
    • Amount received
  5. Generate Receipt

    System automatically creates receipt

Payment Methods
Method Reference Required Notes
Cash Optional Receipt number
Bank Transfer Required Transaction ID
UPI Required UPI transaction ID
Cheque Required Cheque number
Card Optional Last 4 digits
Payment Status Changes

When marking a charge as "Mark Pending", all previous transaction details are cleared. This allows for fresh payment entry if needed.

Bulk Operations

Bulk Status Updates
  • Mark Multiple as Paid:

    Select multiple charges and mark as paid in one action

  • Mark Multiple as Pending:

    Reset payment status for multiple charges

  • Bulk Delete:

    Remove incorrect or duplicate charges

  • Export Selected:

    Download specific charge records

Bulk Import Features
  • Payment Import:

    Upload payment data via Excel template

  • Meeting Date Validation:

    Import includes meeting date for linking payments

  • Unpaid Meeting Filter:

    Only allows import for meetings with unpaid charges

  • Auto-Receipt Generation:

    Receipts created automatically for imported payments

Bulk Import Benefits
  • Process multiple payments quickly
  • Reduce manual data entry errors
  • Maintain payment audit trail
  • Automatic receipt generation for all payments

Receipt Management

Automatic Receipt Generation
  • Payment Confirmation:

    Receipt generated immediately upon payment marking

  • Unique Receipt Numbers:

    Sequential numbering with chapter prefix

  • PDF Format:

    Professional, printable receipt format

  • Email Delivery:

    Automatic email to member with receipt attachment

Receipt Features
  • Chapter Branding:

    Includes chapter logo and information

  • Payment Details:

    Date, method, amount, transaction reference

  • Meeting Information:

    Meeting date, venue, and charge details

  • Digital Signature:

    Authorized by chapter admin details

Receipt Status Tracking
Generated

Receipt created and available

Emailed

Receipt sent to member email

Downloaded

Receipt downloaded by member

Advanced Features

Charge Adjustments
  • Partial Payments:

    Handle payments less than full amount

  • Overpayments:

    Track excess payments for future adjustment

  • Charge Modifications:

    Edit charge amounts before payment

  • Waiver Management:

    Mark charges as waived with reason

Reporting & Analytics
  • Collection Reports:

    Track payment collection efficiency

  • Outstanding Summaries:

    View pending payments by member

  • Revenue Analytics:

    Monthly and yearly revenue tracking

  • Export Options:

    Download data for external analysis