Venue Charges & Billing Guide
Complete guide for managing venue charges and billing processes
Automatic Charge Generation
How Charges Are Generated
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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. -
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." -
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. -
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
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Access Venue Charges
Navigate to Chapter → Venue Charges
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Find Pending Charge
Locate the unpaid charge record
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Click "Mark Paid"
Open payment entry form
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Enter Payment Details
- Payment date
- Payment method
- Transaction reference
- Amount received
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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
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Mark Multiple as Paid:
Select multiple charges and mark as paid in one action
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Mark Multiple as Pending:
Reset payment status for multiple charges
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Bulk Delete:
Remove incorrect or duplicate charges
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Export Selected:
Download specific charge records
Bulk Import Features
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Payment Import:
Upload payment data via Excel template
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Meeting Date Validation:
Import includes meeting date for linking payments
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Unpaid Meeting Filter:
Only allows import for meetings with unpaid charges
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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
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Payment Confirmation:
Receipt generated immediately upon payment marking
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Unique Receipt Numbers:
Sequential numbering with chapter prefix
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PDF Format:
Professional, printable receipt format
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Email Delivery:
Automatic email to member with receipt attachment
Receipt Features
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Chapter Branding:
Includes chapter logo and information
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Payment Details:
Date, method, amount, transaction reference
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Meeting Information:
Meeting date, venue, and charge details
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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
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Partial Payments:
Handle payments less than full amount
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Overpayments:
Track excess payments for future adjustment
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Charge Modifications:
Edit charge amounts before payment
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Waiver Management:
Mark charges as waived with reason
Reporting & Analytics
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Collection Reports:
Track payment collection efficiency
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Outstanding Summaries:
View pending payments by member
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Revenue Analytics:
Monthly and yearly revenue tracking
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Export Options:
Download data for external analysis