Taking and tracking payments

Skip to main content
How Can We Help?
< All Topics
Print
Posted
Updated
By

Everything on the Dues page is built around league night: find who owes, take the money, hand over a receipt.

Recording a payment

Every row in Past due and in Everyone has a Take payment button. It opens that bowler’s whole ledger, so when they ask “which weeks?” the answer is on screen.

Enter the amount, choose cash, check, card at the desk, online or other, and record it. Amounts are read the way people type them: 20, $20, 20.00 and 1,250.50 all work. Anything PinPortal cannot read is refused rather than quietly saved as zero.

Collecting a whole night at once

Taking payments one bowler at a time is fine for a straggler, but not for league night with a queue at the desk. Collect dues lists the whole roster on one screen with this week’s amount filled in and everyone ticked; untick whoever did not pay and record the lot in one go. See Collecting a whole league night at once.

How a payment is applied

Money clears whatever is already overdue first, oldest week first. Anything left over is banked against the last weeks of the season, working backwards.

That second part is deliberate. A bowler who pays ahead has effectively paid for the end of the season, so if they stop coming in week 10 the league is not left short for the final nights. You can switch to strict banking under Season settings if you prefer.

If somebody hands over more than they owe, the extra is held as credit and shown as such. It is never silently absorbed.

Receipts

Every payment gets a numbered receipt that lists exactly which weeks it covered, not just a total. Open it from the payments list in the payment box and print it or save it as a PDF.

Correcting a mistake

Payments are never edited or deleted, because a ledger you can quietly change is a ledger nobody trusts. Instead, void the payment: it stays on the books marked void, and the weeks it paid for go back to showing as owed. Voiding is restricted to site administrators.

Waivers and credits

A charge can be negative, which is how a waiver or a goodwill credit is recorded. It reduces what the bowler owes and stays visible in their ledger rather than making a week vanish.

Who can do what

  • League secretaries can view balances, run the past-due report and take payments. That is the job.
  • Administrators additionally set prices, set a season up, and void payments, because those change what people owe.
Table of Contents