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How do I clear or write off a member's debt?

Writing off or clearing a member's debt/arrears/outstanding balance

You can clear or write off a member's debt, arrears or outstanding balance in ClubRight by applying a complimentary/write-off discount through Take payment. You can do this from Payments > Debtors, or from Members > Unpaid.

Important: For members paying by Direct Debit, check the status of the current or next payment before clearing an outstanding balance. If the payment is showing as Requested, the request has already been sent to the member's bank and may still be collected. Wait until the payment status has been updated with the outcome before clearing or writing off any remaining balance.

Option 1

  1. Go to Payments > Debtors.

  2. Find the member whose debt or arrears you want to clear and select Take payment.

  3. In the Till, check that the correct outstanding balance is displayed and select Take payment.

  4. Under the payment options, select Discount (comp / write off).

  5. Choose Fixed amount (£) to write off a specific amount, or Percent (%) to write off a percentage of the balance. To clear the full outstanding balance using a percentage, enter 100%.

  6. Select Apply discount and complete the transaction.

If Take payment isn't showing

On Payments > Debtors, some members don't show Take payment:

  • Members on Direct Debit show Add to DD instead. Add to DD collects the debt through their Direct Debit. It doesn't clear it.

  • Members with a retry already queued show neither option.

For these members, open their profile and use Sell. This opens the same till with the same outstanding balance, so you can follow steps 3–6 above to apply the write-off.

If you're writing off the debt for a member with a retry queued, cancel the retry first so it isn't collected afterwards. See "Can I stop a reattempt and take payment another way?" in Why has a member's Direct Debit failed?

What the balance includes

The outstanding balance in the till doesn't include frozen, standing order or ended memberships. If the member owes money on any of these, add it by hand before applying the write-off.

Option 2

  1. Go to Members > Unpaid.

  2. Find and select the member who owes money.

  3. In the member panel, select Take payment.

  4. Follow steps 3–6 in Option 1 to apply the write-off.

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