25-APR-2025

 NEW FEATURE 

🚀 Introducing Member Groups - Beta Release

Organise Your Members with Member Groups

Now you can easily organise members who belong together, like families or teams. The best part? Members within a group can share a single membership, making it simpler than ever to manage subscriptions and payments for shared memberships in Clubtreasurer. Examples include:  

• Family Memberships
• Joint Owner Memberships  (eg. boats, horses, etc.)
• Team Memberships
• + many more....

Why Use Member Groups?

• Easy Organisation: You can group members for easier management and reporting.
• Simplified Billing: Implement group-based membership assignment & billing. For example, a "Family Membership" is assigned to a single member but is associated with all members in the family group.
• Flexible Payments: All members associated with a Group Membership can make payments.

13-APR-2025

 UPDATE 

Date Filter now available in Fund Balances page

Need to quickly check your Fund positions at a specific point in time? Now you can right in the Fund Balances page! Just select a Period Ending date to instantly see your Fund Balances at that point —quick, clear, and right when you need them.

11-APR-2025

 UPDATE 

Create Linked Account Transfers from any Account

You can now create Linked Account Transfers using Net Receipt transactions from any account — not just Cash or non-reconcilable accounts as before.

This is especially useful if your organisation uses a third-party payment system, such as an EPOS. You might import or record card payment transaction lines into Clubtreasurer, then later transfer the funds when the cash is paid into your bank account. With this update, you can now select net receipt lines from your EPOS account to automatically create the corresponding Account Transfer(s).

Bonus: Once linked to a transfer, the source transactions can no longer be edited or deleted, giving you added security and control over your records.

11-APR-2025

 HOT FIX 

🐞 Quarterly & Term Membership Assignments - Incorrect Prorate Fee

We've fixed a bug that was returning the wrong 1st year prorate fee when creating new Quarterly or Term (3 periods per year) membership assignments where the start date was not within the first Quarter or Term.

=> We advise you to check your assignments if you have recently created prorated Quarterly or Term memberships to ensure the 1st year calculated fees are correct. If you need to make any changes you can manually edit the Due Amt column in the Payment Plans and save the changes. Please open a Support Ticket if you have any questions or concerns. 

14-MAR-2025

 NEW FEATURE 

🚀 Introducing Simplified Charity Reporting with New CC16 Reports

We're excited to announce the release of two new reports designed to streamline financial reporting for charities and organisations in England and Wales. These reports directly address the requirements for Charity Commission submissions and trustee annual reporting, based on the widely recognized CC16 format.

What is CC16?

CC16 provides a simplified method for smaller charities to record cash inflows and outflows, crucial for fulfilling annual reporting obligations.

New Reports Available:

Navigate to Reports > Charity Reports and Financial Statements by Funds to access:

Both reports are designed to mirror the Charity Commission's official templates, offering "out-of-the-box" compliance. For detailed guidance on CC16 requirements, please refer to: https://www.gov.uk/guidance/prepare-a-charity-annual-return

Getting Started: Utilising Charity Report Group

To leverage these reports effectively, your organisation needs to use the "Charity" Report Group Set. This allows you to categorise your Cost Codes for accurate mapping within the CC16 reports. If required, you can also create a customised reporting structure to more closely meet your reporting needs. 

See this Help page for more details: https://clubtreasurer.com/blog/reporting-groups/

Here's how:

1. Switch to the Charity Report Group Set:
   • Go to Setup > Report Groups and select "Charity" from the Report Group Set dropdown.
     • Important: Switching Report Group Sets will overwrite existing assignments. Only one Group Set can be active at a time.
     • Premium Plus Subscription Required: Report Groups are a feature of our Premium Plus subscription.
   • Custom Reporting Structure: If required, you can create an custom reporting structure by editing the generic Report Group placeholder rows. You will be able to run your reports using your custom structure as well as your existing Parent/Cost Code hierarchy.    
2. Map Cost Codes to Report Groups:
   • • An important step in the setup is to map Codes Codes to the Report Groups so that the CC16 - Section A - Receipts & Payments Report knows where to place your transactions. This is a one-time activity.  (Note this is not required for the CC16 - Section B - Statement of Assets & Liabilities which has a fixed structure).
     • Go to Setup > Cost Codes.
     • Switch to Table view and select "Show Parents Only" to simplify the structure.
     • Open the Parent Codes and assign the appropriate Report Group to each one. Click Save. (Note: Assigning a Report Group to a Parent Code will apply it to all child Cost Codes. You can then adjust individual Cost Codes as needed).
       • Charity Report Groups (Receipts & Payment Report):
         • A1 Receipts: For operating income.
           • +10 generic Report Groups (can be renamed) 
         • A2 Asset & Investment Sales: For asset sales and investment income.
           • +5 generic Report Groups (can be renamed)
         • A3 Payments: For operating expenses.
           • +10 generic Report Groups (can be renamed)
         • A4 Asset & Investment Purchases: For asset and investment purchases.
           • 5 generic Report Groups (can be renamed)
         • AX Capex Expenditure (Not in P&L): For CAPEX Cost Codes (not used in CC16 reports).
     • Ensure all Cost Codes are mapped.
       

3. Run Your CC16 Reports:
   • • • Go to: Reports > Charity Reports and Financial Statements by Funds
       • Your financial data will now populate the CC16 reports based on your Cost Code mappings, ensuring accurate and compliant reporting.

Benefits:

• Simplified Compliance: Directly aligned with Charity Commission CC16 templates.
• Time-Saving: "Out-of-the-box" reports reduce manual effort.
• Improved Accuracy: Cost Code mapping and custom reporting structure eEdit Pagensures precise financial reporting.
• Enhanced Transparency: Clear and organised financial statements for trustees and regulators.

We believe these new reports will significantly simplify your charity's financial reporting process. Please explore and provide us with your feedback.

Charity CC16 - Section A - Receipts & Payments Report Layout

Charity CC16 - Section B - Statement of Assets & Liabilities

3-MAR-2025

 UPDATE 

Transaction Import: Delete Import Batch

Need to undo a Transaction Import? You can now delete an entire import batch, including all associated Receipts, Payments, and Account Transfers. This is useful for restarting or correcting an import.

How to Delete:

• You can delete a batch right after importing it.
• You can retrieve and delete older import batches.

Deletion Rules:

• The entire batch can only be deleted if all imported transactions meet standard deletion rules (not age-locked, not reversed, etc.).
• If some transactions cannot be deleted as a batch, you may still be able to delete them individually from the Import Batch page.

27-FEB-2025

 UPDATE 

Multi-Year Cost Code Analysis Chart by Month: Prior Year Values

The Multi-Year Cost Code Analysis Chart by Month report (Reports > Cost Codes) now includes prior year (previous 12 months) data alongside your selected date range. This allows for easy comparisons between financial years. Technical Note: If your selected date range is longer than 12 months, the chart will display duplicate values as the "prior year" data will overlap with the selected range.  

24-FEB-2025

 UPDATE 

Improved Payment Management: Converting Between Membership and Non-Membership Transactions

The "Manage Unallocated Memberships" page (now "Manage Unallocated Membership and Non-Membership Transactions" under Memberships > Membership Utilities) has been updated to improve payment management. This utility allows for streamlined allocation of payments and balances, and introduces a new conversion feature.

Simplified Allocation: Unallocated Membership Payments and Member Balances can now be allocated to multiple Billing Lines in a single process. This simplifies the application of payments to unpaid invoices, if they weren't assigned upon receipt.

Transaction Conversion: The system now supports conversion between Unallocated Membership Payments and Non-Membership Transactions.

• Converting to Non-Membership: This updates the Receipt & Payment transactions and removes the Unallocated Membership Payment lines from the Membership system. This is useful for correcting mis-categorised payments.
• Converting to Unallocated (from Non-Membership): This updates the Receipt & Payment transactions and adds the Unallocated Membership Payment balances to the member records. These balances can then be allocated to member billing lines using the page's allocation tools.

This update enhances the accuracy and flexibility of payment management.

21-FEB-2025

 UPDATE 

Member Billing Schedules now only show Unallocated Membership Payments & Balances when "All Memberships" selected

The Member > Billing Schedules* page been updated so that it now only shows Unallocated Membership Payments and Balances when "All Memberships" filter is selected. This minor change has been added to make the display cleaner when you are reviewing a single membership - now, only billing lines for that membership are returned. It is also more logical as Unallocated Payments and Balances are, by definition, not associated to a membership assignment. 

*Now also applied to the Member Invoices and Statements page.

12-FEB-2025

 UPDATE 

Prorate & Full Year Memberships can now be Assigned in Future Membership Years

We are happy to announce that the restriction on assigning "Prorate" and "Full Year" memberships in the current Membership Year only has been removed. 

You can now assign your Prorate - eg. annual, quarterly and term (3 per year) memberships - and Full Year memberships in any future year. The assignment process will calculate the 1st period prorate fees, and 2nd+ period fees for any future start date. 

11-FEB-2025

 UPDATE 

Membership Categories can now be Closed

You can now close a Membership Category if it has no 'Active' child Categories or Memberships within its hierarchy.

Since Memberships and Categories cannot be deleted if they are in use or have been assigned, the Status setting now allows you to control their availability and visibility. This new capability lets you close an entire Category-Membership branch in your membership structure.

Remember to use the Membership page filters to show or hide 'Active' and 'Closed' items, or both.

10-FEB-2025

 UPDATE 

Event Analysis Summary Report - Show or Hide Closed Events/Sub-Events

We've tweaked the Event Analysis Summary Report (Reports > Event Reports) to make it easier to control how you want to show Closed Events and Sub-Events in the report:

Select one of the options:

• Include All Closed Events/Sub-Events: Report always includes all closed Events/Sub-Events
• Exclude All Closed Events/Sub-Events: Report always excludes all closed Events/Sub-Events
• Exclude All Closed Events/Sub-Events with no Opening & Closing Balances in Period: Report excludes closed Events/Sub-Events only if they have no opening and closing balances in the the selected period. Use this option to exclude closed Events/Sub-Events that have never had transactions recorded in this or any prior period. 
• Exclude All Closed Events/Sub-Events with no Transactions in Period: Report excludes closed Events/Sub-Events only if they have no transactions recorded in the the selected period. 

6-FEB-2025

 HOT FIX 

🐞 Account Transfer - Error when Copying a Reconciled Transfer

We've fixed an issue that caused a page protection error when copying a reconciled Account Transfer transaction.

6-FEB-2025

 NEW FEATURE 

🚀 Member Invoices & Statements - New Duplicate Email Handling

You can now control how membership invoice/billing lines are handled in repeat invoice email runs. This is especially useful if your membership assignments are unpredictable, and you need to send multiple invoice emails while ensuring each billing line is emailed only once.

New Options Available:

• Email All Selected Invoice/Billing Lines (Default): Sends all selected invoice/billing lines, even if they were included in a previous email. Previously emailed lines will display a "Reminder #” in the email body.
• Exclude Previously Emailed Today: Prevents emailing the same invoice/billing lines more than once per day.
• Exclude Previously Emailed This Week: Ensures invoice/billing lines are only sent once per week.
• Exclude Previously Emailed This Month: Avoids resending the same invoice/billing lines within the same month.

This feature helps reduce duplicate emails whilst keeping members informed.

2-FEB-2025

 UPDATE 

We’re excited to announce the launch of the Clubtreasurer Facebook page! 🚀 Now, you have another channel to stay up to date with the latest tips, updates, and resources to help clubs, small businesses, and charities manage their finances with confidence.

💡 What to Expect:
✅ Expert advice on club and small business accounting and management using Clubtreasurer
✅ Product updates and new feature announcements
✅ Time-saving financial tips for treasurers and business owners
✅ A place to connect and share best practices

Our Facebook page complements the Clubtreasurer Community, giving you another way to stay informed and engaged. Whether you’re looking for financial guidance or want to share your own experiences, we’d love to hear from you!

👉 Like our page, and if you’ve found Clubtreasurer helpful, please drop us a review! Your feedback helps others discover the benefits of smarter financial and membership management.

Follow us now: Facebook

#Clubtreasurer #AccountingMadeEasy #SmallBusiness #CharityFinance #TreasurerTips #MembershipMgt

20-JAN-2025

 UPDATE 

New Financial Statement Filter - Show/Hide Cost Code Numbers

You can now select whether to show or hide Cost Code numbers in all Financial Statement Reports. The default view is to show Cost Codes. 

15-JAN-2025

 UPDATE 

Receipts & Payments Enhancements

We've made some improvements to the Receipts & Payments form for a smoother user experience:

• Faster Cost Code & Member Selection:
  • You can now quickly find your desired Cost Code or Member by using the new search functionality within their respective selection lists. This search experience is now aligned with the Transaction Import page.
• Improved Page Layout:
  • We've adjusted the page layout and field sizes for better readability and overall clarity.

These enhancements aim to make managing your receipts and payments more efficient and user-friendly - please let us know your feedback.

15-JAN-2025

 NEW ARTICLE 

How to Easily Track Member Dinners in Membership

Many organisations, such as Rotary Clubs and Lodges, regularly host member dinners. This new article guides you through recording these events and tracking payments within Clubtreasurer: https://clubtreasurer.com/blog/community/postid/310/

10-JAN-2025

 UPDATE 

Transaction Import - Change to Member "Accounting Rules" Behaviour

Accounting Rules can be assigned to Member Sections and/or Memberships to automatically populate Cost Code, Event, or Fund values when selecting a member and billing line in Receipt/Payment Transactions. These rules are also applied during the Transaction Import process.

Please note that the behavior of Accounting Rules in the Transaction Import process has changed:

• The system now applies Accounting Rules only when Draft Rows are saved. Now, when you select a Member and M'ship Billing Line on a Draft Row and click 'Save', the system will fetch and update the default values for Cost Code, Event, and Fund items following this schedule:

Notes:

• If you select a Member and "Non-Membership Transaction", no Accounting Rules will be applied and your current Cost Code, Event and Fund values will not be changed. 
• Any other combination of Member plus billing line will overwrite the entered Cost Code, Event and Fund values according to the Accounting Rules defined.
• Membership Accounting Rules always take precedence over Member Section Accounting Rules, where defined.   
• If required, you can update the defaulted Cost Code, Event or Fund in the new Receipt/Payment Transaction created after you complete the Transaction Import.

For more information on Accounting Rules, refer to Membership Tutorial 2.1 (Slide 63): Membership Tutorial.

10-JAN-2025

 UPDATE 

"New..." Buttons Added to Edit Forms

To improve the user experience when creating new Accounts, Funds, Events and Assets we've added a "New...." button to the Edit forms. This will allow you to quickly create another new item without having to close the form and navigate back to the item's main page.

02-JAN-2025

 UPDATE 
Membership Pro-rata Updates

Annual Billing - Prorate 1st Period (Monthly Basis)
We've added a new annual prorate option which is based on whole remaining months in the current membership year. If this option is applied to a membership assignment the system will calculate a prorate fee based on whole remaining months until the end of your current membership year.

This method assumes that memberships are always billed from 1st day of the month they start in; effectively spliting your membership year into 12 equal parts making it simpler to estimate membership fees.  (Note if the Start-Date is entered as 28th or later, the calculation bills from the following month).

Example:
- Assignment Start Date = 15th July 2025
- Membership Year-End = 31st December 2025
- Annual Fee = £100

=> 1st Year Prorate Fee = £100 x 6/12 months = £50  

Annual Billing - Prorate 1st Period (Daily Basis)
This is the existing Annual Prorate option which has been renamed to reflect that this is based on days remaining in membership year. The calculation now also respects leap years.

Example:
- Assignment Start Date = 22th September 2024
- Membership Year-End = 31st December 2024
- Annual Fee = £90

=> 1st Year Prorate Fee = £90 x 101/366* days = £24.84 (*2024 was a leap year)

Monthly Billing - Prorate 1st Period
Calculation now uses actual days in month, instead of standard 30 day calendar. 

Example:

- Assignment Start Date = 18th February 2024

- Monthly Fee = £40

 

=> 1st Month Prorate Fee = £40 x 14/29* days = £14.90 (*2024 was a leap year)