Clubtreasurer Updates 2024
Please visit this page regularly to get the latest Clubtreasurer updates, new features and fixes. You can also subscribe to this page and get notified when it's updated - click the "Subscribe..." button top of page (You must be signed into the Community forum)
NEW FEATURE 17-NOV-2024 INTRODUCING CLUBTREASURER ASSIST – PERSONALISED SUPPORT AT YOUR FINGERTIPS!
We’re thrilled to announce the launch of our new Clubtreasurer Assist service!
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Train your team on specific features,
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Deepen your understanding of Clubtreasurer,
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Review your current setup and configuration, or
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Explore ways to maximise the value of Clubtreasurer for your financial or membership management...
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Session length: 1 hour.
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Flexible options: Purchase sessions individually or as part of a cost-effective 5-hour bundle.
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Extended support: Schedule up to 2 consecutive sessions (max 2 hours) if you need extra time.
UPDATE
14-NOV-2024 FIXED ASSETS - NEW OPTION TO ASSOCIATE AN ASSET TO A MEMBER
If you're using Fixed Assets and Membership Management, you can now link an asset record to a member. Each member can be associated with multiple assets, making it easier to assign and track assets within your club.
HOTFIX
14-NOV-2024 UNALLOCATED PAYMENT ASSIGNMENTS - PAID BILLING LINES REMAINED ON SELECTOR LIST
We've fixed an issue when allocating UNALLOCATED PAYMENT lines to Billing Lines. Although the allocation was correctly made to the selected Billing Line(s), the page was not removing them from the selector list.
IMPORTANT UPDATE
13-NOV-2024 NEW TRANSACTION IMPORT PROCESS
We're excited to announce a major update to the Transaction Import process! The import process has been simplified and removes the need to manually map source file columns — the system will now automatically map these for you.
The new Standard Transaction Import will suit most customers' needs. However, some users will still require the previous process which has been rebranded as the Advanced Transaction Import. You can access this now from the bottom of the new Import Transaction page.
HOTFIX
12-NOV-2024 MEMBERSHIP ASSIGNMENT - CORRECTED QUARTERLY & TERM PRO-RATA CALCULATIONS + ADJUSTMENT TO ANNUAL
Fixed the pro-rata calculation for Quarterly and Term (3 periods) assignments. The assignment was ignoring the membership year-end when calculating the prorate billing rate for these billing cycles.
We've also adjusted the Annual pro-rata calculation so that it is now based on exact days remaining in year. Previously, the calculation rounded to the nearest month.
In all cases you can edit the calculated amounts in the Payment Plan if you need to adjust these.
HOTFIX
28-OCT-2024 ACCOUNT & CASHBOOK REPORT - CORRECTED RUNNING BALANCE DISPLAY ORDER
The Balance column in the Account and Cashbook Report is now displaying in the correct order.
Please note that the old Sort Order buttons have been replaced by Report views
UPDATE
16-OCT-2024 BUDGET REPORT => OPTION TO NOW INCLUDE BUDGET COMMENTS
You can now choose to show or hide your budget comments in the Budget Report and downloads. Select the new Show/Hide Budget Comments filter to set your preference.
HOTFIX
9-OCT-2024 FIXED TRANSFER LINK IN RECEIPTS/PAYMENTS PAGE
Fixed an issue in the Receipt/Payment Transaction page where the link to an associated Account Transfer record did not display the correct Transfer To details when the Account Transfer page opened.
NEW FEATURE
6-OCT-2024 BUDGETS - NEW "SOURCE MULTIPLIER" ADDED
When creating your initial budget based on prior-year actual amounts or existing budget values, you can now enter a Source Multiplier value which will uplift (or decrease) the source values.
For example, if you want to create your budget based on last year's actual values and uplifted by 10%, you would select prior-year actuals as your budget source and enter "1.1" in the Source Multiplier field. Your initial budget values will then be calculated as:
Initial Budget values = Source values * 1.1
NEW FEATURE
1-OCT-2024 MEMBER INVOICE/STATEMENT EMAILS - NEW BLIND-COPY (BCC) OPTION
You can now select whether to send blind-copy emails to your own email account when emailing 'Live' invoices and statements to your members. Previously, all live emails were copied to you by default which could lead to your own inbox filling up rapidly when generating a large batch of emails. Now, you can check/uncheck the option filter to enable or suppress the BCC send to your account.
NEW FEATURE
1-OCT-2024 ACCOUNT BALANCES > SHOW ACTIVE OR CLOSED ACCOUNTS
In the Accounts > Account Balances page you can now choose to show your Accounts by status: active or closed (or both). Previously, you could only see closed Accounts in the Setup>Accounts page.
UPDATE
30-SEP-2024 MEMBERSHIP ASSIGNMENTS > CHANGE TO MINIMUM BILLING TERM
We've made a minor, yet important, update to the Membership Assignment process. Now, when you create new membership assignments, you can cancel or delete "Initial Term" billing lines (ie. those created during the original assignment) if they fall outside the membership's Minimum Term period. Previously, this wasn't possible.
This change offers you greater flexibility in managing assignments. For example, if you charge members for attending weekly matches throughout the year, you can now set up a 52-week (mass) assignment for each member. If the "Weekly Match" Membership has a 1-week Minimum Term, you can now easily cancel or delete billing lines for weeks when members don’t attend, ensuring they aren’t charged for those sessions. (Previously, you could only place these initial term lines on-hold)
1. Define Membership:
2. Assign Membership:
3. Payment Plan showing option to cancel/delete billing lines outside of the minimum term.
NEW FEATURE
20-SEP-2024 MEMBERSHIP ASSIGNMENTS => NEW "COPY ASSIGNMENT" OPTION
Continuing our updates on the the Membership Assignments page, we've added a "Copy Assignment" button to let you quickly clone the current assignment. All assignment details will be copied, including Start-Date; however, you can edit this by clicking the Edit Assignment button.
Please note that the current Payment Plan (billing lines) are not copied and the cloned assignment will revert to the default Initial Term for the Membership. You can quickly update this by editing the assignment and changing the Initial Term.
NEW FEATURE
17-SEP-2024 NEW "RENEWABLE?" OPTION WHEN ASSIGNING MEMBERSHIPS
In some situations you may want to create a recurring membership assignment for a limited time only, eg. assign a monthly membership for 3 months only.
You can now use the new Renewable? field when assigning memberships (single or mass assignments) to achieve this. Selecting "No" will prevent the membership assignment from renewing after the Minimum Term and it will be ignored by the Billing Renewal process. (Please note that you can still create a Manual Renewal in the Payment Plan if you need to manually extend the initial term),
NEW FEATURE
11-SEP-2024 ATTACH BANK RECONCILIATION DOCUMENTS
We're announcing a new feature to allow you to attach bank statements and other documents to your Bank Reconciliations. This will allow you to link your actuals statements and supporting documentation against your reconciliations which which will great news for your accountants and auditors.
The attachment process works in the same way as the Receipts & Payments facility, ie. you save the share links to your document files which are stored on any cloud-based file storage system that you have access to.
UPDATE
28-AUG-2024 IMPORT TRANSACTIONS - UPLOAD "EVENTS"
You can now upload Events during the Import Transactions process - just map the appropriate source data column to the new "Event" option in the import Mapping page.
Imported Event names must exactly match the existing Events already setup in Clubtreasurer, otherwise the import will fail for that line.
You can leave the source Event field blank for row(s) that you do not want to define an Event. In this case, the system will use the Default Event during the Import Transactions process.
Reminder: You can also import Receipt & Payment Cost Codes in your source data if required. Importantly. the imported Cost Codes must always start with their 4-digit codes (e.g. “4002 Membership Income“).
See Help page for more details: https://clubtreasurer.com/blog/transaction-import/
HOTFIX
26-AUG-2024 BUDGET SOURCE VALUES
Fixed issue when entering a new Budget Version where Source Values do not display when changing report view or downloading (csv) files.
NEW FEATURE
11-AUG-2024 MEMBERSHIP INVOICES AND STATEMENTS - NEW INVOICE OPTIONS
The new Invoice Options allow you to set invoice parameters that can change your billing line Due Dates:
- Invoice Date: You can now enter the Invoice Date that will appear on your documents. The Invoice Date can also affect billing line Due Dates - see below
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Set Due Dates based on:
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Bill From Dates will use the Billing Line “Bill From” date plus the membership assignment Payment Term. This is the default setting when creating a new membership assignment.
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Invoice Date will set Due Dates based on the entered Invoice Date plus the membership assignment Payment Term.
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Overwrite Existing Due Dates:
If unchecked the invoice generation process will only update billing line Due Dates if they have not previously been changed. You will normally leave this unchecked to allow the system to generate both new and reminder invoices.When the box is checked it will always overwrite existing Due Dates as well as reset invoice email counts (removing the ‘reminder’ labels). Use this option when you want to re-run your invoice generation from scratch.
Please see Tutorial 6.1: Member Invoices, Statements and Billing Reports
UPDATE
11-AUG-2024 MEMBERSHIP INVOICES AND STATEMENTS - CUSTOM HEADER AND BODY SECTION UPDATES
We've removed the static "Hi Member" greeting and "Regards..." signature text from invoice and statement layouts so that they can now be included in your customer Header and Body text regions. This allows you to now use your preferred form of greeting and signature.
In addition, we're also introducing Dynamic Fields that let you choose if you want to use members' Full Names or just First Names in the Header section.
Please see Tutorial 6.1: Member Invoices, Statements and Billing Reports
UPDATE
29-JUL-2024 Transaction Import - Member Matching Enhancements
We've enhanced the Receipt/Payment transactions import member matching process to now search for Billing Line ID / Invoice No. in the source details column. The Billing Line ID/Invoice No. is the most accurate matching method and will return both the member and membership billing line when creating Draft Import Rows. Please encourage your members to add the Invoice No. to their payment references so this can be used during the import process.
We also improved the Transaction Import Reference to make the matching more accurate and faster.
Now, the Transaction Import process tries to match Members to the imported lines using the following methods in this order:
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- Billing Line ID / Invoice No: This is the most accurate method that tries to find an exact match with the imported Details/Description column text and the member’s Billing Line/Invoice No. This is the only method that matches BOTH the member AND the Billing Line and is therefore the recommended approach.
- Transactions Import Reference: This process initially tries to find an exact match with the imported Details/Description column text and the Member’s Transaction Import Ref.
- Member Name: If steps 1. or 2. do not find a match then the import process tries to match to the Member’s Name based on the Details/Description column text. This uses a 'fuzzy' search to perform the lookup and is highly dependant on the quality of data in the Details column.
See https://clubtreasurer.com/blog/transaction-import/ for more details.
IMPORTANT UPDATE
26-Jul-2024 User Role and Permission Change - Bank Reconciliations
Please note that "Financial Users" can now perform bank Reconciliations. Previously this was only allowed for Financial Managers and Primary Contacts.
UPDATE
24-Jul-2024 Account Transfers to Cash accounts can now be selected when creating a new Account Transfer.
You can now select Account Transfer receipt lines ("Transfer To") when creating a new Account Transfer. Previously, this was limited to Net Cash Receipts only. Note that you can only select receipts or transfers from Cash-type accounts. Cash receipts which contain mixed Receipt and Payment transactions must be an overall net Receipt. Accounts must also be non-reconcilable.
See Account Transfer Help page for more details.
UPDATE
22-Jul-2024 New Today buttons added to Receipt & Payments List page:
In the Receipts & Payments List page you can use the enhanced Date buttons to now quickly filter your transactions by:
- Today > Current Month > Current Financial Year > All Dates
You can also use the buttons to navigate back/forward by a day, a month, or a year.
If you need to select a custom date range just select or enter your dates in the Date From and Date To boxes.
UPDATE
15-Jul-2024 Receipts and Payments Chart (Home Page): We've added the option to select Parent Code or Cost Code view in the Home page Receipts and Payments popup window.
UPDATE
5-Jul-2024 Member Invoices & Statements - Member Balance Change: Invoices and Statements now represent account balances from the members's perspective. A negative balance indicates a due amount; a positive balance indicates member is in credit.
The Member Statement layout has also been changed to show Charges, Credits and Rolling Balance columns.
UPDATE
4-Jul-2024 Member Billing - Balance B/Fwd Filter change: Selecting "Include B'fwd Due Balances?" in Member Billing pages will now include positive (credit) balances/transactions as well as negative balances and transactions.
UPDATE
4-Jul-2024 Sub-Events - Set as Closed: You can now set a Sub-Event as "Closed". Previously you could only delete Sub-Events - and only if they have no transactions recorded against them. Closed Sub-Events will appear in reports but cannot be selected for new transactions.
HOTFIX
19-Jun-2024 Bank Reconciliation: Fixed issue with the "Select All Unrecon'd" link which ticks all currently displayed unreconciled transactions that can then be reconciled in a single step by clicking Apply Changes. The fixes corrects the final step that failed to reconcile the transactions.
UPDATE
29-Jun-2024 Member Payment Plan - "Mark as Paid" Date Behaviour Change: When you set a billing line as "Marked as Paid" (or "Marked as Credited') the transaction will now be dated at today's date (previously this was the billing line start date
NEW FEATURE
13-Jun-2024 New Report: Cost Code Analysis by Financial Year Report & Chart: This report is similar to the 12-Month Cost Code report* and allows you to quickly report and compare total income and expenditure by Cost Code for up to 12 financial years. You can find this in the Reports > Cost Code Reports menu (*renamed to "Cost Code Analysis by Month Report & Chart")
HOTFIX
19-Jun-2024 Bank Reconciliation: Fixed issue with the "Select All Unrecon'd" link which ticks all currently displayed unreconciled transactions that can then be reconciled in a single step by clicking Apply Changes. The fixes corrects the final step that failed to reconcile the transactions.
UPDATE ⭐️
18-Jun-2024 Member Billing Schedule & Reports - Major Performance Improvement: We've just rolled out a major performance enhancement to the member billing schedules and reports. This will be very obvious to customers with large numbers of members and/or billing lines.
NEW FEATURE
13-Jun-2024 New Report: Cost Code Analysis by Financial Year Report & Chart: This report is similar to the 12-Month Cost Code report* and allows you to quickly report and compare total income and expenditure by Cost Code for up to 12 financial years. You can find this in the Reports > Cost Code Reports menu (*renamed to "Cost Code Analysis by Month Report & Chart")
UPDATE
12-Jun-2024 Member Delete Change - Member Section is retained: When you delete a member which has historic billing lines and associated Receipts/Payments, the actual record is retained for accounting purposes whilst all the member's personal data is removed. Some reports will show these records as "Deleted Member - Ref ID XXXXX".
This update now retains the Member Section details which will allow for better historic analysis of member income and expenditure by Section.
HOTFIX
10-Jun-2024 Setup > Users Help: Fixed the Setup > Users Help page button link.
HOTFIX
7-Jun-2024 Bank Reconciliation: The new "Target Statement Balance" border color now refreshes correctly.
NEW FEATURE
6-Jun-2024 Member Unallocated Payments: We've made some major enhancements to handling of Unallocated Membership Payments.
From the Member page navigate to the new Unallocated Payments tab (visible if any exist) and you can now quickly allocate an unallocated payment to an unpaid billing line (any membership assignment) by simply selecting it the required billing line. The system will automatically part allocate if the billing line is less than the unallocated amount. You can also convert an unallocated payment into a "Non-Membership Transaction" if you want to remove the payment from the member's balance.
The same ability also exists the Membership Assignment page.
UPDATE
4-Jun-2024 New "Setup > Subscription" Menu: Promoted Subscription menu to the Setup menu (this was previously a separate tab in the Setup > Organisation & Subscriptions menu).
UPDATE
30-May-2024 Budgets - Add Rollup Totals: Budget entry screens and reports now show a 'rollup' total line for the Budget Type:
- Parent Code budgets rollup to "Type" (Receipts/Payments)
- Cost Code budgets rollup to "Parent Code" (eg, "Sales"; "Membership Costs")
- Event budgets rollup to "Event Types (Admin/Managed)
- Fund budgets rollup to "Fund Type (Unrestricted/Restricted, etc..)
UPDATE
6-May-2024 Membership Assignment - Cancelling One-Time Memberships: You can now cancel an unpaid One-Time membership in a single process without the need to to also delete the Billing Line first. This makes the process quicker if your organisation uses a lot of one-time memberships and you want to retain a copy of cancelled assignment(s) in the member's record. This is In contrast to deleting an unpaid membership assignments which will permanently remove the record.
NEW FEATURE
6-May-2024 New Member "Inactive Date": We added an Inactive Date to member records which is populated when you set a member's status as "inactive". This is to help you manage your own data protection/GDPR responsibilities, where applicable
HOTFIX
8-Apr-2024 Billing Renewals - Annual Renewal Dates now match Membership Year: We've corrected an issue with the Billing Renewals process where you are using an Annual Billing Cycle. Now, Annual Membership Renewal Dates correctly follow your current Membership Year (previously, they only renewed 1-Jan to 31st Dec)
UPDATE
1-Apr-2024 Transaction Imports - Added new "Details" and "Amount" Mapping Column preference settings:
HOTFIX
30-Mar-2024 Fixed Opening/Closing Balances in Event Analysis Detail Report: Fixed an issue where the Opening/Closing Balances did not include Transfer amounts.
NEW FEATURE
26-Mar-2024 Receipts/Payments - Side Panel Enhancement: If you click an Account in the Receipts/Payments side panel it will now open a drawer displaying recent Account Transactions:
UPDATE
22-Mar-2024 Fixed Assets - Revaulations and Impairments: We've made a major enhancement to the Fixed Asset Revaluation processing to align with IFRS accounting rules. The new process now shows Revaluations as an "Impairment Gain" credit in your Profit & Loss / Income Statements where there is an existing Impairment Loss balance.
| Depreciation Rules & Revaluation Gains: A Revaluation (Gain) Amount will initially reduce the Impairment Loss balance, if any exists. Any remaining Revaluation balance will then be added to the Revaluation Reserve balance. - If the Asset does not have a Depreciation Rule ("NONE") the entire Revaluation Amount will appear in your Balance Sheet. - If your Asset has a Depreciation Rule (STL or REVALUATION) any reduction in Impairment Loss Balance will be credited to your Profit and Loss / Income Statement as an “Impairment Gain” instead of your Balance Sheet. Depreciation Rules & Impairment Losses: |
NEW FEATURE
15-Mar-2024 Bank Reconciliation - Target Statement Balance: A new feature has been introduced on the Bank Reconciliation page. This feature enables you to enter a statement closing balance. As you proceed with your reconciliation, it offers a visual signal, in the form of a red or green border, to inform you whether you’ve achieved the target.
UPDATE
13-Mar-2024 Membership Invoices - Added Part-Paid filter options: Added a "Part Paid" filter option to allow you to filter only part-paid billing lines.
NEW FEATURE
13-Mar-2024 Membership Invoices - New Invoice Email Count and Reminder: We've added an 'email count' to track how many times each Billing Line has been emailed to the member. If the Billing Line is "Overdue" the email will now show a "....Reminder #n" count where n is the number of times it has been emailed if more than once.
UPDATE
4-Mar-2024 Transaction Import - Default Cost Codes are now saved: The system will now save your default Cost Code preferences when you create your Draft Import Lines during the Transaction Import process.
NEW FEATURE
3-Mar-2024 Membership - Add Custom Member Titles (Salutations): We've added a new Custom Member Titles region in the Membership Setup menu (Setup > Membership > Membership Setup) which allows you to add your own custom titles. Once added to the table and saved you will be able to select these when editing / adding new Member records
UPDATE
21-Feb-2024 Receipts & Payments - Reversing "Unassigned Membership Receipts": When reversing Receipts & Payment batches that contain receipt lines with Unassigned Membership Receipts, the reversing process will now change these lines to "Non-Membership Transactions" and therefore remove the balance completely from the member's record. Previously, the system would show the original unassigned member payment transaction AND its corresponding reversal line in the member's record.
UPDATE
2-Feb-2024 Members - Name Sort Order: Member sorting by name is now improved to allow for lower-case surnames (eg. "de-Puis")
UPDATE
26-Jan-2024 Mass Transaction Change - now includes Fund: You can now apply the mass transaction change process to Funds.
NEW FEATURE
19-Jan-2024 Home Page - Event Charts: Added a new report to the Home page ‘carousel’ view to show Events balances for all dates up to your current Period-End (end of current month). This is the default report but you can swipe between Current FY and Current Month by using the arrows left/right of the chart.
UPDATE
26-Jan-2024 Membership Invoices & Statements Emails - Alternative User Email: You can now define an alternative user email that is used when emailing Membership Invoices and Statements to your Members. The emailing process will send a copy of all member emails to this alternative address, if present - which could be a shared inbox for your organisation. If this is not present, the system will use the User's primary email.
Users can add the alternative email in the Organisations table in Setup > My Details > Organisations
UPDATE
2-Jan-2024 SOAL / Balance Sheet Report - Investment Assets: Long-term Investment Assets now appear under the Savings & Investments section on SOAL / Balance Sheet Report (These were previously under the Fixed Assets section)
END OF 2024 UPDATES
UPDATE
14-NOV-2024 FIXED ASSETS - NEW OPTION TO ASSOCIATE AN ASSET TO A MEMBER
The Clubtreasurer Updates 2024 page has been updated. Click this link to view the page.
NEW FEATURE 17-NOV-2024 INTRODUCING CLUBTREASURER ASSIST – PERSONALISED SUPPORT AT YOUR FINGERTIPS!
The Clubtreasurer Updates 2024 page has been updated. Click this link to view the page.