[Closed] How can I record Supplier Invoices and Payments using Membership Management?

If you need to log purchase orders and/or supplier invoices in Clubtreasurer, it is possible to utilise the Membership Management system using the following workaround. An important caveat is that the Membership system is designed to predominantly bill/charge your members and record payments made to your club or organisation, rather than the other way around; however, this FAQ outlines as workable solution:  

1. Create a new Member Section called “Suppliers”
2. Create new Member records for your suppliers
   • Note these will count towards your member count and so you may want to create a single ‘generic’ supplier record.   
3. Create a new generic Membership record: 
   • Name: “Purchase Items”
   • Billing Cycle: “One Time”
   • Fee: Check "Custom Fee" box
4. When you raise an order or receive an invoice, create a “Membership Assignment” against the [generic] supplier “Member”
   • Assignment Name: Use this to record relevant details such as supplier name; PO/Inv No.; description of purchase. etc. , (e.g. "ACME Ltd - PO#123456 - New Microwave for club kitchen")
   • Start Date: purchase date
   • Custom Fee: purchase cost  ➡  IMPORTANT: this MUST be entered as a negative amount to record a charge to the club.
   • Impact: This will create a charge to the club which you can review and report in the generic supplier "Member" record or Billing Schedules  (Note this does NOT create a liability in your Accounts - you will have to do this manually if required.)
5. When you make the Supplier payment, create/import a new Payment transaction
   • Date: Payment Date 
   • Cost Code: Payment Cost Code
   • Member: select supplier “Member”
   • M'Ship Billing Line: select the assignment billing line created in 4. above
   • Payment Amount : this will be populated - change if necessary
   • Impact: This records a Payment in your accounts (P&L) and also clears the charge created in the membership assignment above.