[Solved] How to Easily Track Member Dinners with Clubtreasurer

Overview of process:

• Create a membership(s) to represent the dinner events
• Assign the "Dinner" membership to all attending members 
• Record payments received from your members and allocate these to the Dinner membership assignments.

 

1. Create "Dinner" Memberships

• Set up a generic "One-Time" membership(s): This membership does not renew automatically.
• Define the membership fee: You can use the Fee Schedule tab to adjust fees as needed.

2. Assign Memberships to Attendees

• Assign individually: Add each member to the relevant dinner membership as they sign up.
• Use "Mass Membership Assignment": Quickly assign multiple members to a single dinner event.
• Rename the membership assignments for easy identification: For example, "Member Dinner - January 2025 - The Grande Hotel"

Here are the members we've assigned the January dinner to:

 

• If members pay after the dinner:
  • Create/Import a Receipt for each member.
  • Link the Receipt directly to the corresponding dinner membership assignment.

Recording Bob's payment for January dinner:

 

The Billing Schedule now reports that Bob Frog has paid for his January dinner: 

 

• If members pre-pay:
  • Create a Receipt for the member as an "Unallocated Membership Transaction"
  • This holds the payment on the member's account.
  • Later, allocate the payment to the specific dinner membership assignment.
     

Here, James Cricket makes a pre-payment for the next 3 month's dinners:

 

The Billing Schedule shows the Unallocated balance against James' account. (Note that this view also shows the January Dinner assignment we generated above, and is, of course, unpaid)  

 

We can now allocate January's dinner payment from James's Unallocated balance.  The easiest way is to open the January dinner assignment - click the Membership link in the Billing Schedule line (above) and open the "Unallocated Payments" tab in the membership page:

 

Double-click the orange box, select the January dinner assignment....

 

When you click Save the process will allocate the full payment amount for the January dinner from the Unallocated balance.  Click the Back button to return to the Billing Schedule...

...and now we can see the January dinner has now been paid and the Unallocated Payment balance has reduced accordingly:

 

Tip: If you have to allocate a lot of member payments you can use the Manage Unallocated Payments page in Membership Utilities to mass allocate payments to multiple selected members and/or memberships: