The Ledger
Charges, payments, credits and corrections
The four buttons for adjusting a member's account by hand, and which one to reach for.
Last updated September 2, 2026
The Transactions tab has Process Card Payment, Add Charge, Add Payment, Add Credit and Add Correction. Choosing the right one keeps your reports honest.
| Use | When |
|---|---|
| Process Card Payment | You want to charge their saved card right now instead of waiting for the overnight run. |
| Add Charge | They owe you something outside the subscription — an event, extra work, a levy. |
| Add Payment | They paid you outside the gateway — bank transfer, cheque, cash. |
| Add Credit | You are reducing what they owe — a discount, goodwill, a write-off. |
| Add Correction | A previous entry was wrong and you are fixing the arithmetic. |
Credit versus refund
Always write a description
Every manual entry takes a description and it appears on statements and reports. In six months, "Correction" tells nobody anything; "Correcting duplicate March charge raised in error" answers the question before it is asked.
Automatic charges cannot be edited
Rows raised by the billing job are locked. If one is wrong, offset it with a Credit or a Correction rather than trying to change history — the ledger then shows both what happened and what you did about it.
Processing a card payment
The dialog takes an Amount — capped at the balance — and a Description, then confirms, because it is permanent. A successful charge emails the member a receipt.