This article will guide you through generating and understanding the Past Dues Report. This report helps clubs identify outstanding balances, review delinquent accounts, and take action on unpaid invoices.
Contents
- Before You Begin
- Access the Past Dues Report
- Understanding the Report
- Use Cases
- Frequently Asked Questions
Before You Begin
Requirements
You must have a Master Admin login or a staff login with the following permissions:
- Reporting – Can Access Reports (required to view any reports)
- Reporting – Can Access Sales: Past Dues
Important Notes
- Report retrieval is limited to a 10-year timeframe from the current date.
- Report generation times may vary depending on the selected date range.
- Reports are not customizable.
- The report reflects information in real time.
- Past due records are sorted from the oldest outstanding invoice to the newest.
Access the Past Dues Report
Navigate to Reports > Sales > Past Dues.
Understanding Your Report
Selecting Load Charts will display the following graphs:
Past Dues + Delinquent Customer Count Past 90 Days
By Age (excl. Late Fees) - This graph will display by customer age, how much is being owed and how many days past dues. This takes into consideration all invoices with the exception of Late Fees.
By Age - Late Fees - This graph will display by customer age, how much is being owed and how many days past dues. This takes into consideration only Late Fees.
Detailed Option
Following filters are available:
only show past dues not yet in collections status - Select if you only want to see those customers who are not yet in Collections Status. This is based on your Late Pays Settings.
Only show if never declined (no attempts) - Select to view a list of customers whose credit card has not declined.
Include any unpaid late fees - Choose to view if you want to include unpaid late fees.
Select to view the list of customers by Order By Due Date or Order By Customer.
You can choose to search by typing a specific User ID or Invoice ID. You can also click Excel Export to view the list on an excel file.
Click Search to view the following information:
Amount - Dollar amount of the Past Due invoice.
Invoice Due Date - Date the invoice was due.
Customer's Name - Client's first and last name.
Invoice ID - Click on this number to view Invoice Details such as Amount, Due Date, Invoice Added Date, Invoice Added By, Payment Status and Failed Prior To Payment?
Add A Note - Choose if you want to add an internal note. This will save on the customer's profile.
Take Payment - This will automatically take you to the Point of Sale to complete a transaction.
view decline log - This will open a pop-up window to view Date, Ran By and Decline Details.
NOTES:
- The list is sorted by oldest past due to newest.
- Customers showing IN COLLECTIONS means period where ClubReady automatically attempts to resolve past due has ended.
Report Export
The report is sorted by oldest past due invoice to newest.
Use Cases
-
Reviewing Outstanding Balances Before Calling Members
- A club manager wants to contact members with overdue balances before the next billing cycle.
- The manager runs the Past Dues Report and sorts results by Due Date to identify the oldest unpaid invoices.
- Result: The club can prioritize outreach efforts and work to collect overdue balances before they become more delinquent.
-
Researching a Member's Payment History
- A member contacts the club with questions about an unpaid balance.
- A staff member searches the report using the member's User ID and opens the associated Invoice ID.
- Result: The staff member can review invoice details and provide accurate information regarding the outstanding balance.
-
Collecting Payment for a Past Due Invoice
- A member visits the club to resolve an overdue balance.
- A staff member locates the invoice in the Past Dues Report and selects Take Payment.
- Result: The payment is processed immediately, helping bring the account current.
Frequently Asked Questions
Q: Why don't I see a member on the Past Dues Report?
A: Verify that the invoice is currently unpaid and meets the report criteria or filters that have been selected.
Q: What does "IN COLLECTIONS" mean?
A: It indicates that ClubReady's automatic past due recovery attempts have ended based on your configured collections process.
Q: Can I customize the report columns?
A: No. The Past Dues Report is not customizable.
Q: Can I export the report to Excel?
A: Yes. Select Excel Export to download the report.
Q: Why does report generation sometimes take longer?
A: Larger date ranges and higher volumes of data can increase the time required to generate the report.