How to pay off Membership Debts

Summary

FLOW allows your staff members to assist customers in settling their outstanding membership debts quickly and accurately.

Before You Begin

Configure Membership Debt Settings
Ensure your Membership Debt settings are properly configured in the system. If an instruction has been cancelled, please ensure to add a new mandate before proceeding with paying off the debts. Without the new mandate, the membership will remain in a pending state. Furthermore, if you never add a new mandate, the membership will eventually move to a cancelled state despite manually clearing off the debts.

Step-by-Step Guide

1. Search for the Customer

2. Open the Billing Tab
   Navigate to the customer’s Billing tab.
   
   

3. Select “Settle Debt”
   Click the Settle Debt button to begin the process.
   
   

4. Choose a Settlement Method
   Select one of the following options:

   • Defer until next payment – Postpone the debt until the customer’s next scheduled payment.

   • Void with Credit – Clear the debt using an existing credit balance.

   • Pay via FOH – Process an immediate payment through the Front of House (FOH) system.

5. Confirm Settlement
   Once you’ve chosen the method, click Settle Debt to complete the process.
   
   

6. If selecting Void with Credit, the credit will be applied to the customer account to void the debt. If selecting defer until next payment, the next DD collection will also collect the debts.  If paying at the FOH, select the payment method.
   
   

7. Important Note:

   If the instruction has been cancelled and the previous month failed, and it is less than 10 days from the current month’s billing cycle, you cannot split payments.