AW Cloud Database - Windows App version 5.5

The Household Ledger

The Household Ledger

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The Household Ledger

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073-householdLedger The Household Ledger displays the fees and payments for all members of a specific household. This makes it easy to see the bottom-line total a family owes. It also provides details for any fee and the payments applied to it. Conversely, it shows payment records and fees to which they were applied.

Open a selected member's Household Ledger from the:

Check-in, Clubbers, or Leaders modules: button on the toolbar or right click pop-up menu item
Households,or Ledger module toolbar: Household Ledger button
Member Window toolbar: Household Ledger button
Fee Dialog: Household Ledger button

Use the top section of the Household Ledger to post payments. The lower section contains three tabs: Fees, Payments, and Unapplied Payments. See the Fees and Payments topics below for details.


Use the Club Year drop-down list to filter the information in all three tabs based on club year.







Closes the window.


Show Club Year

Filters the items in the ledger based on Club Year. Defaults to the current club year, but can be changed.


Show Household

Filters the items in the ledger based on the selected Household. To change, select a different household from the drop-down list.


Account Statement

Opens the Household Account Statement report dialog. The selection criteria defaults to the selected household.



Refreshes the data in the grid. If there is a concern about viewing the latest data, simply click this button.


Stay On Top

Toggles whether or not the window will stay on top of the main window.


Create a fee for any item requiring payment. Some fees (for dues, handbooks, and uniforms) can be automatically created by the database. Other fees, like handbags, need to be created manually. View a list of all fees by clicking the Fees for [club year] tab.

Fees Toolbar:





Open Fee

Opens the selected fee in the Fee dialog. (Pressing the Enter key with a row selected or double clicking the row also opens the fee.)


New Fee

Opens the Fee dialog with blank/default values to create a new fee for this member.


Delete Fee

Removes the selected fee. This process requires a confirmation.



Filters the data in the grid. Choose to show All Fees, Paid Fees, or Unpaid Fees.


Open Member

Opens the selected member whose individual data is then displayed in the Member Window.


Waive Fee(s)

Waives any balance on the selected Fee(s). This creates a payment record of type "Waived" and lists your club name as the Payor.


Open Inv Item

Opens the selected item in the Inventory Item window. (Pressing the Enter key with a row selected or double clicking the row also opens the inventory item.)


Manipulate the grid as explained in working with grids.


payment When members make payments, keep track of who paid and for what. Use the top section of the Household Ledger to post payments. Fee records are not required before posting a payment. Payments not applied to a fee are tracked as "Unapplied" and can be applied later when fees are created. This is common at the beginning of a club year when payments might be made before fees are created. When a record is selected, the grid at the bottom shows all the fees to which the payment was applied.


Posting a Payment

1.Enter the following information in the top portion of the Household Ledger window:
Payment Type - Cash, Check, Credit Card, Debit Card, Discount, Money Order, Online, Other, Waived


Waive a fee by applying a payment to a fee and setting its Payment Type to Waived.

Amount - total money paid
Date Received - defaults to the current date
Reference - any information useful in referencing the payment; for example, a Check #.
Payor - person making the payment


Payors in each household are remembered and displayed in the drop-down list.

Note - any additional information related to the payment
2.Select how to Apply the payment. Choose one of the following:
to ALL unpaid fees - the Windows App logically considers all unpaid fees, applying payment to non-dues fees first, then to other fees until the money is spent.
STARTING with the fee(s) selected below - on the Fees for [club year] tab, select at least one fee for the payment to cover. If there is money remaining after the selection(s), the logic above is used.
ONLY to the fee(s) selected below - on the Fees for [club year] tab, check the box to select a fee


EVENLY distributed to the fees selected below - on the Fees for [club year] tab, select the fees to which the payment will be distributed.


The amount to be applied to each fee is shown in the top section under the payment type field.

to NONE of the fees (just post the payment) - an Unapplied Payment is created for the entire amount.
3.Click Post the Payment. Total Paid and Balance at the bottom of the Fees grid are adjusted. The payment is added to the Payments grid. Any remaining money is added to the Unapplied Payment grid.

Payments Toolbar:






Saves changes made to payment details. The following payment details can be edited directly in the grid: Date Rcvd, [Payment] Type, Reference, Payor, Note


Delete Payment

Removes the selected payment(s). A confirmation is required.


Unapply Payment

Removes the association(s) of the payment to all fees.


Unapply Payment on selected Fee

Enabled if a single fee is selected. Removes the association of the payment to only the selected fee instead of all of the fees.

Unapplied Payments

The Unapplied Payments tab displays any payments (or parts of payments) not applied to a specific fee. This could occur if a member pays more than the fee amount or pays for future fees.


To apply an unapplied payment to an existing fee:

1.Select the unapplied payment to be applied.
2.Click Use the payment amount. The payment information is entered in the top portion of the window. Continue as explained for Posting a Payment. When the payment is posted, the Total Paid and Balance are adjusted on the Fees grid, the Unapplied amount is adjusted on the Payments grid and the unapplied payment is removed from the Unapplied Payments grid.


To cancel the use of the payment, select Clear the pre-filled values from payment area above.

To apply this amount as a donation:

1.Select the unapplied payment to be used as a donation.
2.Click Apply this amount as a donation. A confirmation dialog will be shown. Read the details and click Yes to continue or No to cancel. A fee record with an Item Number of "Donation" will be created.  The amount of the unapplied payment will be applied to this new fee record.


An inventory record must exist with the item number "Donation".