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Help Centre › Credits and cash box

💳 Credits and cash box

Every player holds a balance; the fee drops at closing. The cash box is the group's real money — and the two reconcile.

The model: credit is the engine

Each player has a credit balance. Top-ups add; the match fee (at matchday closing) or the monthly fee (at month closing) subtracts. Negative balance = owing. The cash box is a separate ledger: real money only — top-ups enter it; fees don't (they consume credit).

Record top-ups

When someone pays you, record the top-up: adds to their balance AND enters the cash box — always as a pair.

📍 Dashboard → Credits → player → Top-up

The fee drops by itself

At closing, every paying present player has the matchday's frozen fee deducted.

The match-day £

Same-day payers: tick the £ on their attendance — it becomes a top-up of the fee, dated on the matchday. Works even after closing.

Expenses in the cash box

Pitch, ball, bibs, water: record outgoings so the group balance stays true.

📍 Dashboard → Cash box

Check the report

The financial report reconciles cash × credits by month or season.

📍 Cash box → Report
Credits screen with balances
Credits screen with balances · 🔍

Who does NOT pay the match fee

Real exampleFee £6.50. Leo tops up £13: two Thursdays and it's gone. On the third he's owing £6.50 — shown in red until the next top-up.

Monthly billing

With monthly billing, the clock changes: at month end you hit Close the month and each regular's monthly fee drops from their balance (cash box untouched — the top-up entered when they paid). Reopening the month undoes only the monthly fees. On-screen "pending" counts only closed matchdays.

I recorded a wrong top-up.+
Delete it from the player's statement — the linked cash entry goes with it and the balance self-corrects. Then record the right one.
I need to fix a fee deduction.+
Fees aren't hand-deleted (they're automatic): reopen the matchday (fees refund), fix attendance, close — or record a compensating adjustment.
I ticked the match-day £ by mistake.+
Untick it on the attendance: the reversal undoes the top-up, cash entry and balance.
The cash balance doesn't match reality.+
Check all expenses are recorded and wrong top-ups were deleted (not "compensated" with adjustments — adjustments never touch the cash box).
Top-up vs adjustment?+
Top-up is real money (balance AND cash box). Adjustment is a bookkeeping fix (balance only) — never the cash box.
When is someone "owing"?+
When their balance goes negative. Displayed pending counts only closed matchdays where they held a slot, pay the fee and didn't tick the £.
Can I block debtors from confirming?+
The "block debtor" switch stops manual confirmation of negative-balance players. Note: the automatic call-up (loyalty) does not consult it — it only acts on manual marking.

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