Set Up and Bill City Ledger Member Fees (Cloud)
City Ledger Member Billing allows you to post the same charge to multiple City Ledger accounts at once using a shared Member Code. This feature is commonly used for membership fees, franchise billing programs, or other recurring charges where multiple accounts should receive the same Direct Bill transaction. There are three steps to complete the process:
- Create a Member Billing Group
- Assign accounts to that Member Code
- Post the billing transaction to all accounts within the group
Create a New Member Billing Group
Before billing accounts together, you must create a Member Code that defines the group.
Path: Accounting > City Ledger > Member Billing
1. Click Add to create a new Member Code.
2. Enter a unique Code (max 4 characters) and a clear Code Description (for example, “Monthly Franchise Fee” or “Loyalty Reimbursement”; 30 characters max).
3. Click Save.
Assign Accounts to the Member Code
Each City Ledger account must be assigned to the appropriate Member Code before it can be billed as part of the group.
Path: Accounting > City Ledger > Account Listing > Select the CL Account
1. In the City Ledger Account, under the Company Address section, locate the Member Code field.
2. Select the appropriate Member Code from the dropdown.
3. Click Save to apply the change.
Only accounts assigned the same Member Code will be included when posting Member Billing transactions.
Post the Billing Transaction
Once the group is created and accounts are assigned, you can post the billing transaction.
Path: Accounting > City Ledger > Member Billing
1. Select the Member Code to bill.
2. Choose the appropriate Accounting Code.
3. Enter the Amount.
4. Enter a clear Description. The description will automatically populate based on the selected Accounting Code, but it can be modified if needed.
5. Click Post.
When you click Post, the system does not immediately generate finalized City Ledger invoices.
Instead:
- The system creates Direct Bill transactions for each account in the group.
- These transactions will appear in the Print/Create City Ledger Invoices screen.
- You must complete the invoicing process just like any other Direct Bill folio.
The billing will not be reflected as an official invoice until it has been processed through the Print/Create City Ledger Invoices screen.
Still Need Help With This Topic?
Ask Yourself:
- Was the Member Code created and saved?
- Were all accounts assigned correctly?
- Did you verify the amount before posting?
- Are you certain the posting date is correct?
Support May Ask You:
- The Member Code used
- The number of accounts expected in the group
- The billing amount and date
- Whether duplicate postings may have occurred