How do I see what a family owes or has paid?
Open a contact and press Open the ledger to see every charge and payment with a running balance. Owners can add a charge or record a cash or check payment.
The ledger is one family's running account: every charge and every payment in one list with the balance after each line. It is useful for a late pickup fee, cash at the front desk, or checking what a family still owes.
Before you begin
- You must be an owner. Managers and staff do not see the ledger.
- The ledger belongs to a family, found by the contact's email (or the guardian's email for a child). A contact with no email has no ledger.
Steps
To open the ledger
- Open Contacts and click the family.
- In the Ledger card, press Open the ledger. The card shows the balance, such as "Balance $25.00 owed" or "Nothing on the ledger yet".
To add a charge
- In New Charge, enter the Amount ($) and the Date.
- In What It's For, say why, for example "Late pickup fee".
- Press Add the charge.
To record a payment taken outside NinjaHQ
- In New Payment, enter the Amount ($) and the Date.
- Choose Paid With: Cash, Check, Card (another machine), Bank transfer or Other.
- Optionally add a Note (optional), then press Record the payment.
To remove an entry you added
- Press Remove beside the line and confirm Remove it. Only entries entered by hand can be removed.
What you'll see
- A table with Date, Information, Charge, Payment and Balance. A positive balance shows as owed; a negative one as credit.
- Hand-entered lines say who entered them. A removed entry comes off the ledger and is kept in History.
- If you imported a list that carried family balances, those appear as lines too.
- The same balance also shows beside each family in Students and families.
Troubleshooting
It says this contact has no email. Add an email on the contact first, or open the ledger from the parent's contact.
A payment is missing. Only payments made through NinjaHQ appear on their own. Record cash, checks and other machines yourself with New Payment.
I cannot remove a line. Only lines you entered by hand have a Remove button. Lines from registrations, orders, memberships and invoices come from the payments themselves.
Questions
Do card payments through NinjaHQ show up on the ledger?
Yes, on their own. Registrations, orders, membership payments, class packs and paid invoices appear as a charge and its payment, so they net to zero. Refunds show as negative amounts.
What counts as money owed?
A failed membership payment (at the plan price) and the unpaid part of an open invoice count as charges until they are paid. Charges you add by hand count too.
Can a manager see the ledger?
No. The ledger is for owners only, like Payments.