Record payments for an outing

A running balance for every player

Every outing has its own Payments tab: one balance per player, built from what they’ve been charged and what they’ve paid in. Add a charge for anything the outing costs - green fees, food, the bar tab - and record each payment as it comes in. The balance works itself out from there.

1. Open your outing and switch to Payments.
2. Select Add charge for anything a player owes, or Record payment for money that’s come in.
3. Enter the amount and a short note, then save.

If everyone is paying the same green fee, there’s a quicker way in: enter the amount once and it’s added as a charge against every player on the outing in one go.

Deposits and part-payments

A deposit is just a charge like any other - add it for whatever amount suits your outing, and record what comes in against it as it arrives. A payment doesn’t have to clear the balance in one go: enter it for whatever was actually paid and it reduces what’s left owing, so a deposit taken months before the balance, against the same player, needs no working out on your part.

Splitting a prize pot

If a round pays prize money, publish its results, then select Allocate prize pot. Choose the round, enter the total pot, and set how it splits across the top three places - 60/30/10 unless you set your own numbers - and the amount for each place is worked out for you. Whether that lands as a charge on the ledger or is paid out separately in cash depends on your outing’s prize-money setting: net off balances feeds it straight into the ledger, paid separately keeps prize money out of the ledger entirely and in cash on the day.

What this is, and what it is not

Every green fee, deposit and prize share still passes through you or your treasurer in cash, bank transfer or however your society already collects. The ledger’s only job is to remember who owes what and what has already come in, so the running total doesn’t have to live in one person’s head or notebook.