How billing works
Charge types, charges, due dates, balances and account credit, and how payments are applied.
Billing in MyGreek has two layers. A charge type is something your chapter bills for, such as "Fall Dues". A charge is one member's bill for it, such as Jane's Fall Dues. You set up the charge type once, then bill members from it. Every payment, credit and late fee lands on a specific charge.
Charge types and charges
| Charge type | Charge | |
|---|---|---|
| What it is | The template for something you bill, like "Fall Dues" or "Formal Ticket" | One member's bill made from a charge type |
| Where you see it | Charges in the sidebar lists your charge types | The Associated Charges tab of a charge type, and the member's page |
| Amount | A default amount, filled in when you bill members | Its own amount, which can differ by member |
| Due date | A default due date | Its own due date, which you can change later |
| Settings that live here | Late fee policies, early pay discount, payment schedules, payout destination | Credits, adjustments, due date, archive |
The Charges item in the sidebar is the list of your charge types, not of individual bills. Open a charge type to see each member's charge for it.
Changing a charge type's default amount or due date only affects members you bill after the change. Charges you already sent keep their own amount and due date. See Set up what you charge and Bill members.
Due dates
Each charge has its own due date, copied from the charge type when you bill. You can change it later for selected members with Due Date on the charge type's Associated Charges tab.
A charge's due date drives:
- Late fees, which are applied a set number of days after it. See Set up late fees.
- Payment reminders. See Remind members to pay.
- The Aging report, which groups what's owed by how far past due it is. See Aging report.
Billed, collected and outstanding
The tiles at the top of Charges add up the charge types in the list you're looking at: the selected term and the Active or Inactive tab.
- Total Billed: what members have been charged, including late fees and minus adjustments. Archived charges aren't counted.
- Total Collected: the part of that billed amount that's been paid off. It counts payments and also credits, including early pay discounts and account credit used.
- Total Outstanding: what's still owed. It's Total Billed minus Total Collected.
Each charge type's own page shows the same numbers for that charge type, as Total Amount, Paid and Outstanding, plus a count of Total Charges.
A member's balance is the total still owed across all their charges.
What raises or lowers a charge
| What happens | Charge amount | What's still owed |
|---|---|---|
| A payment succeeds | Same | Goes down |
| You give a credit (for example, to record cash or Venmo) | Same | Goes down |
| You make an adjustment (to correct the bill) | Goes down | Goes down |
| A late fee is applied | Goes up | Goes up |
| A late fee is reversed | Goes down | Goes down |
| A payment is refunded | Same | Goes back up |
A bank payment that the member's bank returns later (an ACH return) changes to Failed, and the amount is owed again. See ACH returns and disputes.
For credits and adjustments, see Fix a member's balance.
How payments are applied to charges
A payment is always applied to the charges the payer picked when paying:
- Paying one charge: the payer can pay all of it or part of it, from $0.50 up to what's still owed on that charge.
- Paying several charges at once: each charge picked is paid in full.
- Payment plans: each installment is applied to the charge or charges on the plan. If the member pays toward a charge outside the plan, or you credit it, that amount counts toward the plan's next installments, earliest first. See How payment plans work.
Nobody can pay more than a charge's outstanding amount, so a payment never leaves money over. This works the same in the web app, the mobile app and on pay.mygreek.us, where parents pay. See Pay your dues.
Charges of an archived (inactive) charge type can't be paid.
Account credit
Account credit is money a member has on file that MyGreek uses to pay down their charges automatically. A member gets account credit when:
- A chapter admin adds it with Adjust credit on the member's page.
- An early pay discount is bigger than what was left on the charge. The difference becomes account credit.
Account credit is applied right away to the member's unpaid charges, earliest due date first, and again whenever you bill them something new. Each use shows in their history as Credit applied. Whatever is left stays on the account. Officers see it as a credit chip on the member's page, and members see "You have $X in credit" on their balance.
Account credit is never paid out to a card or bank account. To send money back, refund a payment instead.
What members see and which notices go out
- When you bill them: the member gets an email, "You have been billed" with the total, with an invoice PDF attached. They may also get a text and a mobile app notification. Each of their parent contacts gets an email too. If the charge type has an early pay discount, the email says "Pay by [date] to save [amount]".
- Their bill: members see their charges and balance on My Balance in the web app and in the mobile app. Parents see them at pay.mygreek.us with the member code. See Pay for a member.
- Before and after the due date: reminders, and a warning the day before a late fee, if your chapter has them turned on. See Remind members to pay.
- Other members' payment status: hidden, unless you turn on Show payment status to members for a charge type. Then all members can see who has paid, partially paid or not yet paid for it.
Billing pages
| To do this | See |
|---|---|
| Create a charge type, edit or archive it, offer an early pay discount | Set up what you charge |
| Charge one member, a group or the whole chapter | Bill members |
| Give a credit, make an adjustment or record a cash payment | Fix a member's balance |
| Add late fees, or reverse one | Set up late fees |
| Send automatic or one-off reminders | Remind members to pay |
| Choose whether members pay processing fees | Choose who pays processing fees |