Ledenbeheer and your accounts

Last updated 7 days ago

Ledenbeheer and your accounts

Is Ledenbeheer accounting software?

No. As its name suggests, Ledenbeheer is a membership management system. It is not accounting software: it does not apply VAT rates or generate invoices for members. Ledenbeheer is a B2C platform, and private individuals do not need to receive a VAT invoice for accounting purposes. We therefore use the term “cost notes” instead of invoices. Ledenbeheer can still help you speed up your accounting processes.

How can I provide all the information to my accountant?

Financial report

The financial report is available from the basic licence onwards.

You can download a summary of all cost notes and credit notes from Finance > Report.

This overview shows the information your accountant needs. You can also download it as an Excel file.

Use Choose columns in the top right to select the information you want to include in the report.

If you only want to see paid orders, use the revenue report.

Revenue report (payments)

The revenue report is available from the basic licence onwards.

You can download detailed Excel data on all revenue, including registrations, additional services, session passes and webshop sales, from the revenue report.

Go to Finance > Revenue report to generate reports on the income recorded in Ledenbeheer.

A revenue report shows all paid cost notes. You can filter the report by:

Member
Order
Activity
Category
Date
Payment method

The result is a clear list of all income, sorted by your chosen criteria. For example, you can generate a revenue report for August.

Use the button at the bottom right to download the report as an Excel file, which you can give to your accountant.

Use Choose columns in the top right to select the information you want to include in the report.

Expenses

Invoices from Ledenbeheer

You receive one or two invoices from Ledenbeheer each month, depending on whether you accept online payments. These invoices cover:

1. An invoice for your licence

Monthly subscription
Number of SMS messages sent (optional)
Use of the webshop module (optional)
Use of the session pass module (optional)
Tickets sold (optional)

2. An invoice for the commission on online payments (on the first of each month).

The commission is automatically deducted from the payments you receive through Mollie, so you do not need to pay this invoice manually.

You can track transactions and fees in your Ledenbeheer account under Settings > Payment methods.

You should also give these invoices to your accountant.

Credit notes

If you refund members, you can generate credit notes in Ledenbeheer.

WHERE? You can find and download these credit notes under Finance > Credit notes.

What is my revenue?

Revenue is the value of what you sold (classes, clothing, etc.) during a given period. If someone enrols in a class, pays and then withdraws, your accounts must reflect that. The revenue report handles this automatically and shows your correct revenue.

Frequently asked questions

Why are the figures in the revenue report different from those in the financial report?

The revenue report looks at incoming payments; the financial report looks at orders.

These are not necessarily the same.

Example 1: An order is placed in January and paid in February.
The revenue report uses the payment date
The financial report uses the order date

Example 2: Payment in instalments
The revenue report uses the payment date and therefore shows the instalment paid this month.
The financial report shows the entire order

How does a chargeback appear in the revenue report?

A chargeback related to payment in instalments adds a negative payment to the order and affects the total amount paid. The revenue report shows a negative amount on the date of the chargeback.

What happens if I change an order and remove items?

The current order is cancelled and a credit note is created for the refund amount. A new order is created for the items that remain. The payments stay unchanged, so the revenue report does not change.

What do the different cost note statuses mean?

Outstanding: A cost note has been created but has not yet been paid.
Partly paid: The customer has paid part of the total amount.
Paid: The customer has completed the payment.
Expired: The customer did not pay within the specified period, which you can set under Settings > Payment methods.
Approval required: The cost note includes a course for which the member is too young or too old, or a discount code was used that requires approval.
Cancelled: The club has cancelled this cost note.

If a cost note has expired, is the registration cancelled?

No. This label only refers to the payment status. It does not affect the registration linked to the cost note.

When can I send payment reminders?

As soon as a cost note has the status “Expired”.

Can a partly paid cost note still expire?

Yes, but it will always display the status “Partly paid”.

Can a member cancel their registration themselves?

No. Each club has its own cancellation policy, so members must contact the club to cancel.

Do members awaiting approval keep their place?

Yes. Their place is reserved until the club decides what to do with the cost note or registration.

If I cancel a cost note, is the registration also removed?

Yes

A cost note shows a compensation charge. What is that?

If you remove an item from a cost note and refund less than the value of the removed line, we show the difference on the cost note as a “compensation charge”.

A manual credit note adds a negative payment to the cost note. It does not count towards the total amount paid.

This therefore does not affect the revenue report.

Still need help? Ask the team