7.10.5 Pending Transactions

Background

This function can be left with the default setting in which case it will work as the system does now.

This new functionality was introduced in May 2024 is to support Pending Transactions and will be followed by Refunds at a later date.

Typical examples of when Transactions could be shown as Pending are:

• When members have promised to make payments by BACS
• Cash or cheques have been received, but not yet paid into the bank account.

The Transactions would be changed to ‘Not Pending’ by the Treasurer after payments have been banked.

Special rules can be set for Membership Joining and Renewal payments. For example, if the default Finance Account is set to Membership and the payment method is BACS, then you can only opt for the money to go to the Membership account. If you change the payment method to anything else you can choose a different account.

Using the Pending Transactions option can complement, or even be an alternative to Clearing Transactions.

Set-up

If the Treasurer wants to use these facilities then a number of setting are necessary. 

New transactions can be set to:

• Always be created as Pending by default, or
• Optionally Pending, i.e. can be set by the user.

The enabling of Pending Transactions is done on an account by account basis, see 8.6 Finance Set-up.

Manging Pending Transactions

Pending Transactions are denoted by a tick box on the Transaction Record:

 . . .  and are shown as Pending in the Cleared column of the "By Account" and "By Group" ledgers, with the balance figure for that line being surpressed:

Individual payments can be changed from Pending to Confirmed (or vice-versa) by unticking or ticking the Pending tick box in the Transaction Record.

Multiple payments can be changed from Pending to Confirmed (or vice-versa) by ticking the Transactions in the left column of the ledger and choosing Confirm Payment or Make pending from the drop-down list below the table, before pressing Do with selected.

Bulk action tick-boxes are only present on Transactions that are:

• Not part of a Credit Batch
• Have not been Cleared
• Are not in the Current financial year *

* This means that the Treasurer needs to confirm Pending for Transactions that are outside the current financial year by opening them and potentially unticking Pending.

A Pending Transaction processed by a Financial Statement will generate a warning when the Financial Statement is generated, but otherwise can be ignored but it is sensible to sort it out. The exception is a Transfer between accounts that is made Pending. As the money is in the process of being transferred it will not necessarily be evident in both Ledgers. (The original and destination account).

Revision History

v1	2024-04-09	Graeme Bunting	First version
v2	2024-04-30	John Alexander	Additional material on Pending and Transfers
v3	2024-05-05	John Alexander	Minor amendments to phrasing
v4	2024-05-16	John Alexander	Minor Amendments to wording