This article explains how to trace transactions in a member account and better understand discrepancies in balances or credits. An example member account is used for illustration.
Overview:
- Expected Behavior: The account transactions are traceable.
- Previous Behavior: The account transactions were not traceable.
- Context: Based on the illustrated member account example.
Fast lane:
- Open the member account: /Finance/Account.
- Check all transactions in the relevant period.
- Analyze credits, debits, and cancellations related to freeze periods and adjustments.
- Understand system behavior:
- MemberCash processing of debits and credits.
- Automatic creation of replacement transactions.
- Map individual transactions to the corresponding system actions.
- Document all findings for better transparency.
Understanding System Behavior in Member Accounts
Case Example: How was the balance of €13.42 generated?
The balance of €13.42 resulted from the following events:
- Cancellation of July debit: This was marked as canceled by the system, and a corresponding credit was generated.
- Freeze period adjustment: A new freeze period (28.06.2023–19.07.2023) resulted in a replacement debit (BA position). This replacement debit is linked to the canceled debit, complicating traceability.
The system uses MemberCash, which means:
- Debits forwarded to Finion no longer belong to the studio.
- For changes (e.g., cancellations), the system automatically creates offsetting transactions:
- Credits for canceled debits.
- Replacement debits for new freeze periods.
Why Is the €5.20 Credit Missing?
The credit of €5.20 for the period 28.06.2023–30.06.2023 is not displayed because:
- The original July debit was canceled but remains linked to the FÜB position (forwarded debit).
- The credit for the freeze period became obsolete due to the cancellation of the July debit.
In such cases:
- Freeze period credits (linked to canceled debits) are no longer applied.
- This behavior ensures no duplicate credits are issued.
Step-by-Step Explanation of System Actions
The following actions occurred between 01.06.2023 and 22.08.2023:
- 01.06.2023: Regular debit (€52.00) for the period 01.06.2023–30.06.2023.
- Credit (€5.20) for the freeze period adjustment.
- 01.07.2023: Regular debit (€52.00) for July, later marked as canceled.
- Replacement credit (€52.00) was created on 25.07.2023.
- 28.06.2023–19.07.2023: Freeze period was retroactively created.
- Replacement debit (€31.87) for the freeze period (BA position).
- 03.07.2023: Automatic creation of FÜB (forwarded debit) (€20.13).
- Linked to the July debit.
- 25.07.2023: Final credit adjustment (€38.58) for the July debit.
The final balance (€13.42) results from the sum of these adjustments.
Expected Behavior: Ensuring Traceability
- MemberCash Limitations: Canceled debits are only marked as canceled and remain linked to subsequent credits or replacement debits.
- System Rules: Credits linked to canceled debits are made obsolete to avoid duplication.
To ensure traceability of transactions:
- Review all linked transactions (e.g., freeze periods, cancellations).
- Map the sequence of system actions and their impact on the account balance.
- Use filters in /Finance/Account to narrow down transactions by date or type.
With these steps, you can trace discrepancies like the €13.42 balance and the missing €5.20 credit. If further adjustments are required, contact Magicline Support for modifications within the MemberCash framework.