Association Troubleshooting

Resolve common problems with member onboarding, renewals, payments, receipts, funds, events, and Association records.

Overview

Use this checklist before recreating or deleting Association data. Preserve references and audit history whenever a dedicated refund, cancel, or status action exists.

I cannot find a member, donor, or receipt

  • Enter at least two characters in dashboard search; shorter text returns nothing.
  • Dashboard search matches member name, reference, email, phone, or mobile; donor name, organization, reference, or email; donation or payment reference; receipt number or payer name; and campaign, volunteer, beneficiary, and event names or references.
  • Member barcode is not covered by dashboard search. Search by member name or reference instead.
  • Dashboard search returns only the top matches per record type. Refine the text, or open the screen and use its own search and filters.
  • Clear status filters that may hide inactive, expired, refunded, or cancelled records.
  • Confirm that you are working in the correct account and branch.

An application cannot be approved or rejected

  • Confirm its status is Submitted, Under review, or Info requested.
  • Complete required candidate information.
  • Check whether the candidate already has a member record.
  • Refresh the list if another reviewer has already processed it.

Renewal fees are missing

  • Confirm the member has an active membership with an end date and a linked plan.
  • Generation only covers active memberships whose end date falls within the next 30 days.
  • A membership that already has a Pending or Partial renewal fee is skipped.
  • Verify the plan recurring fee and validity, since the generated fee copies them.
  • Run Generate renewals, then clear filters and review the result message.

Too many renewal fees were created

  • Stop rerunning generation.
  • Compare member, plan, period start, period end, and fee reference.
  • Cancel incorrect fees only according to your accounting policy.
  • Keep paid fee and receipt history intact.

A paid renewal did not extend the expiry date

  • This is a current workflow limitation. Full payment issues the receipt and sets the membership and member back to Active, but it leaves the membership end date and member expiry date unchanged.
  • Review the fee's period end and update the relevant expiry dates before the next cycle.

Expiry sweep reports zero updates

  • Refresh the member and Memberships lists before assuming that nothing changed.
  • The notice always displays zero: the API returns an expired count while the screen reads an updated field. Judge the result from the lists, not from the message.
  • The sweep only expires memberships whose end date plus the plan grace period has already passed.

A payment action is unavailable

  • Fee payment appears only for Pending or Partial fees.
  • Donation refund appears only for Recorded donations.
  • Receipt cancellation appears only for Issued receipts.
  • Verify the record was not already paid, refunded, cancelled, or completed.

A receipt was not generated

  • Confirm the payment operation completed successfully.
  • Refresh Receipts and search by payer or source reference.
  • Verify amount, payment method, and required references.
  • Do not submit the same payment repeatedly without checking first.

A fund or campaign total looks wrong

  • Check whether donations were assigned to the intended campaign and fund.
  • Review refunded donations and cancelled receipts.
  • Verify fund transfers and opening balances.
  • Compare the Donations, Campaign, Fund balances, and Receipt register reports.

A report ignores the selected date range

  • The From and To dates currently apply to Members, Donations, and Receipts.
  • Renewals, outstanding fees, aggregated donations, fund balances, and volunteer hours use their current or default scope.

Event registration cannot be checked in

  • Confirm the registration exists for the correct event.
  • Open the event row and select Registrations; check-in is available only inside that drawer.
  • The Check-in action disappears once the registration is checked in, so refresh the list to verify it was not already processed.
  • Check-in does not require payment. An unpaid registration can still be checked in, and Pay stays available separately while the payment is Pending.

Still blocked

Record the page, record reference, action, time, current status, and exact error message. Provide this information to your RedERP administrator without deleting the affected record.