Member opening balance and arrears
Enter what a member already owes, or has paid in advance, on the day you start using SocietyBee, and see how it appears on their first bill.
Before you start
What this page does
If members owe money from before SocietyBee, you tell SocietyBee in the Previous Balance Details section of each member's Basic Info. These amounts become the arrears on the member's first bill, so your dues start from the right numbers.
Where to find it
When you add a member, Previous Balance Details is at the bottom of the form. For an existing member, press the gear icon on Society Management > Members, then scroll down on the Basic Info tab.
The three amounts
| Field | What to enter | Example |
|---|---|---|
| Principal Opening Balance | The unpaid charges (maintenance and similar) from before SocietyBee. Enter a minus amount if the member has paid in advance. | 6400 owed, or -1500 advance |
| Interest Opening Balance | The unpaid interest from before SocietyBee | 250 |
| Interest Free Arrears | An amount that must not be charged interest. Hover the info icon for the tip: This amount will not be charged as interest on arrears. | 0 |
Enter the amounts as they stand on the day before your first bill period starts, from your old books.
What happens on the first bill
- The amounts appear on the member's first bill as principal arrears and interest arrears. They are recorded once, on that first bill, and are never added again on later bills.
- Old principal is already overdue, so the first bill charges interest on it. Opening interest does not earn more interest. A member with no opening balance gets no interest on the first bill.
- A minus principal is an advance. It reduces what the member owes.
Example. A member has an opening principal of ₹5,000 and opening interest of ₹300. With a monthly bill of ₹3,200, 12% a year interest, the first bill shows:
| Line | Amount |
|---|---|
| Current charges | ₹3,200.00 |
| Principal arrears | ₹5,000.00 |
| Interest arrears | ₹300.00 |
| Interest on the old principal (₹5,000 x 12% / 12) | ₹50.00 |
| Total | ₹8,550.00 |
Steps
Find the old balance
From your old register or Tally, note each member's unpaid maintenance, unpaid interest and any advance, as on the day before your first bill period.
Enter it when you add the member
Type the amounts in Previous Balance Details. In an Excel upload, use the columns Principal Arrears, Interest Arrears and Int-Free Arrears.
Change it later if needed
Open the member from the list, correct the amounts and press Save Details. Do this before you generate the first bill. After the first bill, the amounts are already part of the member's account.
Common mistakes and questions
Should I enter a member's whole outstanding amount, including this month's bill? No. Enter only what was due before the period you are about to bill. SocietyBee creates this period's charges itself.
How do I show an advance?
Enter a minus number in Principal Opening Balance, for example -1500.
Can I change the opening balance after generating bills? Avoid it. Once bills exist, the arrears are part of the member's account, and changing them does not rewrite old bills. Ask your accountant first.
What happens next
When all members and arrears are in, you are ready to start billing. The Bills guides explain how to preview and generate bills.