Sooner or later every association meets a fee that will not be paid, or one that was issued wrongly. These are different situations, and flatnumber treats them differently on purpose.
Mark a fee as uncollectable
Use this when the debt was legitimate but you have given up recovering it — an owner who sold and left, a dispute the association decided not to pursue.
Open the fee from Funds and choose to mark it as uncollectable; you are asked to confirm.
- The fee stays in the records, labelled as uncollectable, with the date you marked it.
- Its pending balance is not set to zero: the label says "we stopped expecting this", not "this was paid".
- It no longer accepts payments, and the mark cannot be removed. Be sure before you confirm.
- The association's balance does not change, because no money moved.
You will also be offered this option when you cancel an owner who still has pending fees.
Delete a fee
Use this only for fees created by mistake — wrong unit, wrong amount, issued twice. Open the fee, choose delete and confirm.
- The fee disappears for you and for the owner.
- Every payment recorded against it is deleted too. If money had really been collected, it leaves the accounts and the association's balance drops.
If a fee has real payments and you only need to change it, do not delete it. Delete the wrong payment instead (see Record a fee payment), or issue an additional fee for the difference.
Good to know
A plain "pending" fee tells you nothing about why it is unpaid. "Not paid yet" and "will never be paid" look the same until you mark the second kind as uncollectable. Doing so keeps your list of genuinely outstanding fees honest.
Unpaid fees do not expire with the financial year. They keep appearing as money owed until they are paid, written off or deleted.
Common questions
The owner paid after I marked the fee uncollectable. The fee itself can no longer take a payment. Record the money as other income and mention the fee in the description, so the accounts show where it came from.
I deleted a fee by accident. Issue it again and record its payments again, with their original dates.