Creating Charge Items

Created by Migration Bot, Modified on Thu, 3 Sep at 4:44 PM by Migration Bot

Originally written by Zak Taylor. Published 27 August 2024, last updated 30 September 2025 on the Club Systems help centre.

This guide is essential for anyone looking to efficiently create and manage charge items within the ClubV1 platform. It provides a step-by-step approach to adding charge items, assigning them to specific categories, and adjusting prices as needed, ensuring accurate financial management. By following the instructions, users can easily customize their pricing structures and maintain flexibility in their billing processes.

Adding a Standard Charge Item

Navigate to [https://www.clubv1.com/Home/MyHome](https://www.clubv1.com/Home/MyHome)
Click "Finance"
Click "Bill Charge Items"
Click "Standard Charges"
Click "Add Charge Item"
Enter the name or description for your charge item.
Enter a Nominal Code for the charge item if applicable, if you do not require a nominal code for your accounting then leave this blank.
Select a VAT Rate if one applies
Click the "Nett" field and enter the standard Nett Price.
The "Gross" field automatically populates by adding the VAT Rate to the Nett Price. For instance, with a VAT of 0%, the Gross remains 1000, but with a VAT of 20%, the Gross increases to 1200.

If you manually input the Gross Rate, the Nett Rate will adjust accordingly, reflecting the Gross amount minus the VAT.
Selecting "Yes" to enable this charge for all categories will then display the "Edit Categories" option. You can use this to select exactly which categories you want this charge to apply to.

You can also edit the categories selected and the charge item's price per category later on.
After completing the above steps, select "Add" to confirm the charge item.
You will now see your Charge Item overview.

Voluntary Charge Items

Select "Voluntary Charges"
Select "Add Charge Item"
Just as with Standard Charges, a screen will appear for entering details about the Charge Item. The distinction with a Voluntary Charge Item is the ability to select its type.

There are three types: Suggested, Fixed, and Open. With a Suggested Voluntary Charge, you propose a price, but the user has the discretion to pay a different amount if they choose.

A Fixed Voluntary Charge means you determine the price, and the user must either pay that amount or not at all; they cannot modify the price.

An Open Voluntary Charge allows the user to decide the amount they wish to pay, without any suggested or predetermined price.

Managing Charge Item Categories

Select "Manage Categories" at the top of the screen.
You will see a table with each category that the charge item is enabled for along with the Nett Price, VAT Rate, VAT and Total Price.
You can update the price per category if necessary. As you can see I've set the the 5 Day Member Category to £750 from the original £1000
You can also delete categories from this list to disable the charge for them by selecting the "Delete" option on the right.
Selecting "Add Category" will add a new entry in the table where you can then select a new category and update the price and VAT rate as necessary.
Note: You will not be able to progress if you have the same category selected multiple times.
Click "Save" to save any changes

Editing the Charge Item

Click "Edit"
The "Charge Items" screen will reappear, allowing you to update the Description, Nominal Code, VAT Rate, and prices.

Additionally, there is an option to "Update existing categories to use the default price." If enabled by setting it to "Yes," the prices of any selected categories for this charge item will be adjusted to match the price specified on this screen.

Reporting on Payment Items

Click on "Reports"
Click "Membership"
Select the "Membership Profile Report".
This report allows you to see how much revenue each category would bring in if every member of each category was billed and paid for what's on their current charges.

You can run this report as of today's date or a past date allowing you to see how your revenue has changed overtime.