Billing & Cost Sharing

Fixing Billing Mistakes

The ledger is append-only. Resyrv never erases or rewrites an entry. You correct mistakes as an accountant does: with a correcting entry that keeps the full history.

Why Resyrv deletes nothing

Each charge, payment, and credit stays on the ledger permanently, exactly as it posted. Anyone can see the source of a number. No hidden edit can make the history disagree with the bank. A correction is always a new entry that makes the balance correct.

The manual entry

Admins with the manual-entry permission can post a charge to the ledger of any member. Select the category, the amount, a date, and a description that tells why. For an undercharge, post a follow-up charge. Resyrv calculates tax for each category automatically, so the follow-up charge gets the same tax treatment as the original. For a wrong charge or an overcharge, post a credit with Add credit (below).

How to split a correction

A manual entry does not have to go to one person. You can split it across the partners of an aircraft by ownership share. Each row has a default value that you can change. Or you can split it equally across any set of members, and Resyrv handles the penny remainder. This is useful if an annual or an unexpected bill belongs to the partnership, not to a pilot.

How to credit a wrong charge

To decrease the balance of a member, open the page of the member and select Add credit. Admins who manage the financial log can see this action. Select Goodwill credit and enter the amount. In the memo, write why you give the credit. Click Add to account. The same action is also for the usual case (“just put fifty dollars on their account”).

A goodwill credit has no tax of its own. Thus, to cancel a taxed charge, credit its full total, with the tax included.

How to select a refund or a credit

If the money must leave the system, issue a refund against the original payment. Refer to Payments & Refunds for the destinations. If the member continues to fly with you, an account credit is simpler. The value stays on their ledger and pays future charges.

Payments & Refundswhere you can send a refund.

How to void a service event

If a maintenance service was posted against the wrong tail or the wrong member, void it. Do not edit it. Open the service event and void it with a reason. Resyrv reverses each charge that the event posted, with the same tax treatment. Each invoice that the event touched stops billing the old amount. Money that the event took from a reserve fund goes back to the fund.

The record stays in the history, marked voided and read-only. There is no un-void. To correct the work, log a replacement service event.

How to correct flight charges

Resyrv locks the meter values of a flight when it posts. To correct a flight with wrong values, delete it and log it again. This makes the aircraft log correct. You correct the money here, with an offsetting entry. Logging Flights gives the full procedure, under Correcting a flight.

Logging Flightshow to correct a flight, step by step.

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