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Member Master

Member Master

Member Master - User Guide

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📈 Business Impact

The Member Master is the “Member Database” that powers your revenue and governance. Correct member data ensures zero billing errors, maintains legal share records, and enables instant communication during emergencies or official meetings.

⚡ Quick Start: Registering a Resident

  1. Access: Navigate to System Tools > Member Master.
  2. Details: Click Create New, enter Name, Flat No, and Building/Wing.
  3. Billing Info: Set the “Invoice Up To” date (this tells the system when to start billing from).
  4. Linking: Assign a Service Group (e.g., “Regular 2BHK”) to automate their monthly maintenance bill.

🗺️ Member Lifecycle Flow 

graph TD
    Member[Member Master] --> Shares[Share Info / Certificates]
    Member --> Billing[Monthly Invoices]
    Member --> Receipt[Voucher Receipts]
    Member --> Docs[NOC / Nomination]
    Member --> Comm[Notices / Alerts]
    
    style Member fill:#f9f,stroke:#333,stroke-width:2px

1. Introduction 📝

The Member Master is the heart of the CHS ERP. It links every resident to their fiscal responsibilities (Maintenance) and legal rights (Shares and Nominations).

2. Usage in Transactions 🔄

The Member Master is the primary filter for almost every operational screen in the system:

  • 📄 Invoice Generation: Whether single or Bulk Invoicing, the system pulls the member’s flat details and linked Service Group to calculate the bill.
  • 🧾 Voucher Receipt: When a member pays maintenance, the system identifies their outstanding balance via the Member Master.
  • 📜 NOC & Nominations: Generates official “No Objection Certificates” and records legal heirs based on the member’s profile.
  • 🚗 Parking Allotment: Links specific parking slots (Car/Scooter) to a member ID.
  • 📢 Notice Board: The system pulls the member’s Mobile No (WhatsApp) and Email ID to broadcast notices.

3. Related Reports 📊

Member data drives the majority of society-resident reports:

  1. 🏛️ Member Statement / Ledger: A detailed report of all bills and payments for a specific member.
  2. 📋 Outstanding Dues Report: Summarizes which members owe maintenance and for how long.
  3. 📉 I & J Forms: Statutory registers that track membership and share transfers (derived from Share Info and Member Master).
  4. ⏳ Invoice Up-To Log: Monitors which members haven’t been billed for the current month.

4. Key Fields Highlights 🔍

  • Flat No & Area: Crucial for calculating maintenance if the society bills “By Square Feet.”
  • Invoice Up To: A safety date. The Bulk Invoicing system will never bill a member for a period earlier than this date, preventing duplicate bills.
  • Member Status: Mark members as “Suspended” or “Ceased” to stop automated billing.
  • Service Group Link: The direct link that tells the system what to bill this member (e.g., Residential vs Commercial).

5. Interface Walkthrough 🔄

Browse Member Master

The Member Master Index is the central control panel for resident management.

  • Master Grid: Track Member IDs, Names, Flat Details, and live Status (e.g., Live, Ceased) in a single view.
  • Bulk Configuration: Use Link to Service Group to assign members to specific billing categories (1BHK, 2BHK, etc.).
  • Data Management: Use Import to onboard new residents from Excel or Export to Excel for external verification and auditing.
  • Deep Dive: Click Supplementary Details to access legal and facility management modules.

Member Master Index

Supplementary Modules

The Supplementary Details menu provides access to specialized member records.

  • Legal Compliance: Visit Joint Member, Nomination Register, and Share Info to manage society membership and legal rights.
  • Facility Management: Access Parking Slot Master and Parking Allotment Master to link vehicles to specific residents.
  • Security & Ops: Monitor the Visitor Register for flat-specific guest entries and manage No Objection Certificates for official requests.

Member Master Supplementary Details

6. Best Practices / Tips 💡

ℹ️
  • Use Excel Import: If you are setting up a new building, use the Member Mst Import tool to upload all residents at once.
  • Set “Invoice Up To” Carefully: When a new member joins mid-year, set this date to the day before their first bill should start.
  • Keep Mobiles Updated: A 10-digit mobile number starting with 6-9 is mandatory for the WhatsApp notice feature to work.
  • Link Service Groups: Every member must be linked to a Service Group for Multiple Invoicing to function.
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