INTRODUCTION
Feature Summary: The Aged Fees Report in CourtReserve helps administrators track outstanding member balances over time. Use this report to identify outstanding balances that exceed club policies (e.g. more than 90 days) and follow up with members who have unpaid fees.
Use Cases:
Track overdue balances — See which members owe fees and how long payments have been outstanding.
Follow up on unpaid dues — Export email addresses and contact members to remind them to pay.
Monitor club cash flow — Review total outstanding balances to forecast collections.
Identify repeat late payers — Spot members who frequently appear in overdue categories.
Prioritize collections — Use the Days Outstanding filter to focus on the oldest balances first.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click TRANSACTIONS > AGED FEES.
Report Criteria
At the top of the report, several filters allow you to refine your results and focus on specific members or payment conditions:
1. Memberships: Select a specific Membership Type to narrow results to members within that category.
Example: View only “Family Memberships” or “Junior Memberships.”
Use ALL to include every membership type.
2. Member Status: Filter by the current membership status.
Options may include Active, Inactive, or Suspended.
Example: Use Active to identify current members with outstanding balances.
3. Amount Due: Set a minimum or maximum Amount Due to focus on members with balances above or below a certain threshold.
Example: Select Greater Than $100.00 to display members who owe more than $100.
4. Days Outstanding: Choose a range to show how long fees have been overdue.
Common categories include:
0–30 Days — Recently overdue fees
31–60 Days — Moderately overdue
61–90 Days — Significantly overdue
90+ Days — Long-term outstanding balances
5. Aged Fee Calculation: This setting determines how overdue (aged) fees are calculated in reports and billing views. You can choose how the system calculates the age of a fee based on one of two date options:
By Transaction Date: Displays aged fees based on the Transaction Date — the date the fee was recorded in the system. Use this option if you want aging to reflect when the charge was entered into CourtReserve.
By Service Date: Displays aged fees based on the Service Date — the date the booking, event, lesson, or service actually occurred. Use this option if you want aging to reflect when the service took place, regardless of when the charge was recorded.
Report Output
Once filters are applied, the report displays a detailed table with the following information for each member:
Column | Description |
First Name / Last Name | The member’s name. |
The email address linked to their account. | |
Phone | Contact number for quick follow-up. |
Account # | The member’s unique account identifier. |
Account Type | Identifies whether the account is Individual or Family. |
0–30 Days / 31–60 / 61–90 / 90+ Days | Displays the total amount overdue by aging period. |
Total | The total outstanding balance across all periods. |
Example output:
Sorting and Exporting Data
Use the sort and filter icons to reorganize the data directly within the CourtReserve report table.
If you prefer to work outside the system, click Export Grid to download the data as an Excel (.xlsx) file, where you can sort and filter the information further.
Additional Notes
The Aged Fees Report only includes fees for past-dated services. Future-dated items — such as upcoming reservations, lessons, or events — will not appear in the report until after the service date has passed.
Example: If a reservation is made for next week, it will not show on the report until the day of, or after, the reservation.
The report does not account for batch billing. If your club runs an invoice batch with a specific due date, that due date will not affect how items are displayed in the Aged Fees Report.