Navigate to the Control Panel > Money Tab > Setup > Bank Account.
This screen shows the bank accounts defined for your club or association. For tax reasons, some clubs and associations deposit membership dues in one account and event registrations, donations, etc. into different accounts. You can also specify accounts belonging to different organizations (such as a state or national “parent”) and configure ClubExpress so that payments are distributed into multiple accounts.
Each club has one designated “Primary” account that is used for all transactions if specific separate accounts have not been defined (see below). The primary account cannot be deleted but it can be changed at any time.
Whenever an account is entered or modified, verification is required using either a voided/cancelled check or a bank statement, which you upload. ClubExpress will verify the account and send an email to your Treasurer once it has been verified.
Also, whenever a bank account is added or modified, the system will send an email to the designated club President, Treasurer, and the user who made the change (if they are not the President or Treasurer) describing the change. This email protects the club against a malicious action by an administrator or coordinator with access to the Bank Account Administration screen. The same email is also sent to ClubExpress and retained by us as a record of all bank account changes. In order to activate your bank account, you must provide documentation to verify the account (a voided/cancelled check or a bank statement). If you did not upload the document when you added or changed the bank account information, you will be prompted to do so in the confirmation email you receive.
Accounts have various status codes and options in the Maintain column:
- Active - This bank account can be used for transactions on your website.
- New - A newly added bank account that can be used for transactions.
- Changed - An existing account which requires documentation to activate.
- Closed - This account is not active and cannot be used for any transactions.
Adding an Account
Click the Add Bank Account button.
This screen gives us at ClubExpress the information we need to verify your account. The following information is required:
- Descriptive Name is your internal name for this account. It’s used within ClubExpress only to distinguish one account from another.
- The name on the account
- Bank name
- Bank routing number
- Account number
- Whether this is a checking or savings account
- Whether this is a business or personal account.
- Whether this is the primary (default) account for your club or association.
- A voided or cancelled check, or bank statement
Closing an Account