CountServa · CountServa: Accounting and ERP Manual

Memberships

VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/countserva-memberships

Memberships in CountServa lets you sell membership plans, keep a roster of members and their families, and run a loyalty scheme with reward points, stored credits and loyalty stamps. Members can use their benefits at the Point of Sale and on invoices, and every ringgit that changes hands is posted to your ledger automatically. It is used by clubs, gyms, cafés, salons and any business that sells memberships or runs a rewards programme.

Before You Start

You need the Memberships right. Creating and editing plans, changing Membership Settings and adjusting a credit balance are owner or manager tasks. Set up at least one bank or cash account first so fees and top-ups have somewhere to land (see Banking and Bank Reconciliation).

The Memberships group in the sidebar has four screens:

How Rewards Work

Only subscription fees and stored credits touch the general ledger. Every posting is reversed if you cancel or void the source.

Set Up Membership Settings

1. Go to Memberships > Membership Settings.
2. Set the Member No. Prefix and Subscription No. Prefix used for numbering.
3. Choose the Default Membership Income Account, the Default Deferred Revenue Account and the Member Stored-Value Credits Account. Leave them as Default to use the standard accounts.
4. Under Reward Point Rates, set Points Earned per RM Spent, the Point Value (RM each) used when a member pays with or converts points, and Points Expiry (Months) (0 means points never expire).
5. Press Save Settings.

Create a Membership Plan

1. Go to Memberships > Membership Plans and press New Plan.
2. Enter the Plan Name, such as "Gold Annual". Leave Code blank to number it automatically.
3. Set the Price (RM) and the Member Discount (%) members on this plan receive.
4. Choose the Period (One Off, Weekly, Monthly, Quarterly, Half Yearly, Yearly or Custom). Term (Days) is filled from the period if you leave it blank.
5. Choose the Recognition: Immediate books the fee as income at once; Deferred Over Term holds it as deferred revenue and releases it over the term.
6. Optionally pick an Income Account and Deferred Revenue Account for this plan.
7. Under Supplementary Members, tick Allow Supplementary, set Max Supplementary (0 means unlimited) and any Supplementary Fee (RM).
8. Under Rewards, set Points per RM Spent, Join Bonus Points and Join Credit (RM).
9. For a stamp card, set Stamps per Visit, Stamps for Reward (0 turns it off), the Stamp Card Reward description and an optional Reward Item given free at the till when the card is full.
10. Tick Active and press Create Plan.

Use Deactivate on the plan list to stop selling a plan without deleting it.

Add a Member

1. Go to Memberships > Members and press New Member.
2. Enter the Full Name and choose the Member Type: Principal, Spouse, Family, Dependent or Supplementary.
3. For a non-principal member, choose who they Belongs to Principal and enter the Relationship.
4. Fill in Phone, Email, IC / Passport No., Date of Birth and Joined.
5. Optionally choose a Linked Contact for billing, so the member can be picked up on invoices and at the POS.
6. Set the Status (Active, Inactive, Suspended or Cancelled).
7. Leave Discount Override (%) blank to use the highest discount from the member's active plans, or enter a fixed rate for this member.
8. Press Create Member.

The Members list shows cards for Active Members, Principals, Supplementary, Active Subscriptions, Expiring in 30 Days and Stored Credits. Search by name, member number, phone or email, and tick Principals Only to hide family members.

Sell a Subscription

Only a principal member holds subscriptions. Open the member and use the Subscriptions section.

1. Choose the Plan and the Start date.
2. Change Term (Days) or Price (RM) only if this member's deal differs from the plan.
3. Choose where the money went in Received Into, or tick Pay with Credits to pay from the member's stored credits.
4. Press Add Subscription.

CountServa posts the fee, grants any join points or join credit, and shows the subscription with its Deferred balance and Status. For a deferred plan, press Recognise to release the remaining deferred balance at once. Press Cancel to end a subscription; any unrecognised deferred revenue is reversed.

To add a family member from the principal's page, press Add Member in the supplementary members section.

Manage Points, Credits and Stamps

On the member's page you see the Reward Points, Stored Credits and Loyalty Stamps balances, with a panel for each.

• Reward Points: choose Add Points or Redeem Points, enter the points and an optional note, then press Apply. If a point value is set, use To Credit to convert points into stored credit.
• Stored Credits: enter a top-up amount, choose where the money was received, and press Top Up. Enter an amount and press Spend when the member uses credit for a benefit. Owners can press Adjust Balance with a reason to correct the balance; a balanced correcting entry is posted.
• Loyalty Stamps: choose the Stamp Card (Plan), enter the count and press Add Stamps. When the member reaches the target, the reward is redeemed and the card resets.

Each balance has its own history: Points History, Credits History and Stamps History.

Using Membership Benefits at the POS

1. On the POS terminal, press Member and search by name, member number or phone.
2. Pick the member. Their discount is applied and shown as Member Discount in the totals.
3. If the member has a full stamp card, choose the reward under Redeem Stamps for a Reward to add it to the sale free.
4. At payment, Member Credit and Member Points appear as tenders when the member has spendable value. Each is capped at what the member holds.

Paid lines on the sale earn points and stamps for the linked member automatically. If the sale is later voided or refunded, the loyalty earned on it is clawed back in proportion. A refund on a member sale can also go back as Member Credit instead of cash. See Point of Sale.

Using Membership Benefits on Invoices

1. On the invoice form, choose the Member (or No Member). Linking a member applies their loyalty discount, net of tax, on top of any voucher.
2. Issue the invoice as usual.
3. On an issued or part-paid invoice with a member, press Pay with Credit to settle it from stored credit, or Pay with Points to settle it with reward points.

Each creates a receipt against the invoice. Voiding that receipt restores the member's balance. See Invoices and Credit Notes.

Membership Reports

Go to Memberships > Membership Reports for a snapshot of the scheme: Total Members, Active Members, Active Subscriptions, Active Plans, Stored Credits Liability and Points Outstanding.

• Upcoming Renewals lists subscriptions ending soon so you can contact members.
• Stored Credits, Subledger to GL and Deferred Revenue, Subledger to GL compare member balances with the ledger. A balanced figure shows Tied to GL; otherwise a Variance is shown.
• Recognise Due releases the elapsed portion of every deferred subscription up to today.
• Loyalty Obligation shows outstanding points and stamps for your notes to the accounts under MFRS 15.

Frequently Asked Questions

Do Reward Points Post to the Ledger?

No. Points and stamps are non-financial and kept in their own ledgers. Only when points are spent on an invoice or converted to credit does CountServa post a loyalty expense.

Can a Member Hold More Than One Plan?

Yes. A principal member can hold several subscriptions at once. Their discount is the highest rate across their active plans unless you set a Discount Override.

Why Can Family Members Not Buy Subscriptions?

Subscriptions and rewards belong to the principal. Spouse, family, dependent and supplementary members sit under the principal's account.

What Happens to Points When a Sale Is Refunded?

The points and stamps earned on that sale are reversed in proportion to the amount refunded, never taking the balance below zero.

Do Points Expire?

Only if you set Points Expiry (Months) in Membership Settings. The oldest points expire first.

Related Guides

• Point of Sale
• Invoices and Credit Notes
• Campaigns
• Financial Reports