Glossary¶

Account. The billing entity for one or more members. Holds bill-to name, code, address, contacts, ledger and statements.

Account code. A unique code per organization (for example HIL001), used as the default payment reference.

Accountant. Role focused on billing. Can view accounts, ledgers and statements.

Adjustment. A manual ledger correction that can increase or decrease the balance.

Admin. Role that can manage members, billing and organization settings.

Anonymized member. A member whose personal details were removed after 24 months of inactivity, while financial records remain.

Attendance. The record of who was present, absent or pending at a session.

Balance. Posted charges and adjustments minus payments, credits and refunds. Positive means owed; negative means credit.

Bill To. The name on an account's statements.

Billing model. How a package is charged: Recurring, Usage-based, Prepaid or Manual.

Charge. A ledger entry that increases what is owed.

Credit. A non-payment reduction of the balance.

Instructor. Role for running sessions and taking attendance.

Inactive. A record kept for history but no longer in normal use (members, accounts, packages).

Ledger. The append-only list of financial entries against an account.

Manual billing. A model with no automatic charges.

Member. A person who attends sessions.

Occurrence. One date of a session, possibly part of a recurring series.

Operator. Under POPIA, South Dune's role: it processes data on the organization's behalf.

Organization / workspace. Your business's space in South Dune, with its own subdomain, members, packages and billing.

Owner. The highest role. Every organization has at least one.

Package. What a member is entitled to, with a price and billing model.

Payment reference. The reference customers use when paying, shown on statements.

Pending registration. A walk-in whose full details have not yet been captured.

Pending (ledger). An entry recorded but not yet counted in the balance.

Posted. A ledger entry that counts towards the balance.

Prepaid. A model that charges in full when the package is assigned.

Recurring. A model that charges automatically each month on the trigger day.

Responsible Party. Under POPIA, the party that decides why and how personal information is processed. That is your organization.

Roster. The list of expected attendees for a session, built by package and tags or picked manually.

Series. A recurring session definition.

Session. A scheduled class, lesson or activity.

Statement. A period summary of an account's ledger. Saved statements are numbered and locked.

Subdomain. Your workspace's permanent address prefix.

Tag. A label used to group members for rosters and filtering.

Trigger day. The day of the month a recurring package is charged.

Usage-based. A model that charges per attended session, when the session is completed.

Void. Reverse a manual ledger entry while keeping it for audit.

Walk-in. Someone added to a register who isn't yet a registered member.