Maintenance paid but still shown as due: reconciliation checklist

Quick answer

Maintenance paid but still shown as due: If your maintenance was paid but is still showing as due in the society's records, the payment has almost always been received but posted in the wrong place, or not yet received in cleared funds. Start with the bank statement on both sides, find where the money went, and correct the ledger with a dated entry that leaves a trail.

What this guide covers, in reading order. Original illustration.

This checklist works for members who are being chased for money they paid and for treasurers trying to clear the backlog before reminders go out.

The usual causes

Cause	What it looks like	Where to look
Unallocated credit	Bank shows money in, but no flat number in the reference	Bank statement; suspense or unidentified receipts list
Wrong flat	Neighbour's account shows an overpayment	Ledger for flats with similar numbers
Wrong period	Paid for June, posted to May arrears	Member's ledger; allocation rule
Cheque not cleared or returned	Receipt issued, but no credit or a reversal	Bank statement; returned-cheque advice
Cash receipt not entered	Member holds a receipt; ledger has nothing	Receipt book counterfoil; cash book
Duplicate or revised bill	Two bills for the same period	Bill register

Maintenance paid but still shown as due – illustration for the article “Maintenance paid but still shown as due: reconciliation checklist” — Maintenance paid but still shown as due: original Coopman illustration.

Checklist for the member

Find the bank statement line: date, amount, transaction reference.
Note the bill number and period you meant to pay.
If you paid in cash or by cheque, find the receipt number.
Write to the treasurer or raise a request, attaching the proof. Keep it factual.
Keep paying the current bill with a clear period reference while the old item is checked.

Checklist for the treasurer

Match the member's reference to the society's bank statement for that date.
If found, see where it was posted: suspense, another flat, another period, or nowhere.
If not found, check whether it went to an old or wrong account number, or bounced.
Post a correcting entry dated today, with a narration such as "reallocated from suspense, UPI ref ending 4417".
Issue the receipt if none was issued, and send the member the corrected statement.
Log the correction in a simple register so the auditor can see what changed and why.

Worked example

Example only. Names and figures are invented.

When the member sends the bank line, the UPI reference matches the suspense item. The treasurer posts "Transfer from suspense to B-3, ref ending 4417, received 8 Aug", issues receipt R-0812 and reissues the September bill showing Rs 5,285 due. The suspense list now has one fewer item, and the trail shows exactly when and why the balance changed.

Preventing the next one

Print a payment reference format on every bill, for example flat number plus month.
Reconcile the bank account at least monthly and clear the suspense list before bills go out.
Number receipts and keep counterfoils.
Write down the allocation rule (oldest first, or as the member directs) and get it approved.
Never send a reminder for a balance that has an open query against it.

If it still is not resolved

Members have a right to inspect the cash book, general ledger and other listed records free of charge; the society must arrange inspection within one week of a written application (Rule 67A). If the disagreement continues, disputes between a member and the society about its business go before the Registrar under s.102(1) of the Act, not a civil court or consumer forum (s.102(4)). Most cases never get that far once both sides look at the same bank line.

The bill layout that avoids many of these problems is in how to prepare a clear maintenance bill. Before chasing anyone, see preparing an accurate arrears statement, and keep the correction log for audit preparation.

Doing this on COOPMAN

On COOPMAN members raise a request and the committee assigns, replies and closes it with a trail, so a payment query does not get lost in phone calls. The maintenance ledger and payment records sit per unit. See the society management guide.

This article is general information, not legal advice.

Maintenance paid but still shown as due: frequently asked questions

What proof should I send the treasurer?

A copy of your bank statement line or payment confirmation showing the date, amount and transaction reference (UTR or UPI reference), plus the bill number and flat. A screenshot of a "payment successful" screen alone is weaker, because it may not show that the money reached the society's account.

Can the treasurer simply delete the amount shown as due?

No. Deleting an entry hides what happened. The correct method is a dated correcting entry that allocates the payment to the right flat and period, with a note of why, so the auditor and the member can follow it.

Can I inspect the society's cash book to check my payment?

Yes. Under Rule 67A of the West Bengal Co-operative Societies Rules 2011, members may inspect documents including the cash book and general ledger free of charge. Apply in writing stating the documents and the purpose; the society must arrange inspection within one week.

My payment was applied to an old arrear I dispute. What now?

Ask in writing how payments are allocated (oldest dues first, or as the member directs) and where that rule comes from, such as the by-laws or a resolution. Keep paying current bills with a clear reference to the period, and raise the old item as a separate dispute.

Where does an unresolved dues dispute go?

Disputes between a member and the society about its business are filed before the Registrar under s.102(1) of the West Bengal Co-operative Societies Act 2006, and civil courts and consumer forums have no jurisdiction over them (s.102(4)). Take advice before filing.

Sources and review

Facts checked against the sources listed on 3 October 2026.

Next step: read the society management guide.