A-Z OF MEMBERSHIP BILLING DOUG MORRIS, COMPUTER SYSTEM INNOVATIONS, INC

Transcription

1 A-Z OF MEMBERSHIP BILLING DOUG MORRIS, COMPUTER SYSTEM INNOVATIONS, INC AGENDA TOPIC NAME System Setup imis Dues Structure Special Pricing Prorating Processing Billing Subscriptions Manage Expired Members Accrual Dues 1

2 WARNING These slides are designed to be take aways In the States, a Take Away is not to go, it is something you can use later Don t ever create a presentation that is full of words unless you want people to be able to use it later as a reference Or you want bad evaluations HOW YOU FEEL RIGHT NOW ABOUT BEING HERE 2

3 SYSTEM SETUP ACCRUAL DUES Accrual vs. Cash Accrual Dues Income is recognized at time of billing Batch/Invoice/Invoice_Lines/Trans/Subscriptions/Name/Name_Fin are all affected You can undo billing provided it has not been posted You must use Credit Memos to reverse billings Cash Dues Only Subscription/Name/Name_Fin are updated no real financial information is recorded or could be transferred to your accounting system You can t undo a billing but you can redo aka rebill a billing You can easily edit and/or delete subscription records to correct billing mistakes (and this can be bad!) 3

4 ACCRUAL DUES ACCRUAL VS. CASH If your organisation has a significant number of members who do not pay their dues (5%?) you should normally be on cash. If your organisation needs to defer the income over the membership period, you must be on cash. Most organisations use cash billing SYSTEM SETUP Annual dues are for the same period all the time. They use the month defined as the First Month of the Fiscal Year as defined under AR/Cash Setup Module Anniversary dues are based on the Join Date. They tend to be for the 1 st of the month of the Join Date through 12 months. Cash Dues Over/Under creates an open AR item (similar to Accrual Dues) when an item is under paid or over paid. This normally should be turned on. Not applicable to the Staff site Auto Apply Dues Payment applies the dues payment after entering the amount rather than forcing you to manually select each item. Not applicable to the Staff site 4

5 SYSTEM SETUP Two different setup screens depending on Cash or Accrual Setup 1. For Cash based dues, it is recommended that you turn this option on if you have complimentary subscriptions that come with dues payment otherwise they will be marked paid even if the dues are not! 2. For Accrual dues, you get two items 1) Paid in Full and 2) Billing Time. SYSTEM SETUP START DATE CONTROL Start Date Control is used when you don t want cheat your members It can apply to both New Members and Existing (Delinquent) Members For New Members, it will advance the start date to the first of the following month on and after the date you enter (so above, anybody joining on or after the 25 th has their start date move to the 1 st of the following month, not this month) For Delinquent Members, it works in conjunction with the Grace Period. 5

6 SYSTEM SETUP PRORATING Prorating is only used for Annual Billing There are three different types of Prorating 1. Standard is a monthly forward proration. So the initial bill is adjusted based on the starting month within the billing period/interval (customer joining in July is billed ½ of the dues, provided starting month is 1 in AR/Cash-System Setup) 2. Special uses the user-defined rules as setup per product. This can be Forward or Reverse prorating (often called 1 st year prorating or 2 nd Year Prorating) 3. You can also prorate using special pricing SYSTEM SETUP MAINTAIN PREVIOUS BALANCE Maintain Prev Balance is used for Cash Dues only If you don t have this on, the existing subscription record is reset completely and any existing balance is overwritten (another good reason for Cash Dues Over/Under Payments Create AR). If you do have this on, imis will add the existing balance to the new balance. However, the payment terms will now not coincide with the amount due. This can be confusing to members. 6

7 SYSTEM SETUP AR Payment Application is only for Accrual Dues. Used for payments entered in AR/Cash Enter and Edit Transactions Cash Receipts. Denotes if partial payments should be evenly applied across all outstanding dues items or if they should be based on priority as setup in imis. Not applicable to the Staff Site IMIS DUES STRUCTURE 1. Setup Dues Item (Billing Module) 2. Add Dues Item to Customer Type Table (Customers Module) 3. Configure Billing Cycle(s) 7

8 DUES ITEM SETUP Always enter a price for both Regular and Non-Member even if you are using special pricing. This prevents people getting dues for free when there is a mistake. Payment priority is used for both how the payment is applied as well as where the item appears on the bill* Renewal Months can be left at 0 if it is the same as what is in the System Setup. Deferred only shows if you own the deferred income module. You must setup the Prorate rule before you can use it. CUSTOMER TYPE TABLE Enter your newly created Dues Product Code on the Customer Type Table. You can mark it Comp and/or enter a fixed amount as well. But this really should only be used for the simplest of dues pricing. Only the first product code entered is used for determining when the Paid Thru date should be updated. All product codes entered on this screen will share the same begin and end dates. Do not put optional subscriptions here. Clicking Bill Company will bill the company record for the dues even though the subscription record will remain on the individual record. 8

9 BILLING CYCLE BILLING CYCLE Enter a unique Cycle Name Enter the Member Types and Categories that will be billed Do NOT select any products that you entered on the Member/Customer Type table! 9

10 BILLING CYCLE Choose Add Member Type Items (could be called Customer Type Items, or This Is A Dues Cycle) Choose Update Comp Paid Thru at Payment Time if you are billing comp items at the same time such as subscriptions. This overrides setup. Major Sort is for the sort order of the printing Member sort does not do anything Product Sort determines if multiple products should be sorted by name or their Pay Priority. Billing Type should be left at Default unless you have an exception. BILLING CYCLE Inclusion is self explanatory Include all sections means that any section on the member record will be billed. Include all chapters means that any chapter on the member record will be billed. Add Member Type items adds all dues product codes found on the Customer Type Table Update Comp Paid Thru at Payment time, updates Comp items only at payment time, not billing time.. 10

11 BILLING CYCLE Use for web joins, enables the cycle to be used for a web join note, you should only have one of these per member type! Use to display itemized web renewals is for breaking out the individual line items on renewal and/or join. BILLING CYCLE BILLS/REMINDERS 11

12 REMEMBER DUES CUSTOMERS - DUES SPECIAL PRICING imis Special Pricing is based on Member Types and optionally Categories (known as Bill Categories in Customer Setup Basic Options). For each Member Type/Category you can setup special pricing Special pricing can be based on fields in the Name_All view or alternatively you can create some magic. Special pricing is defined on the Product Level and is accessed by clicking the Special Prices button From here, click New and enter the Type in the format MEMBERTYPE/CATEGORY Member Type + Category will take priority over Member Type alone 12

13 SPECIAL PRICING NAME_ALL - ABBREVIATED When creating the user defined table, select the Use For Dues Pricing checkbox. (Note: will not work on Multiple Instance tables) Make SURE you do not have any field name in your user defined table that already exists in Name or Name_Fin (e.g. WORK_PHONE), or in other UDTs selected for Name_All. The view does not identify which tables the fields came from and therefore does not support the same field name twice (and imis doesn t like it either!) Also make sure that Always Create is checked Last but not least, do NOT restrict the Table to certain Member Types. If you do (and don t take extra steps to populate the table), people of other member types will be invisible to Special Pricing! 13

14 HOW TO BACK POPULATE A TABLE Run the following SQL Statement to back populate the new UDT with IDs (if you skip this step, you will only have records in Name_All for newly inserted records and dues amounts will come out as either $0, $-900, or $-999 depending on the mood of imis. INSERT Name_Demo(ID) Select ID from Name where ID not in(select ID from Name_Demo) 14

15 NAME_ALL REBUILD FROM YOUR SERVER PRICING RULES If two possible price rules exist anywhere in this list, the higher item will take priority over the lower item. 1. Complimentary flag (from member type table or product) 2. Special pricing by memtype and category 3. Special pricing by memtype only 4. Price from member type table 5. Member/non-member price 15

16 PRORATING When the system is set to Special Prorating, you can define the actual prorate rules by clicking the Prorate Rules button in the Dues Setup Products screen. The first column denotes the month of the start date, the second column is used for either Bumping (B) the Paid Thru Date or Future Year (F) prorating PROCESSING BILLING Billing Options determine if subscription records should be created/updated Printing Options determine what should be printed You do NOT need to Bill and Print at the same time they can be done independent of each other (although ASI recommends that Renewals and Initial Bill should be done together) 16

17 PROCESSING BILLING REBILL Rebill should be called Recalculate. It should be used when a billing run has been performed and the amount was incorrect. It will NOT remove subscription records that have been accidentally created however, nor will it bill records who have had their PAID_THRU date updated because of complimentary pricing. Always make note of the Run Date it is what First and Second Reminders are based off of as well as Rebilling ranges Not available with Accrual Dues PROCESSING BILLING BEHIND THE SCENES 1. Subscription records are created/updated 2. Renewed Thru dates (on Financial Tab) are updated 3. Paid Thru dates can be updated Tip: a product is only created/updated when the effective date is: After Paid Thru on the Name record, and After Paid Thru on the Subscription record for that product, and Before Renewed Thru on the Name_Fin table 17

18 PAID THRUS SORRY ABOUT THE AMERICAN DATES Date the record was Billed Through PAID THRUS 18

19 BEST PRACTICES Use a separate printing cycle when subscription items and dues items need to be printed together but not necessarily billed together Create a null dues cycle at the top of the list to avoid disaster Assign default pricing at higher levels as a precaution Test in a different database whenever possible Test new formulas and cycles on single records Never run a real mass dues billing without a backup you trust SUBSCRIPTIONS Applies to cycles where Add Member Type Items is not checked No products are added - renews only products selected and present Name.PAID_THRU and Name_Fin.RENEWED_THRU are ignored Looks at Subscriptions.BILL_THRU to decide if a product has already been billed. Payment in full updates Subscriptions.PAID_THRU but not Name.PAID_THRU 19

20 SUBSCRIPTIONS Subscription item must be added to the Billing tab first. Click New, New, enter the item, and adjust the Date Added if necessary Click Save BILLING SUBSCRIPTIONS Click Create Invoice, New Check Renewals, choose the cycle, choose the printing option, adjust the effective date and click Run. 20

21 SUBSCRIPTIONS The resulting subscription record looks as follows MANAGING EXPIRED MEMBERS Normally used for converting Members to Non-Members Also can adjust Name.STATUS 21

22 TROUBLESHOOTING Field is not in the Name_All view. Verify: Use for Dues Pricing is checked Create Views has been performed TROUBLESHOOTING Issue: Members are not being billed Solution: Check Renewed Thru on Financial Tab clear this out Check Paid Thru on Status Tab Check Paid Thru on Subscription Item Check Dues item on Member Type table 22

23 TROUBLESHOOTING Issue: Members are billed -900 or -999 Solution: You have an invalid pricing formula indicates that the formula is special pricing based on Member Type, and -999 indicates it is an issue with special pricing based on MemberType/Category RESOURCES docs.imis.com 23

24 QUESTIONS Doug Morris Computer System Innovations, Inc. downloads.csiinc.com/niugapdues.zip WITH THANKS TO OUR SPONSORS NIUG DISCOVERY CONFERENCE 24