Part 4: Membership
This part of the documentation describes the procedures you will use to manage your organization’s membership.
This information is divided into the following chapters:
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Chapter 22: Membership Renewal Setup
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Chapter 23: Membership Renewal Billing Transactions
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Chapter 24: Membership Renewal Billing Processes
Chapter 22: Membership Renewal Setup
Renewal processes in your organization can apply to several things, including organization and chapter memberships and subscriptions.
Note
The same concepts for setting up membership renewal billing also apply to setting up subscription renewal billing. For more information on subscriptions, see Subscription Renewal Billing Setup.
In addition, several variables can change the way the renewal is billed, such as:
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Does your organization have multiple dues rates?
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Are the dues prorated?
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Are dues volume-based (that is, are they based on a measurement such as the annual sales or revenue of a member company)?
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Are dues factor-based (that is, are they based on a factor calculation of a volume measurement such as the annual sales or revenue of a member company)?
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Can dues be invoiced and paid in installments?
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Does your organization use progressive rates for dues (that is, moving from one rate to another)?
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Do you need to limit the number of recipients for your organization’s benefits?
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Does your organization allow renewal billing for unpaid members?
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Does your organization have chapters for which you bill chapter dues?
Because of the complexity of managing all these variables in the renewal billing process, you can use UX Online to set up the components for each type of renewal billing you perform and save those components as a renewal benefit.
This part of the documentation describes how to create each component for your membership and chapter renewals, and then how to bring them together into the renewal benefits you need for your organization’s membership renewal processes.
This documentation also describes how to use renewal packages, which are combinations of renewal benefits and non-renewing products, such as one-time application fees, that you can use to simplify the new member billing process.
This information includes the following topics:
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Membership renewal benefits overview
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Creating default dues and chapter billing products
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Current cycle and next cycle proration
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Creating prorate schedules
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Prorate schedule maintenance
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Creating installment schedules
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Installment schedule maintenance
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Creating a membership or chapter renewal benefit
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Creating membership benefit rates and prices
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Creating complimentary membership rates and prices
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Setting up progressive benefit rate structures
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Setting up volume-based rates and prices
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Setting up factor-based rates and prices
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Benefit recipients
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Additional benefit recipient charges
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Creating a new product for additional benefit recipient charges
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Linking an additional benefit recipients product to a renewal benefit rate
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Creating a new member renewal package
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Creating new member package detail records
Membership renewal benefits overview
A membership renewal benefit is the basis for creating membership dues transactions on a new member’s first invoice. When you create a new member dues invoice, UX Online uses the information from the membership benefit to create the invoice detail line item for the new member’s dues. At the same time, the system also creates a separate renewal billing record for each renewal benefit included in the invoice. A renewal billing record is a record associated with an individual account or contact record, and it contains the membership information needed for renewal billing processes, such as generating renewal invoices or processing terminations.
Note
If your organization uses chapters and manages renewal transactions for chapter membership, you must set up your chapters before you create any chapter membership renewal benefits. For more information about chapter setup, see Chapter Manager.
There are six basic components to renewal billing setup—default dues billing and chapter billing products, prorate schedules, installment schedules, renewal benefits, rates, and prices—that you will use to simplify the process of generating invoices for membership or chapter dues transactions. These components allow you to customize your renewal billing and offer the flexibility for multiple renewal configurations.
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Default dues billing products – In order to create a renewal benefit, you first must create at least one default dues billing product. This default dues billing product contains the accounting information to support GL detail for the renewal benefit when it is used in membership dues transactions and payments. By extension, the same information applies to any renewal invoice you create using that benefit. If your organization uses different GL accounts for different dues, you must set up a separate dues billing product for each. For example, assume that your organization collects dues for a sister organization where the dues revenue is captured in a different GL account than the account used for your organization’s dues. In this case, you would set up one dues billing product for your organization, and a separate dues billing product for the sister organization. The same concept applies to chapter dues, where you must create at least one default chapter billing product.
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Prorate schedules – Create prorate schedules if the renewal basis is a calendar year and your organization prorates the renewal benefit based on the date a member joins. For example, assume your organization’s membership period is from January 1 through December 31, and you prorate the dues for members who join throughout the year. You can include a prorate schedule to your membership renewal benefit to automatically calculate the prorated dues for new members. (Prorate schedules are not used for renewals that use an anniversary basis.) Prorate schedules are not specific to accounting data or modules. The same prorate schedule setups can be used to support memberships, subscriptions, and certifications.
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Installment schedules – All renewal benefits require at least one installment schedule to support the benefit rate setup. This is typically a standard single annual installment. You can also create additional installment schedules if your organization offers a variety of payment options for your renewal billings. Installment schedules are not specific to accounting data or modules. The same installment schedule setups can be used to support membership, subscriptions, and certification.
Important
If your organization uses calendar-based dues, you must follow the guidelines provided in Membership Renewal Setup regarding revenue recognition deferral start and end dates with multiple installment rates. For important additional information, see Calendar-based dues prorate guidelines.
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Renewal benefits – Renewal benefits are the parent records under which you create rates and prices that inherit the core characteristics of the parent benefit. These characteristics include the default dues billing or chapter billing product, renewal method (calendar or anniversary), prorate cycle (for calendar only), and default start date.
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Rates – A rate defines the pricing of the renewal benefit billing and is used to calculate the dues amount. A rate determines whether the price is calculated based on quantity, volume or factor, the installment schedule used, price levels, and the number of benefit recipients specific to the rate. While you must create at least one rate within each renewal benefit, a single benefit can have multiple rates. For instance, multiple rates are required if your organization’s dues structure is based on different installment billing options. Multiple rates can also be used if your dues structure for company membership is tiered to track a specific number of company contacts entitled to receive a particular member benefit. For more information, see Benefit recipients.
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Prices – Pricing, or the actual dues amounts, is defined within the rate. Each membership or chapter dues rate must have at least one member price item and one non-member price item. If your organization bases its dues on specific volume ranges, you will need a member price and a non-member price for each volume range. If your organization bases its dues on a factor of specific volume ranges, you will need a member price and a non-member price for each volume range.
Creating default dues and chapter billing products
The first step in creating your renewal benefits is to create a default dues billing product in the Product Sales Manager. If your organization uses chapters, you will need to create a default chapter billing product. These products define the general ledger accounts that are used for transactions when members join the organization or renew their membership.
When you create your default dues billing product and chapter billing product, you will enter the basic information about the products, including the accounting system company, whether your organization recognizes dues revenue on a cash basis, and the general ledger accounts you use for dues revenue and deferred dues revenue, if applicable. If your organization reimburses chapters for chapter dues, you will need to select the appropriate chapter dues payable account, as well, where the revenue for reimbursable chapter dues does not belong to your organization; it belongs to the chapter.
If all of your organization’s membership dues billing will use the same accounting system company and GL accounts (for dues revenue and deferred revenue), then you will only need to create one dues billing product. If, however, your association has dues that are allocated to different accounting system companies or to different GL accounts, you will need to set up a separate product for each scenario.
Note
The process for setting up a membership dues billing product and a chapter dues billing product is the same.
In the Navigation Tile Bar, select the Product Sales work area > Product Sales > Product Sales Settings > Product Setup to open the List View of active products. This View opens in a new window.
On the List View toolbar, click Add Product to create a new product. In General section, select the fields appropriate to the product you are creating:
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Product ID – Enter a code or abbreviated name for this product. For example, the ID for membership dues billing could be MEMBER-PRODUCT.
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Name – Enter a short descriptive name of the product, for example, ‘Membership Product’.
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Unit Group – Click the Lookup button, select Each, and click OK.
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Default Unit – Click the Lookup button, select Each, and click OK.
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Currency – If you are working in a single currency environment, by default, your preferred currency appears in this field. Otherwise, select Currency.
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Product Type – Select Dues Billing from the list for membership dues; select Chapter Billing for chapter dues.
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Subject – This field is optional.
In the Accounting area, complete the following fields:
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Company – The system will automatically populate this field with the company record flagged as the default company in your set up. If you need to make a change, click the Lookup button to select the appropriate accounting system company for this product. This controls where accounting data will post during the posting process and controls the display of GL accounts available in the GL account lookup fields.
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Reimbursable – Select Not Reimbursable for membership dues billing products; select Chapter Payment if you are creating a default chapter dues billing product where chapter dues are reimbursed to the chapter.
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Primary GL Account – Click the Lookup button to select the appropriate primary GL account for this product. The type of account you select depends on what kind of membership renewal product you are setting up, and whether you defer dues revenue:
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Dues billing product, dues revenue not deferred – select the dues revenue account.
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Dues billing product, dues revenue deferred – select the deferral account.
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Chapter billing product, dues not reimbursed, revenue not deferred – select the chapter dues revenue account.
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Chapter billing product, dues not reimbursed, revenue deferred – select the chapter dues deferral account.
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Chapter billing product, dues reimbursed – select the chapter dues payable account.
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AR GL Account – Click the Lookup button to select the appropriate AR account for this product and click OK.
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Cash Basis – If your organization recognizes all dues revenue on a cash basis, click to select Yes. If dues revenue is on an accrual basis, select No. Dues revenue is most commonly managed on a cash basis.
Important
For organizations that manage membership dues on an accrual basis, the Cash basis = No setting does not result in accurate AR when dues are billed in more than one installment. AR is created for the entire dues amount for all installments – not incrementally for each installment period.
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Control Accrual Basis via AR Utility – This field is enabled when Cash Basis = Yes and mainly is used by organizations that manage membership dues on accrual basis but do not want to see any AR until the membership year begins. When Cash Basis = Yes and Control Accrual via AR Utility = Yes, the “AR Utility” batch process converts invoice detail from cash basis to accrual basis at the start of the membership year. If this situation does not apply to your organization, leave the default setting = No.
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Secondary GL Account – This field is enabled and required when the Primary GL account selected is a deferral account. If your organization defers dues revenue, click the Lookup button to select the appropriate revenue account for this product and click OK. If the Primary GL account selected is not a deferral account, the field is disabled and no entry is required.
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AP GL Account – This field is enabled and required if you selected Reimbursable = Chapter Payment. If this is a reimbursable chapter billing product, click the Lookup button to select the appropriate chapters payable account. If you selected Reimbursable = Not Reimbursable, the field is disabled and no entry is required.
In the Costs area, select the fields appropriate to the dues billing product you are creating:
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Default Price List – Click the Lookup button to open the Look Up Records dialog box. Select Member and click OK.
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Decimals Supported – Enter the number of decimal places needed for this product’s currency format. For example, the default value of 2 is for a 0.00 currency format.
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Single Currency – Do not select. It is not applicable to Dues Billing product types.
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List Price – Leave blank. Pricing is not driven by a default dues billing or chapter billing product types.
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Apply Freight – This field does not apply and is disabled for dues billing and chapter billing product types.
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Is it a Bill Recipient – This field does not apply and is disabled for dues billing and chapter billing product types.
In the Tax Product Info area, select the fields appropriate to the dues billing product you are creating:
The fields in the Description section do not apply to dues billing or chapter billing products; however, you may enter descriptive text in the Description field.
The fields in the Web section are not available as they do not apply to dues billing or chapter billing product types.
Click Save & Close to save this record and return to the list. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Notes
When you save a product record, additional related entities in the Navigation Pane are available, such as Substitutes, Price List Items, and Prices. These features are not applicable to dues billing or chapter billing product types.
Because pricing for membership dues billing and chapter billing products is driven by the benefit/rate set up, you don not need to set up prices for default dues billing product types.
Current cycle and next cycle proration
Proration only applies if your organization manages renewals on a calendar basis. The calendar is any 12-month period that applies to all renewals, regardless of the join date. It is not restricted to a 12-month period that begins in January and ends in December; it can be any defined 12-month period such as July to June or October to September. For example, if your dues year begins in October and all memberships expire on September 30, renewal is calendar-based.
Proration does not apply if your organization manages membership and/or chapter dues on an anniversary basis. For example, if membership expires 12 months from the month a member joins the organization, regardless of what month that may be, renewal is based on the membership anniversary, and dues are not prorated.
When your organization’s dues are calendar-based, you can create prorate schedules for to offer new members reduced dues pricing based on the month a member joins your organization. The proration can occur in either the current cycle (the first year of membership) or the next cycle (the first renewal year).
For example, if your membership year begins in January, you can set up a prorate schedule so members who join in January pay the full dues amount, but members who join in any other month have their dues reduced by a given amount, depending on which month they join. This is a current cycle prorate.
You can also prorate the new member’s dues for the next dues year, rather than the current dues year. This way, a new member will pay a full year’s dues the first year, regardless of what month they join, but their second year dues (first renewal year) will be prorated. This is a next cycle prorate.
You can also choose not to prorate the new member’s calendar dues. This requires a prorate schedule where the number of prorate months = 0 for each prorate detail month. This will result in calendar-based dues for a new member who pays a full year’s dues regardless of what month the member joins.
Important
The set up for a calendar-based benefit requires a prorate schedule, even if your organization does not prorate calendar dues. If your organization’s dues are calendar based and you do not prorate dues, use a prorate schedule where all prorate detail records contain prorate number of months = 0.
Dues proration will have an impact on how the deferred dues revenue is recognized. Therefore, when working with calendar-based dues, you must use these following guidelines when you select the rates to use for a new member’s first dues invoice and for their subsequent renewal invoices.
Calendar-based dues prorate guidelines
Important
If you do not follow these guidelines, deferred dues revenue may not be recognized correctly.
If you do not prorate calendar-based dues:
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New Member Dues Invoice – You must select a single annual installment rate for the initial new member dues invoice so that the system creates the deferral start and end dates for revenue recognition. If you select a multiple installment rate, you will need to manually enter the deferral start and end dates in the renewal transaction invoice detail for each installment.
- First and Subsequent Renewal Invoices – After the initial new member dues invoice, you can select any rate as the Rate Next Rate to generate the first and subsequent dues renewal invoices, allowing the member to renew with an installment schedule that accommodates multiple installments, if needed.
If you prorate calendar-based dues in the current cycle:
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New Member Dues Invoice – You must select a single annual installment rate for the initial new member dues invoice so that the system creates the deferral start and end dates for revenue recognition. If you select a multiple installment rate, you will need to manually enter the deferral start and end dates in the renewal transaction invoice detail for each installment.
- First and Subsequent Renewal Invoices – After the initial new member dues invoice, you can select any rate as the Rate Next Rate to generate the first and subsequent dues renewal invoices, allowing the member to renew with an installment schedule that accommodates multiple installments, if needed.
If you prorate calendar-based dues in the next cycle:
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New Member Dues Invoice – You must select a single annual installment rate for the initial new member dues invoice so that the system creates the deferral start and end dates for revenue recognition. If you select a multiple installment rate, you will need to manually enter the deferral start and end dates in the renewal transaction invoice detail for each installment.
- First and Subsequent Renewal Invoices – After the initial new member dues invoice, you can select any rate as the Rate Next to generate the first and subsequent dues renewal invoices, allowing the member to renew with an installment schedule that accommodates multiple installments, if needed.
Creating prorate schedules
Calendar-based dues (no prorate, current prorate, next cycle prorate) will have an impact on how deferred dues revenue is recognized. Therefore, when you select the rates to use for a new member’s first dues invoice and for their subsequent renewal invoices, you must follow the guidelines in Current cycle and next cycle proration. See Calendar-based dues prorate guidelines for more information.
Note
If your organization has calendar year renewals that begin in different months, repeat this procedure to create prorate schedules for each of those calendar year renewals. For instance, if the national dues year begins in January, you would create a prorate schedule that begins in January. If the chapter dues year begins in July, you would create a prorate schedule that begins in July for those chapter dues.
Important
The set up for a calendar-based benefit requires a prorate schedule, even if your organization does not prorate calendar dues. If your organization’s dues are calendar based and you do not prorate dues, use a prorate schedule where all prorate detail records contain prorate number of months = 0.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Billing Settings > Step One: Prorate Table to open the Active Prorate List View. This View opens in a new window. Click New on the List View toolbar to create a new prorate schedule.
In the General section, enter a descriptive name for the prorate schedule, such as “January Start Monthly Prorate.” Click Save and proceed to create Prorate Detail records.
Creating Prorate Detail
Note
You must create prorate detail for each month of the calendar year.
In the Navigation Pane of the prorate record, click Detail to open the List View of Prorate Detail records. You must create a prorate detail record for each month of the calendar year.
Click Add New Prorate Detail on the List View toolbar to open the Prorate Detail Form.
In the General section, complete the general information about the proration detail:
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Prorate – Displays the name you entered for this prorate schedule. Do not change this field.
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Join Date Month – Select the month for this prorate detail record.
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Number of Months – Enter the number of months that dues should be prorated (reduced) based on the Join Date Month selected above. For example, if your membership year begins in January, and you want members who join in March to have their dues reduced by two months, you would enter 2 in this field when the Join Date Month = March.
Click Save & Close on the Prorate Detail Record toolbar to return to the prorate record.
Important Note
If you enter 12 as the number of months, the cycle start date for the prorate schedule will automatically be set to the first day of the next dues cycle, regardless of whether the renewal benefit this prorate schedule is assigned to is set up to use Current Cycle or Next Cycle proration. This means that any prorate detail entry with a value of 12 will forgive (prorate) 12 months of the benefit amount during the current cycle, even if the benefit is set up to use Next Cycle proration.
If you enter 12, the renewal billing record for new members who pay the new member invoice in full will have a cycle state = Upcoming and will not acquire membership benefits until their cycle start date, which is the beginning of the next dues cycle. You can override the default cycle state for new members by changing the Config value for the application parameter, PAMembership.NewMemberCycleState. For more information, see Configuring New Member Cycle State Override.
Repeat these steps to create prorate detail records for each calendar month of the dues year.
Click Save & Close to save the prorate schedule and return to the Prorate list. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Prorate schedule maintenance
You can make changes to a prorate schedule at any time. Changing the name of a prorate schedule or changing any of the prorate detail records will change the proration of new renewal billing records only, but does not affect existing renewal billing records or invoices.
If you are going to create a new prorate schedule and want to leave the old schedule in place for historical reference, on the list of active prorate schedules, click the schedule to select it, and then click Deactivate from the Record toolbar.
Important
If you deactivate a prorate schedule that is assigned to an existing benefit, you must update the benefit with a new prorate schedule.
Creating installment schedules
UX Online relies on installment schedules in the benefit rate setup to create and calculate invoice detail line items for pricing in new member and renewal invoices that are based on that benefit rate. You must create at least one installment schedule. This is typically an annual installment schedule based on a 12-month cycle. With this installment schedule, the dues invoice would have one detail line item for the full renewal amount.
Note
All renewal billing setup (membership, subscriptions, and professional development) share the same installment schedule records. You do not need to create a separate set of schedules for each module.
You can create alternate installment schedules based on your organization’s needs and assign each to a different rate within a single renewal benefit. For example, your organization might offer its Gold members the ability to pay their $400.00 annual dues on an annual, semi-annual, and quarterly basis. Under the Gold renewal benefit, you would create three rates, each with a different installment schedule and a price of $400.00. The dues invoice using the rate with an annual installment schedule would have one detail line item for $400.00. The dues invoice using the rate with a semi-annual installment schedule would have two detail line items, each for $200.00. The dues invoice using the rate with a quarterly installment schedule would have four detail line items, each for $100.00.
Important
If your organization uses calendar-based dues, you must follow the guidelines provided in Membership Renewal Setup regarding revenue recognition deferral start and end dates with multiple installment rates. For important additional information, see Calendar-based dues prorate guidelines.
For more examples illustrating how you can set up installment schedules, see Installment schedule examples.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Billing Settings > Step Two: Installment Schedule to open the Active Installment Schedule List View. This View opens in a new window. Click New on the List View toolbar to open an installment schedule record.
In the General section of the Installment Schedule record, complete the general information about the Schedule:
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Name – Enter a descriptive name for the Installment, such as ‘1 Year Annual Installment’, in the Name field.
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Bill Frequency – Select a billing frequency for this installment schedule. You can select Annual, Semi-Annual, Quarterly, Semi-Monthly, or Monthly.
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Number of Months – Enter the number of months that represents the duration of the dues cycle. If the dues cycle is one year, enter 12. If the dues cycle is two years, enter 24, etc.
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Number of Installments – Displays the number of installments calculated based on the billing frequency and number of months. Do not change this field unless you are setting up a multi-year installment schedule and want to adjust the number of installments.
Click Save. The following options on the Navigation Pane become active:
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Activities – Displays a list of pending activities created for this record (for example, e-mail, appointments, or phone calls).
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Closed Activities – Displays a list of completed activities for this record.
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Rate – Displays a list of renewal billing rates that use this installment schedule. Use this listing for viewing only. Do not edit existing rate records from this location. Do not use the Add New Rate button on the toolbar.
Click Save & Close to save the installment schedule and return to the Installment Schedule List View. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Installment schedule examples
The following examples show how you can set up different single and multi-year installment schedules. The multi-year examples illustrate when you need to override the default number of installments.
One-year installment schedule settings
1-year renewal cycle, billed once:
1-year renewal cycle, billed semi-annually:
1-year renewal cycle, billed quarterly:
1-year renewal cycle, billed bi-monthly:
1-year renewal cycle, billed monthly
Multi-year installment schedule settings
2-year renewal cycle, billed annually for 1/2 of the amount:
2-year renewal cycle, billed one time for the full amount:
3-year renewal cycle, billed annually for 1/3 of the amount:
3-year renewal cycle, billed one time for the full amount:
Lifetime membership, billed one time for the full amount:
Installment schedule maintenance
You can make changes to an installment schedule at any time. Changing the name of an installment schedule or any other information on it will change the installment information of new renewal billing records and invoices only. Existing renewal billing records and invoices are not affected.
If you are going to create a new installment schedule and want to leave the old schedule in place for historical reference, on the list of active installment schedules, click the schedule to select it, and then click Deactivate from the Record toolbar.
Important
If you deactivate an installment schedule that is assigned to an existing rate, you must update the rate with a new installment schedule.
Creating a membership or chapter renewal benefit
You will use renewal benefits when you generate invoices for transactions that require renewal processing, such as membership and chapter dues renewals and subscription renewals. Renewal benefits also are used for first-time invoicing—new memberships, new chapter memberships, and new subscriptions. If your organization uses both corporate and individual memberships, you will have a minimum of two benefits, with the various rates for companies and individuals defined under each benefit.
Important
Before you begin creating benefits and rates, carefully review and document your organizational requirements for renewal billing and work with your Protech representative to explore the best setup based on your needs.
You will need at least one benefit. You will need to create additional renewal benefits if any of the rates within a module do not share all of the characteristics of the benefit. As your organization grows and changes, you can change your renewal benefits and add new benefits at any time.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Billing Settings > Step Three: Renewal Benefit to open the Active Benefits List View. This View opens in a new window. Click New on the List View toolbar to create a new benefit.
In the General section of the Benefit record, complete the general information about the renewal benefit:
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Module – Click the Lookup button to select the Membership module for the new benefit. The Membership module is used for both membership and chapter benefit setup.
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Default Product – Click the Lookup button to select the default product for this renewal benefit. For a membership dues renewal benefit, select the dues billing product you created to support membership and click OK. For a chapter dues renewal benefit, select the chapter billing product you created to support chapters and click OK. All transactions associated with this renewal benefit will use the accounting setup defined in this default product. See Creating default dues and chapter billing products for more information.
Note
The default product will be used as the default for all rates defined within the benefit. However, you can assign a different dues billing or chapter billing product to specific rates if needed.
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Name – Enter a descriptive name for the benefit, such as ‘National Membership.’
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Is Primary Benefit – Click to select Yes if this benefit controls membership status. If this benefit does not control membership status, click to select No. (Chapters typically are not considered the primary membership benefit.)
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Renewal Method – Select either Calendar or Anniversary.
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Chapter Benefit – If you are creating this benefit to manage chapter renewal billing, click to select Yes. Click to select No if this benefit is for any renewal other than chapter renewal billing, including membership dues billing, subscription renewal billing, etc.
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Sequence – Used to control the order in which invoice detail is created in a UX Online grouped invoice that is created during the generate renewal billing process. See About renewal benefit sequencing for important information on how UX Online relies on the Sequence number during renewal processing.
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Group Invoices – Click to select Yes if this benefit should be grouped during renewal processing with other renewal benefits that share the same invoice customer, invoice Bill To, and renewal billing expiration date into a single invoice. For example, if a subscription benefit for an account or contact has the same as this membership renewal benefit, and you want the two benefits grouped into one invoice, you would select Yes. If you do not want benefits with the same expiration date grouped on a renewal invoice, click to select No.
Note
If you choose to group benefits on renewal invoices, the sequence number you enter in the Sequence field for each benefit determines the sequence of the invoice detail on a renewal invoice. All benefits must have a sequence number. See About renewal benefit sequencing for important information on how UX Online relies on the Sequence number during renewal processing.
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Prorate – If you selected the Calendar renewal method, and you want to prorate the new member’s dues for this benefit, click the Lookup button to select the prorate schedule and click OK. A prorate schedule is required for all benefits where the renewal method = Calendar. If you selected the Anniversary renewal method, do not select a prorate schedule. See Creating prorate schedules for more information.
Important
The set up for a calendar-based benefit requires a prorate schedule, even if your organization does not prorate calendar dues. If your organization’s dues are calendar based and you do not prorate dues, use a prorate schedule where all prorate detail records contain prorate number of months = 0.
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Prorate Cycle – This setting works in conjunction with the Calendar renewal method only. See Current cycle and next cycle proration for more information. Select the desired cycle:
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Current Cycle – Select this option if a new member’s dues are prorated during the first calendar year of their membership. For example, assuming a January to December dues year, if a member joins in June, the member would pay the half of the dues amount.
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Next Cycle – Select this option if a new member’s dues are prorated during their second dues cycle (that is, their second calendar year of membership – their first renewal). For example, assuming a January to December dues year, if a member joins in June, the member would pay the full dues amount for the first year of membership – even though actual membership was only for six months. When the member renews at the end of December, they would pay half of the dues amount for the second full year of membership.
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Default Start Date – Select the starting date of the renewal cycle. In all instances, the default start date will be the 1st of a month. The options available here depend on what renewal method you selected.
Important
It is important to consider the implications of selecting the Default Start Date in scenarios where the default start date is in the future (for example, Begin Next Month). When the new member renewal billing cycle start date is equal to or less than the system date, the renewal billing record cycle state will equal Current. When the new member renewal billing cycle start date is greater than the system date (future default start date), the renewal billing record cycle state will equal Upcoming. If the benefit default start date is in the future, a new member’s primary membership and member pricing does not become effective until the renewal billing cycle state updates to Current. This update occurs when the renewal billing cycle start date equals the system date. In the scenario of a future start date, Membership is not conferred automatically based on a fully paid new member invoice. You can override the default cycle state to Current for all new members through the application parameter PAMembership.NewMemberCycleState. For more information, see Configuring new member cycle state override.
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If the renewal method is Calendar, select the month your renewal cycle begins. For example, if your membership year begins in January and ends in December, select January. (Note: You must select a calendar month if the renewal method is Calendar.)
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If the renewal method is Anniversary, select one of the following options. (Note: You cannot select a calendar month if the renewal method is Anniversary.)
Important
If you select this option as the default start of a benefit’s renewal cycle, new members who pay the new member invoice in full will acquire membership benefits immediately.
Important
If you select this option as the default start of a benefit’s renewal cycle, new members who pay the new member invoice in full will not acquire membership benefits until their cycle start date (the first of the next month) unless the application parameter Config value for PAMembership.NewMemberCycleState = Current. For more information, see Configuring new member cycle state override.
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Beginning Based on Cutoff Day – used in conjunction with the Cut Off Day (COD) field described below, the default start date is calculated based upon the day of the month that the new member joins. If the new member joins on or before the Cut Off Day (COD), then the default start date is the first of the current month; if the new member joins after the Cut Off Day (COD), then the default start date is the first of the next month.
It is important to note that if you select this option as the default start of a benefit’s renewal cycle, new members who join on or before the Cut Off Day (COD) and pay the new member invoice in full will acquire membership benefits immediately; new members who join after the Cut Off Day (COD) and pay the new member invoice in full will not acquire membership benefits until their cycle start date (the first of the next month) unless the application parameter Config value for PAMembership.NewMemberCycleState = Current. For more information, see Configuring new member cycle state override.
It is important to note that if you select this option as the default start of a benefit’s renewal cycle, new members who pay the new member invoice in full will acquire membership benefits immediately.
It is important to note that if you select this option as the default start of a benefit’s renewal cycle, new members who pay the new member invoice in full will not acquire membership benefits until their cycle start date (the first of the next quarter) unless the application parameter Config value for PAMembership.NewMemberCycleState = Current. For more information, see Configuring new member cycle state override.
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Cut Off Day (COD) – Enter the appropriate cut-off day for the renewal method and default start date you selected. It is important to consider the implications of selecting the COD. In scenarios where the default start date is in the future, a new member’s membership and member pricing does not become effective until the actual cycle start date. Membership is not conferred automatically based on a fully paid new member invoice when the cycle start date is greater than the system date unless the application parameter Config value for PAMembership.NewMemberCycleState = Current. For more information, see Configuring new member cycle state override.
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If the renewal method is Anniversary and the default start date is Beginning Based on Cutoff Day, enter the cut-off day to use to calculate the cycle start date. If you are using the Anniversary renewal method and you select anything other than Beginning Based on Cutoff Day as the default start date, do not change the default entry of 1; it is a required minimum value.
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If the renewal method is Calendar, enter the cut-off day to use with the Default Start Date month to calculate prorated dues.
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If a new member joins on or before the cut-off day, then the renewal cycle start date will be the 1st day of the month you selected in the Default Start Date. To calculate the prorate, the system uses the prorate number of months for the month in which the new member joins.
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If a new member joins after the cut-off day, then the renewal cycle start date will be the 1st day of the month following the month you selected in the Default Start Date. To calculate the prorate, the system uses the prorate number of months for the month after the month in which the new member joins.
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Allow Renewal on Unpaid – If you want to allow the system to create a new renewal billing invoice when the contact or account has a previous renewal invoice that is still unpaid, click to select Yes. Click to select No if you want to require that the previous renewal billing invoice must be paid before a new one can be created.
In the Pricing area of the General section of the Benefit record, complete the information about the renewal benefit:
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Start Date – Select the default pricing starting date for all of the rates and prices created in this renewal benefit. This date will also be used by the Price Progression utility. (For more information, see Creating new rate prices using Price Progression.) You should always select the first day of the month for your price start date in order to be consistent with other renewal logic and to enhance functionality for creating new prices for new dues years.
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End Date – Select the default pricing ending date for all of the rates and prices created in this renewal benefit. This date will also be used by the Price Progression utility. You should always select the last day of the month for your price end date in order to be consistent with other renewal logic and to enhance functionality for creating new prices for new dues years.
Click Save to save this benefit. After saving this record, other options in the record Navigation Pane are activated: Activities, Closed Activities, Rate, and Galley Setup.
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Click Activities to view activities related to this benefit that require immediate action or follow up (for example, e-mail, appointments, or phone calls).
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Click Closed Activities to view all activities related to this benefit (e-mails, appointments, etc.) that have been completed.
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Click Rate to add rates to this benefit. For more information, see Creating membership benefit rates and prices.
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Galley Setup is not used with membership or chapter renewal benefits; it is used for subscription renewal benefits.
The Web section is used with Protech’s MX Online and will be set as needed during that implementation. Do not change these settings.
Click Save & Close to save the benefit and return to the Benefit list. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Creating membership benefit rates and prices
Rates are the mechanism by which you group and define common pricing structures for the renewal invoice. It is also the mechanism for managing benefit recipients. Keeping in mind the billing component relationships, each renewal benefit must have at least one rate. However, a renewal benefit can have multiple rates and each rate can have multiple prices as long as each child rate shares the same core characteristics of the parent renewal benefit.
For example, as shown below, a national dues benefit can have rates for dues based on volume ranges, rates for dues based on a quantity, rates for dues based on a factor. You could also have separate rates that allow for varying benefit recipients, other installment schedules, and rates that support a progressive rate structure.
Important
For each rate included in a renewal benefit, you must have a member price and a non-member price, even if both members and non-members are charged the same price. In addition, if your organization uses pricing options in addition to your standard member and non-member prices, such as a government or academic price, you must create prices for those. For example, if you want to offer academic pricing, you must create an academic member price and an academic non-member price.
If one or more of your rates do not share all of the parent renewal benefit characteristics, you will need to create additional renewal benefits and build the rates under that renewal benefit.
To set up multiple rates under a single benefit, repeat the following steps for each rate.
To set up complimentary rates, see Creating complimentary rates and prices for more information.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Billing Settings > Step Three: Renewal Benefit to open the Active Benefits List View. This View opens in a new window. In the Benefits list, open the benefit you where you want to add rates.
Benefit rates
In the Navigation Pane of the selected Benefit record, click Rate to open the Rate Associated View. Click Add New Rate on the List View toolbar to create a new rate.
In the General section of the Rate record, complete the general information about the rate:
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Name – Enter a descriptive name for the rate. If a rate is going to have a specific installment option, we recommend that you include that in your name rate (for example, “National Membership – Quarterly Installments”).
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Benefit – This field displays the name of the parent benefit for this rate and is not available for edit.
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Rate Type – Select the calculation method for this rate:
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Select Quantity if the pricing is not calculated based on volume data in the account or contact record; instead, the price is based on a flat quantity (typically 1).
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Select Volume if the pricing is calculated based on volume data in the account or contact record. For example, your organization can base its dues amount on a company’s sales revenue and you capture that sales revenue figure for purposes of calculating dues. You could use Volume rates so that the system will calculate the dues automatically for you based on the value ranges in your price setup for this rate. For more information, see Setting up volume-based rates and prices.
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Select Factor if the pricing is calculated based on a factor calculation using volume data in the account or contact record. For example, your organization can base its dues amount based on a factor calculation of a company’s sales revenue. You could use Factor rates so that the system will calculate the dues automatically for you based on the value ranges in your price setup for this rate. For more information, see Setting up factor-based rates and prices.
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Chapter – If the parent benefit is not a chapter benefit (that is, the Chapter Benefit option is set to No), leave this field blank. If the parent benefit is a chapter benefit (that is, the Chapter Benefit option is set to Yes), do one of the following:
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If you have different rates for each chapter, and the rate is for a specific chapter, click the Lookup button to select the chapter. (For more information about chapters, see Chapters.) For example, if you have a chapter for each state and each chapter has a different rate, then you would create a separate rate for each chapter and define the chapter within the rate. When you create an invoice using a rate where the chapter is defined, the system will automatically assign the new member to that chapter.
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If you have multiple chapters that share the same price, leave this field blank. When you create a new member invoice, you can use a renewal package that will prompt you for the appropriate chapter. For more information, see Creating a new member renewal package.
Note
To take full advantage of the features of renewal packages, we recommend that you do not create a chapter benefit that has some rates with a chapter defined and other rates without achapter defined.
Important
If your organization uses calendar-based dues, you must follow the guidelines provided in Membership Renewal Setup. For important additional information, see Calendar-based dues prorate guidelines.
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Number Benefit Recipients – You must enter at least 1; however, the number is based on your organizational needs. For example, if you are creating a rate that is specific to account records, enter the number of records that can benefit from the account’s renewal billing record. See Benefit recipients and Additional benefit recipient charges for more information.
Note
Benefit Recipients do not confer membership status or member pricing. It is used primarily for extending member benefits, such as a publication, to a defined number of benefit recipients.
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Default Price Level – Click the Lookup button to select the default price level for this rate. Price levels in CRM allow an organization to have multiple price lists. Typically, organizations have two price levels to differentiate pricing for members from pricing for non-members (although some have more intricate pricing structures). Every account and contact record in CRM has a field that indicates the price list that applies to that record. Each product also has a field relating that product to a particular price level. If an account or contact record does not have a default price level, the system uses the default price level indicated for the product itself. For membership or chapter dues, the default price level will typically be Non-Member.
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Default Price – Enter the default price for this rate. The system will use this entry to create a price for each price level that you have set up. You can modify these prices at any time, or you can create additional price records for this rate, if needed.
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Volume Field Name Contact – If you selected Volume or Factor as the Rate Type, enter the attribute name for the contact field used to maintain volume data for purposes of calculating dues. The typical contact attribute is pa_volume. If the Rate Type selected is Quantity, leave this field blank.
Important
You must identify the account and/or contact attribute used to determine volume-based dues pricing. Eligible contact attributes include those with a field type equal to whole number, decimal number, floating point number and money. Selecting an ineligible field type will generate an error causing system logic to fail.
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Volume Field Name Account – If you selected Volume or Factor as the Rate Type, enter the attribute name for the account field used to maintain volume data for purposes of calculating dues. The typical account attribute is pa_volume. If the Rate Type selected is Quantity, leave this field blank.
Important
You must identify the account and/or contact attribute used to determine volume-based dues pricing. Eligible account attributes include those with a field type equal to whole number, decimal number, floating point number and money. Selecting an ineligible field type will generate an error causing system logic to fail.
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Product – Displays the default product entered on the benefit record. If this particular rate’s revenue needs to be tracked in a GL account other than the one that was defined for the benefit, select the appropriate product.
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Recipient Product – If this rate supports a specific number of “free” benefit recipients (as defined in the Number of Benefit Recipients field), and your organization charges for any additional recipients above this number, you will need to assign a product for this. This product is used to calculate additional charges on the renewal invoice if a company member’s benefit recipient count exceeds the number defined for this rate. For more information, see Creating a new product for benefit recipient charges. See also Benefit recipients and Additional benefit recipient charges.
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Rate Next – This field is not enabled until you save the rate, when the system automatically populates this field with this rate. If this rate is part of a progressive rate structure, click the Lookup button to select the rate to be used after this rate. (See Setting up progressive benefit rate structures for more information.) If this rate is not part of a progressive rate structure, do not change this entry – the next renewal cycle will create dues based on this rate.
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Airmail – Do not change this option; it is used for subscription benefits.
The Web section is used with Protech’s MX Online, and will be set as needed during that implementation. Do not change these settings.
Click Save to activate additional setup in the Navigation Pane of the Rate record, where you will set up Prices and Price Level X-ref for this rate, as described below.
Benefit Rate Prices
In the Navigation Pane of the rate, click Prices to display the price records created by the system for each price list in your system setup. All will use the default price in the rate, as well as the price start date and price end date that you defined for the benefit. You will need to review and revise these prices. See also Setting up Volume-based Rates and Prices and Setting up Factor-based Rates and Prices.
Important
If the Rate Type is Volume, you will need to edit the price records that were created by the system to set the price and the Value Minimum and Value Maximum. In addition, you will need to create additional prices for each volume range. Make sure that the Value Minimum and Value Maximum values do not overlap.
If the Rate Type is Factor, you will need to edit the price records that were created by the system to set the factor (price is ignored) and the Value Minimum and Value Maximum. In addition, you will need to create additional prices for each volume range. Make sure that the Value Minimum and Value Maximum values do not overlap.
If you create price records based on date ranges, make sure that the Start Date and End Date values do not overlap. When calculating pricing, the system will select the price record where the cycle start date falls within the date range of the rate prices record.
Open the price record you want to view/edit. Fields are described below for creating a new price record. To create a new price, click Add New Prices on the toolbar.
In the General section of the Prices record, complete the general information about the price:
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Price Level – Click the Lookup button to select either Member or Non-member as the price level for this price record. (Remember that you must create both member and non-member versions of every price your organization uses.)
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Name – The system will populate this field based on the Price Level you selected.
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Calculation Method –For dues and chapter billing, do not change the default value of Flat Rate. This method applies to all rate types.
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Price/Percent of List Price – If you selected Quantity or Volume for the rate type, enter the total amount due. (If the rate includes installment billing, the system automatically calculates the installment amounts.) Price is ignored for rate type Factor.
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Value Minimum – If you selected Volume or Factor for the rate type, enter the minimum value for the range for this price. If you selected Quantity for the rate type, you do not need change the default values.
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Value Maximum – If you selected Volume or Factor for the rate type, enter the maximum value for the range for this price. If you selected Quantity for the rate type, you do not need change the default values.
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Start Date – The default start date is the Pricing Start Date entered for this benefit, which typically reflects the start date of the benefit dues year. If the price is valid for a different date range, select the starting date. For example, if this rate is valid for the 2008 dues year, enter January 1, 2008 as your start date.
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End Date – The default end date is the Pricing End Date entered for this benefit, which typically reflects the end date of the benefit dues year. If the price is valid for a different date range, select the end date. For instance, if this rate is valid for the 2008 dues year, enter December 31, 2008 as your end date.
Important
When calculating pricing, the system will select the price record where the cycle start date falls within the start and end date range of the rate prices record. If no price record is found, the system will calculate dues as $0.00.
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Factor – If you selected Factor for the rate type, enter the factor (as a decimal representing the percentage) for calculating dues. Otherwise, leave this field blank.
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Product – This field is disabled. It is not used for setting rate prices.
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Rate – Displays the name of the rate.
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Adv Ad Type – This field is disabled. It is not used for setting rate prices.
Click Save & Close to save the price and return to the Prices list.
Once you have completed setting up prices records, click the rate record on the Top Navigation Toolbar to return to the rate record.
If this rate is for a primary membership, in the rate Navigation Pane, click Price Level X-ref to continue the setup described below. If not, Save & Close the Rate to return to the Rates list of the benefit. Click the benefit record on the Main Tile Bar to return to the benefit record.
Click Save & Close to save this renewal benefit and return to the Benefit list. Because the Benefit list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Benefit Rate Price Level X-ref
If this rate setup is for a primary benefit (that is, a benefit that controls membership status), you must have a Rate Price Level X-ref record that controls the price level of a record when membership is active and when membership is terminated. If you are working in a multi-currency environment, you must have a Rate Price Level X-ref for each currency.
In the Navigation Pane of the rate, click Price Level X-ref to display a list of records. To view an existing record, double-click to open it. To create a new record, click Add New Rate Price Level X-ref on the list toolbar.
In the General section of the Price Level X-ref record, complete the following fields:
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Currency – Click the Lookup button to select the currency for this record. (Remember that you must create a record for each active currency your organization uses.)
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Owner – Defaults to the owner of the record.
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Price Level Active – Click the Lookup button to select the Price Level for active (not terminated) members for this rate.
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Price Level Terminated – Click the Lookup button to select the Price Level for terminated members for this rate.
Click Save & Close to save this record. Once you have completed setting up Price Level X-ref records, click the rate record on the Main Tile Bar to return to the rate record.
Click Save & Close to save this rate record and return to the benefit record. Click Save & Close to save this renewal benefit and return to the Benefit list. Because the Benefit list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Creating complimentary membership rates and prices
If your organization offers one or more complimentary memberships—for example, for its honorary members—you can set up a complimentary rate to manage these members as you would all other members. You no longer need to manipulate the record by setting an expiration date sometime beyond your natural life span, or work around your renewal process to avoid these records, or enter special payment types to accommodate members who are not required to pay dues.
Complimentary rates have prices of zero. When creating a new member invoice or running the renewal process, it is this zero price that tells the system to automatically update the member’s renewal information, including the expiration date, as if the dues invoice had been paid in full. In other words, as soon as the renewal invoice is generated using a complimentary rate, the renewal billing record updates the paid through date field with the end date of the renewal cycle, the expiration date field with the end date of the renewal cycle, and the date renewed field with the date that the renewal process was run.
To create a complimentary rate, see Creating membership benefit rates and prices. In the Default Price field, enter $0.00. When you save the rate, the system creates a member price item and a non-member price item—each has a price of $0.00.
Setting up progressive benefit rate structures
You can set up a progressive benefit rate structure that automatically advances a member from their current rate to the selected Rate Next during the renewal process; you will not need to modify the renewal record prior to generating renewal invoices. Setup can accommodate rate progressions within a single benefit or rate progressions across different benefits that share the same Module, Renewal Method, and Is Chapter Benefit setup.
For example, assume your organization offers multiple levels for its student members who eventually progress to full membership. You will first create a rate (with prices) for each of the different levels. Then you will set up the progressive structure by selecting the next level in the Rate Next field for each rate. In this example, the student’s first invoice will be based on the first year rate and during renewal, the system will automatically progress the student to the 2nd year student rate. During the next renewal cycle, the system will automatically progress the student to the 3rd year student rate, and so on.
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Current Rate
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Selected Rate Next
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1st Year Student
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2nd Year Student
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2nd Year Student
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3rd Year Student
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3rd Year Student
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Active
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Active
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Active
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Important Note
The Rate Next Lookup filters the rates available for selection based on the benefit setup for the existing rate. If the existing rate’s benefit setup ‘Is Primary’ = Yes, then the rates available for selection are limited to rates where the benefit setup ‘Is Primary’ = Yes, Additionally, for benefits where the renewal method equals Anniversary, then the Rate Next Lookup shows only rates from other benefits that are also Anniversary and have the same module and Chapter Benefit setting. For benefits where the renewal method equals Calendar, then the Rate Next Lookup shows only rates from other benefits that are also Calendar and have the same module, Chapter Benefit setting, and Default Start Date.
You first must set up all benefits, rates, and prices included in the progression before you define the rate progression. The following procedure assumes that you have already set up required benefits, rates, and prices.
In the General section of the Rate record, click the Lookup button on the Rate Next field to select the rate that will apply to the next renewal cycle. Click Save & Close to save this rate and return to the Rate list.
Repeat steps for each rate in the progression.
When you have finished setting up the progressive rate structure, click Save & Close to save this rate record and return to the benefit record.
Click Save & Close to save this renewal benefit and return to the Benefit list. Because the Benefit list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Setting up volume-based rates and prices
If your organization bases its dues rates on a series of volume ranges – for example, sales volume or number of employees – you can set up volume-based benefit rates, with separate prices for each volume range. The Rate Type must equal Volume for this pricing structure. Then, when the system creates renewal billing records, the volume data in the account or contact record will be used to find the correct volume-based prices record and corresponding price to determine the dues amount.
In the Navigation Pane of the benefit, click Rate to display the rates set up for this benefit. Click Add New Rate to add a new, volume-based rate to this benefit. (For detailed instructions on setting up a new rate, see Creating membership benefit rates and prices.)
Select Volume as the rate type for this rate.
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If this rate will be used to calculate dues for accounts, in the Volume Field Account Name, enter the attribute name for the account field used to maintain volume data for purposes of calculating volume based dues. The base account attribute for this field is pa_volume.
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If this rate will be used to calculate dues for contacts, in the Volume Field Contact Name, enter the attribute name for the contact field used to maintain volume data for purposes of calculating volume based dues. The base contract attribute for this field is pa_volume.
Important
You must identify the account and/or contact attribute used to determine volume-based dues pricing. Eligible contact and/or account attributes include those with a field type equal to whole number, decimal number, floating point number. Selecting an ineligible field type will generate an error causing system logic to fail.
Click Save to save this rate setup. Click Prices in the Navigation Pane.
Create a member and non-member prices record for each volume range, setting the price and the minimum and maximum values required for your organization’s dues structure. The first volume range must have a minimum value = 1 and the minimum and maximum values for each prices record cannot overlap. (For detailed instructions on creating prices, see Creating membership benefit rates and prices.)
Important
When calculating pricing, the system will select the price record where the cycle start date falls within the start and end date range of the rate prices record. If no price record is found, the system will calculate dues as $0.00.
When you finish creating price items for each volume range, click the rate record on the Main Tile Bar to return to the rate record. Click Save & Close to save this rate record and return to the benefit record.
Click Save & Close to save this renewal benefit and return to the Benefit list. Because the Benefit list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Setting up factor-based rates and prices
If your organization bases its dues rates on a calculated value or “factor” based on one or more volume ranges – for example, sales volume or number of employees – you can set up factor-based benefit rates, with separate price records with a factor used to calculate dues. The Rate Type must equal Factor for this pricing structure. Then, when the system creates renewal billing records, the volume data in the account or contact record will be used to find the correct factor-based prices record and corresponding factor to calculate the dues amount (factor times the account or contact volume = dues amount).
In the Navigation Pane of the benefit, click Rate to display the rates set up for this benefit. Click Add New Rate to add a new, factor-based rate to this benefit. (For detailed instructions on setting up a new rate, see Creating membership benefit rates and prices.)
Select Factor as the rate type for this rate.
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If this rate will be used to calculate dues for accounts, in the Volume Field Account Name, enter the attribute name for the account field used to maintain volume data for purposes of calculating factor-based dues. The base account attribute for this field is pa_volume.
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If this rate will be used to calculate dues for contacts, in the Volume Field Contact Name, enter the attribute name for the contact field used to maintain volume data for purposes of calculating factor-based dues. The base contract attribute for this field is pa_volume.
Important
You must identify the account and/or contact attribute used to determine factor-based dues pricing. Eligible contact and/or account attributes include those with a field type equal to whole number, decimal number, or floating point number. Selecting an ineligible field type will generate an error causing system logic to fail.
Click Save to save this rate setup. Click Prices in the Navigation Pane.
Create a member and non-member prices record for each volume range, entering the Factor to be used for calculating dues and the minimum and maximum values required for your organization’s dues structure. The first volume range must have a minimum value = 1 and the minimum and maximum values for each prices record cannot overlap. The Calculation Method and Price/Percent of List Price fields are ignored when Rate Type = Factor. (For detailed instructions on creating prices, see Creating membership benefit rates and prices.)
Important
When calculating pricing, the system will select the price record where the cycle start date falls within the start and end date range of the rate prices record. If no price record is found, the system will calculate dues as $0.00.
When you finish creating price items for each volume range, click the rate record on the Main Tile Bar to return to the rate record. Click Save & Close to save this rate record and return to the benefit record.
Click Save & Close to save this renewal benefit and return to the Benefit list. Because the Benefit list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Benefit recipients
When you set up a benefit rate in UX Online, you can define the number of benefit recipients available for a particular rate. A benefit recipient record is used to determine which contact or account records are associated with a renewal billing record to receive a particular benefit.
For example, assume that a corporate membership rate includes five copies of a monthly publication as a member benefit. An account may have hundreds of contact records, but you can designate the five specific contacts who should receive the monthly publication as benefit recipients for the account.
When a renewal billing record is created for the first time (for example, a new membership or a new subscription), the system creates the appropriate number of placeholder benefit recipient records in the renewal billing record based on number defined in the rate setup.
When the system creates placeholder benefit recipient records for an account renewal billing record, the system uses the account primary contact record name as the default name for each benefit recipient placeholder record. When creating placeholder benefit recipient records for a contact renewal billing record, the system uses the contact name as the default name for each benefit recipient placeholder record. After these placeholder records are created, you can assign a contact to each of them. (You will use this feature primarily during the galley process for account records where you have the option to generate a galley for all contacts or to generate the galley only for contacts designated as benefit recipients.)
During renewal processing, existing benefit recipient records are copied from the current renewal billing record to the newly created upcoming renewal billing record. Renewal processing does not alter existing benefit recipient records.
Renewal processing also evaluates the number of benefit recipient records in the current renewal billing record against the number allowed in the renewing Rate Next.
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If your organization’s business rules require that you charge for the number of benefit recipients that exceed the number allowed in the renewing rate, the system will automatically create an invoice detail line for additional benefit recipient charges in the renewal invoice. See Additional benefit recipient charges for more information.
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If your system is configured to create additional placeholder benefit recipient records during renewal and the number of benefit recipient records in the current renewal billing record is less than the number allowed in the renewing rate, the system will create the appropriate number of new placeholder benefit recipient records in the upcoming renewal billing record. See Configuring create benefit recipient records during renewal for additional information.
Caution
There is no logic that prevents you from manually creating additional benefit recipient records in the renewal billing record or deleting existing benefit recipient records. All updates to the benefit recipient records must be managed manually as part of standard record maintenance.
Configuring create benefit recipient records during renewal
To configure your system to create additional placeholder benefit recipient records during the renewal process based on the number allowed in the renewing rate, change the default Config value for the application parameter, PARenewal.AdditionalBenefitRecipientsCreate = true.
To access this setting, in the Navigation Tile Bar, select the Administration work area > UX Settings > UX Online Application Parameters to view a list of required configuration records and their configuration values. This View opens in a new window. Locate and open the parameter PARenewal.AdditionalBenefitRecipientsCreate.
Set the Config Value field to the method that your organization uses:
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True – creates additional placeholder benefit recipient records during renewal based on number allowed in renewing Rate Next.
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False – does not create additional placeholder benefit recipient records during renewal. This is the default value for this parameter.
Click Save & Close to save your change and close the record. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Benefit recipient type
You can classify benefit recipient records using the optional Benefit Recipient Type field that is present on the benefit recipient record. By default, the value for this field is null, as there are no existing values for this option set field unless values were added as part of your implementation. Otherwise, you will need to customize this field to add values appropriate for your organization’s requirements. There is no renewal billing logic associated with this field, but it can be useful for reporting and Advanced Find queries.
Note
If data was migrated to this field during implementation without the corresponding option set values in the benefit recipient type field, the system will not be able to generate renewal billing invoices. If data is present in this field, there must be a corresponding option set value.
Managing benefit recipient records from the renewal billing record
You can manage benefit recipient records from within the renewal billing record or from within the related invoice transaction detail.
When adding benefit recipient records from the renewal billing record, the Ship To Contact lookup displays only contact records that are linked to the account in the Ship To Account field, if one exists. You can override this filter and search all contacts in the database by clearing the data in the Ship To Account field.
If any benefit recipient records need to be removed, you will need to delete them manually. The UX Membership Benefits Recipient Report can be generated to identify which contacts are defined as a benefit recipient for each member record.
Any adds, changes, or deletes to benefit recipient records accessed from the renewal billing record will be reflected when accessing benefit recipients from the invoice transaction.
Managing benefit recipient records from the invoice transaction
When adding benefit recipients records from within the invoice transaction detail that is related to the renewal billing record, the contact lookup displays only contact records that are linked to the account selected in the Account field. You can override this and search all contacts in the database by clearing the data in the Account field.
If any benefit recipients need to be removed, you will need to delete them manually. The UX Membership Benefits Recipient Report can be generated to identify which contacts are defined as a benefit recipient for each member record.
Any adds, changes, or deletes to benefit recipient records accessed from the invoice transaction detail will be reflected when accessing benefit recipients from the related renewal billing record.
Additional benefit recipient charges
If your organization’s membership rates include a prescribed number of benefit recipients, and your business rules require that you charge a member for benefit recipients that exceed that prescribed number, UX Online will automatically create invoice detail charges for the additional benefit recipients during the renewal process. If you find that you need to add additional benefit recipients to the dues renewal invoice, you can use the Re-Calculate Benefit Recipients on the benefit entry record within the dues invoice detail line item to re-calculate invoice detail for the additional charges you need for recipients added after the renewal process was run.
Important Note
Pricing for additional benefit recipient charges is based on cycle start date of the related renewal billing record. The system will select the price record where the cycle start date falls within the price record date range of the additional benefit recipient product.
Before the system can calculate additional benefit recipient charges, you must first set up an “additional benefit recipient” product with the appropriate pricing and General Ledger account information for the additional charges. Then, you must add the new product to the Renewal Billing Rate setups where these additional benefit recipient charges apply.
For more information, see the following topics:
Creating a new product for additional benefit recipient charges
The first step in setting up your system to calculate additional benefit recipient charges during the renewal process is to create an “additional benefit recipient” product with the appropriate pricing and General Ledger account information for the additional charges.
After you have created the additional benefit recipients product, you will need to link it to the appropriate renewal benefit rate. For more information, see Linking an additional benefit recipients product to a renewal benefit rate.
In the Navigation Tile Bar, select the Product Sales work area > Product Sales > Product Sales Settings > Product Setup to open the List View of active products. This View opens in a new window.
In the Product list, click New on the List View toolbar to create a new product. In General section, select the fields appropriate to the product you are creating:
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ID – Enter a code or abbreviated name for this product. For example, the ID for membership dues billing could be ADDLBENRECIPIENT.
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Currency – If working in a single currency environment, by default, your preferred currency appears in this field. Otherwise, select the Currency for the additional billing recipient product.
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Name – Enter a short descriptive name of the product, for example, ‘Additional Benefit Recipients’.
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Unit Group – Click the Lookup button, select Each and click OK.
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Default Unit – Click the Lookup button, select Each and click OK.
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Product Type – Select Sales Non-inventory from the list.
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Subject – This field is optional.
In the Accounting area, complete the following fields:
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Company – The system will automatically populate this field with the company record flagged as the default company in your set up. If you need to make a change, click the Lookup button to select the appropriate accounting system company for this product. This controls where accounting data will post during the posting process and controls the display of GL accounts available in the GL account lookup fields.
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Reimbursable – Select Not Reimbursable.
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Primary GL Account – Click the Lookup button to select the appropriate primary GL account to which accounting data will post when you post UX Online transactions that include this additional benefit recipient product. This is generally a deferral or revenue account. The type of account you select depends on whether you defer revenue for these additional charges. Many customers use the same accounting setup used for the default dues product, as follows:
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Dues billing product, dues revenue not deferred – select the dues revenue account.
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Dues billing product, dues revenue deferred – select the deferral account.
Note
If you enter a deferral account, CRM will create the deferral start and end dates on the invoice detail for additional benefit recipient charges, and will capture the additional benefit recipient charges in the revenue recognition process.
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AR GL Account – Click the Lookup button to select the appropriate AR account for this product and click OK.
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Cash Basis – Mark this checkbox if transactions for this additional benefit recipient product should be managed on a Cash basis.
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Control Accrual Basis via AR Utility – This field is enabled when Cash Basis = Yes and mainly is used by organizations who manage membership dues on accrual basis but do not want to see any AR until the membership year begins. When Cash Basis = Yes and Control Accrual via AR Utility = Yes, the “AR Utility” batch process converts invoice detail from cash basis to accrual basis at the start of the membership year. If this situation does not apply to your organization, leave the default setting = No.
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Secondary GL Account – This field is enabled and required when the Primary GL account selected is a deferral account. If your organization defers this revenue, click the Lookup button to select the appropriate revenue account for this product and click OK. If the Primary GL account selected is not a deferral account, the field is disabled and no entry is required.
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AP GL Account – This field is disabled and no entry is required.
In the Costs area, select the fields appropriate to the dues billing product you are creating:
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Default Price List – Click the Lookup button to select Non-Member and click OK.
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Decimals Supported – Enter the number of decimal places needed for this product’s currency format. For example, the default value of 2 is for a 0.00 currency format.
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Is it a Bill Recipient – This field is disabled, as it does not apply to this product type.
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List Price – Enter the base price for additional benefit recipient charges. The amount entered here will be used as the price amount in the system-created prices records when you save this product setup.
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Apply Freight – This field does not apply. Do not check this box.
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Single Currency – Do not select. It is not applicable to additional benefit recipient products.
In the Tax Product Info area, select the fields appropriate to the dues billing product you are creating:
The fields in the Description section do not apply to this setup; however, you may enter descriptive text in the Description field. The fields in the Web section do not apply to this product type.
Click Save. The following options on the Navigation Pane become active:
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Substitutes – This does not apply to additional benefit recipient records.
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Price List Items – Displays the price lists for this record. The system will create one price list item for each price list set up in the CRM Price List table. You do not need to make any changes.
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Prices – Use this option to set up the pricing structure for this additional benefit recipient charges. For more information, see Creating product prices.
Important Note
When the application parameter PARenewal.AdditionalBenefitRecipientbyCycleDate = true, pricing for additional benefit recipient charges is based on cycle start date of the related renewal billing record. The system will select the price record where the cycle start date falls within the price record date range of the additional benefit recipient product.
Click Save & Close to complete your product setup and return to the Product list. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Linking an additional benefit recipients product to a renewal benefit rate
After you create an additional benefit recipient product (see Creating a new product for additional benefit recipient charges), you must link it to the associated renewal benefit rate.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Billing Settings > Step Three: Renewal Benefit to open the Active Benefit List View. This View opens in a new window. Open the renewal benefit with the rate where you want to link the new additional benefit recipient product.
Click Rate in the Navigation Pane to view a list of available rates for this renewal benefit. Open the rate where you want to link the additional benefit recipients product.
In the Add’l Benefit Recipients Product field, click the Lookup button to select the additional benefit recipients product you created.
Click Save & Close to save the rate and return to the renewal benefit record.
Click Save & Close to save the benefit record and return to the benefit list. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Creating a new member renewal package
A new member renewal package allows you to combine multiple renewal benefits with selected benefit rates and products from your product catalog into a single package that is used to create a new member invoice transaction. Each benefit and product in the package is known as a package detail item. The purpose of a new member renewal package is to save time when you create a new member invoice. By using a renewal package, the system generates the invoice detail line item for each item in the package for you, rather than you having to add each item as a separate transaction in the invoice.
For example, assume that a new member of your organization will be invoiced for membership dues, chapter dues, and a one-time application fee. You can create a new member renewal package that includes a package detail item for the membership renewal benefit, another package detail item for the chapter renewal benefit, as well as a package detail item for the application fee product. When the system processes the initial transaction for a new member, it will create a single new member invoice that includes a detail line for membership dues, a detail line for the chapter dues, and a detail line for the application fee. During subsequent renewal processing, if the benefits are flagged to group invoices, UX Online will create a single renewal invoice that will include a detail line for membership dues and a detail line for the chapter dues. There will be no detail line for the non-renewing product (the application fee). See About renewal benefit sequencing for important information on how UX Online relies on the Sequence number for grouping invoices during renewal processing.
Before you create a renewal package, you must complete the set up for the renewal benefits you need, along with any products you want to include in the package. For information about setting up renewal benefits, see Creating a membership or chapter renewal benefit.
In addition, you must follow these guidelines when creating a renewal package:
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There can only be one package detail for a Primary Membership benefit in a package.
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There can only be one package detail Chapter Membership benefit in a package when the Chapter is not built into the benefit rate (requires prompt for Chapter).
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There can be multiple Chapter Members Benefits in a package when the Chapter is built into the benefit rate (no prompt required).
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There can be multiple Other Benefits in a package (such as a subscription benefit).
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There can be multiple Products in a package.
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Because you are combining multiple benefits into a single invoice, each benefit in a package must have the identical setup for the following key benefit components:
Important
The system will not recognize a benefit package detail benefit that does not have the same setup as all other package detail benefit entries.
When applying payment to a renewal billing invoice created from a package, the payment must be equal to or greater than the sum of all 1st installments before the renewal billing record is updated. For example, you create a package that contains a single installment primary membership benefit with rate of $120.00 and a single installment chapter membership benefit with a rate of $25.00. When you use this package to create a new member invoice and the member pays only the primary membership amount of $120.00, the system will not update the renewal billing status until payment for the chapter is applied.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Billing Settings > Step Four: Renewal Package to open the Active Member Package List View. This View opens in a new window.
Click New on the List View toolbar to create a new renewal package. In the General section of the Renewal Package record, complete the general information to define the package.
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Name – Enter a descriptive name for the package.
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Account or Contact – If this member package will be used for account records select Account. If it will be used for contacts records, select Contact.
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Prompt for Chapter – Click to select Yes if this package will contain a chapter benefit where the chapter is not defined in the chapter benefit rate. This would be the case where you have one rate for all chapters and your rate setup does not contain a pre-defined chapter. By selecting Yes, you will have the opportunity to assign the specific chapter at the time you create an invoice using this package. Click to select No if this package contains a chapter benefit where the chapter is defined in the chapter benefit rate. Click to select No if this package will not contain a chapter benefit.
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Prompt for Volume – Click to select Yes if you want the system to enable a prompt asking for the volume information when you are creating the renewal invoice. Click to select No if you do not require a prompt.
Click Save to save this record. In the Navigation Pane, click Package Details to add the renewal benefits and other products you want to include with this package. For more information, see Creating renewal package detail.
Creating renewal package detail records
After defining the basic information about a renewal package, the next step is to create the package detail records. These records identify the renewal benefits, benefit rates, and sales non-inventory products you want to include in the package. You will need a separate package detail for each benefit in the renewal package. You can use any of the following four types of package details; the options you will set for each of them depends on the type.
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Primary Membership Detail – Used to calculate the billing amounts for the primary organization membership dues. You will select the membership benefit and rate. All renewal billing information for this package detail will be based on the setup for the benefit and rate selected, including the product and installment schedule. You cannot have more than one primary membership in a renewal package.
- Chapter Membership Detail – Used to calculate the billing amounts for the chapter dues. You will select the chapter benefit and rate. If the Prompt for Chapter option is set to No, select the rate where the Chapter is defined in the rate setup. If the Prompt for Chapter option is set to Yes, select a rate where the Chapter is not defined in the rate setup. All renewal billing information for this package detail will be based on the setup for the benefit and rate selected, including product and installment schedule.
Note
You cannot have more than one Chapter Membership Detail in a renewal package where the Chapter is not defined in the rate setup (requires prompt). You can have multiple Chapter Membership Detail records in a renewal package when the Chapter is defined in the benefit rate (no prompt required).
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Other Benefit – Used to calculate billing amounts for other renewal benefits such as subscriptions, special interest groups (SIGs), etc. You will select the benefit and rate. All other renewal billing information for this package detail will be based on the benefit and rate selected, including the product and the installment schedule. You can have multiple Other Benefits in a renewal package.
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Product – Used to generate first-time billing for a sales non-inventory product (such as an application fee) that is part of a renewal package, but is not subject to renewal. You can have multiple Products in a renewal package.
Create the basic renewal package information (see Creating a new member renewal package). Select Package Details from the Navigation Pane of the Benefit Package record. From the Member Package Detail list, click Add New Member Package Detail on the List View toolbar.
In the General section of the Member Package Detail record, complete the following information to define the detail.
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Detail Type – Select the type for this detail: Primary Membership, Chapter Membership, Other Benefit, or Product.
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Sequence – Used to control the order in which invoice detail is created in a UX Online new member invoice created from a benefit package. Each package detail record must have a unique sequence number.
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Benefit – If the detail type is Primary Membership, Chapter Membership, or Other Benefit, click the Lookup button to select the renewal benefit for this package detail. If the detail type is Product, this field is disabled and no entry is required.
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Rate – If the detail type is Primary Membership, Chapter Membership, or Other Benefit, click the Lookup button to select the rate to use for this package detail. If the detail type is Product, this field is disabled and no entry is required.
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Product – If the detail type is Product, click the Lookup button to select the one-time sales non-inventory product to use for this package detail. If the detail type is Primary Membership, Chapter Membership, or Other Benefit, this field is disabled and no entry is required.
Click Save & Close to save this package detail and return to the Member Package Detail list.
Repeat steps for each package detail item to be included in the renewal package.
When you have finished creating package details for this member package, click the Member Package record in the Top Navigation Toolbar to return to the Member Package record.
Save & Close to save the member package and return to the Member Package list. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Chapter 23: Membership Renewal Billing Transactions
This chapter describes how to create a new member invoice (transaction) record and payment. When you create a new member invoice, UX Online automatically creates a related renewal billing record that will be used to generate the membership renewal invoice for the next dues year.
In addition, this chapter describes how to manage payments for membership invoices, how to terminate and reinstate current memberships, rejoin terminated memberships, and how to cancel a membership invoice.
This chapter is divided into the following sections:
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New member invoice process overview
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Creating a new member invoice using a renewal benefit
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Creating a new member invoice using a renewal package
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Renewal billing records overview
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Configuring new member cycle state override
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Renewal billing record components
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Sample renewal billing record lifecycle scenarios
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About Renewal Billing Cycle State
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About Cycle Year
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Cycle State Update Utility
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Setting the primary renewal billing record
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Managing payments, transfers, refunds and credits
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Applying payments to a membership renewal invoice
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Deleting a cash or check membership payment
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Canceling a renewal invoice line item
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Canceling a renewal invoice
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Terminating a single membership
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Reinstating a terminated membership
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Recalculating a membership renewal invoice
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Rejoin Membership
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Renewal billing pricing overrides
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Upgrade/Downgrade membership
New member invoice process overview
When you create an invoice for a new member’s membership dues and for chapter dues – that is, a membership dues transaction – you will select one of the renewal benefits or renewal packages set up in the Membership Manager.
Important
You must complete your renewal benefit setup before you can create a new member dues invoice. See Membership Renewal Setup for more information.
When you create an invoice for a new member where the invoice detail line items were created using renewal benefits (such as membership dues and subscriptions), UX Online also creates renewal billing records for each of those detail line items to manage renewal information and the subsequent renewal processes. See Renewal billing records overview for more information.
You can also create new membership invoices using renewal packages. A member renewal package allows you to combine multiple renewal benefits with selected benefit rates, and products from your product catalog into a single package that is used to create a new member invoice transaction. For more information, see Creating a new member renewal package.
Creating a new member invoice using a renewal benefit
This procedure describes how to create a new member invoice for billing initial membership dues, chapter dues, or both, by selecting a renewal benefit.
You can also create new membership invoices using a renewal package. For more information, see Creating a new member invoice using a renewal package.
You can create a new invoice from within an existing account or contact record or directly from Invoices in any of the UX work areas on the Navigation Tile Bar. By creating an invoice from an existing record, the system automatically fills many data entry fields in the invoice header by using data from the record. These fields include the Customer name, Bill To and Ship To names and addresses, Price List, and Currency.
Note
The following procedure shows how to begin the membership invoice process from the contact’s record, but you can also begin from an account record or the Invoices list.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Open the contact record where you want to create an invoice.
On the Record toolbar of the contact’s record, click New Invoice to open a new invoice transaction. For more information about creating invoices, see Invoices.
Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Note
After the first time you select a batch, the same batch will be used for each transaction you enter until you select a different batch, or that batch is closed.
Click Save to save the invoice with the selected batch or proceed directly and click New Transactions on the invoice Record toolbar. Either option will save the batch with the invoice, populate the Invoice ID, transaction date, and invoice address information.
From the New Transactions drop-down list, select Membership Dues from the menu.
On the New Renewal Billing transaction record, enter the following information at the top of the General section:
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Benefit – Click the Lookup button to select the membership or chapter benefit.
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Volume – If the rate you select is Rate Type = Volume or Factor, the system automatically displays the value from the specified pa_volume field in the account or contact record. You can enter a different volume if necessary. If you change the volume in a new renewal transaction, the system will update pa_volume field in the customer record and the related renewal billing record with this new value when the new transaction is saved for the first time. If the rate you selected is not a volume-based rate, this field is ignored and no entry is required.
Note
Updates to the record volume field only occur during the creation of new renewal transaction where the rate type = volume or factor. Volume field updates in the benefit entry record of an existing transaction do not update the record volume field. Renewal processing will use the value in the member’s record field without regard to the value in the renewal billing record.
Important
If your organization uses calendar-based dues, you must follow the guidelines provided in Membership Renewal Setup regarding revenue recognition deferral start and end dates with multiple installments. For important additional information, see Calendar-based dues prorate guidelines.
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Quantity – Displays a quantity of one by default. If you change the quantity and the selected Rate type = quantity, the system will calculate the price based on price per unit times the quantity entered. The system will also update the quantity field in the related renewal billing record for renewal processing.
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Chapter – If the benefit you selected is a chapter benefit and the chapter was assigned as part of the benefit setup for the rate you selected, the chapter will appear in this field. If the benefit you selected is a chapter benefit and the chapter was not assigned as part of the benefit setup for the rate, click the Lookup button to select the correct chapter for this transaction. If the benefit you selected is not a chapter benefit, leave this field blank.
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Current Join Date – Displays the system date. If you need to change the date, click the Calendar button to select a date. If necessary, the system will use this date to calculate the prorate, installment billing, and cycle start date, using the information in the benefit and rate selected.
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Chapter Is Primary? – If the benefit you selected is a chapter benefit, select this checkbox if the chapter is the member’s primary chapter.
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Paid Through Date – This field is blank until payment is applied on the invoice. When it will displays the paid through date based on the number of installments the member has paid. If your organization allows installment billing, this date updates each time an installment is paid against the dues invoice. If your organization does not support installment billing, then the paid through date will equal the member expiration date provided the invoice is paid in full.
- Rate Next – Displays the Rate Next defined in the select Rate setup. If you need to make a change, use the Lookup button and manually select the Rate Next.Important NoteThe Rate Next Look Up filters the rates available for selection based on the benefit setup for the existing rate. If the existing rate’s benefit setup ‘Is Primary’ = Yes, then the Rate Next Look Up Records displays only rates for benefits where the benefit setup ‘Is Primary’ = Yes. Additionally, for benefits where the renewal method equals Anniversary, then the Rate Next Look Up shows only rates from other benefits that are also Anniversary, and have the same module and Chapter Benefit setting. For benefits where the renewal method equals Calendar, then the Rate Next Look Up shows only rates from other benefits that are also Calendar, and have the same module, Chapter Benefit setting, and Default Start Date.
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Cycle Start Date – Calculated by the system based on the Current Join Date and the selected benefit setup.
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Product – Displays the default dues product used in the selected rate setup. This field is disabled and cannot be modified.
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Number of Benefit Recipients – Displays the number of benefit recipients defined in the selected rate setup. This field is disabled and cannot be modified.
In the Financials area of the General section:
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Override Price – To override the default price per unit, mark this checkbox and then enter the price you wish to charge for this dues invoice in the Price Per Unit field.
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Price Per Unit – Displays the full price for the dues rate selected and the price that will be used when the member renews (unless rates are changed in the setup area). This field is disabled unless Override Price = Yes.
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Override Price Temporary – If Override Price = Yes, mark this checkbox if this is a one-time override and you want the system to use pricing in the Rate Next setup during the next dues renewal. Do not select this checkbox if this is a permanent override and you want the system to use the Price Per Unit.
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Do Not Renew – Select this checkbox if you want to exclude this membership from the dues renewal process. Otherwise, do not mark this checkbox.
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Promotion – If you want to apply a one-time discount to this new membership, use the Lookup to select the predefined promotion code.
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Override Discount – If you want to override the default discount calculated for this invoice, mark this checkbox and change the amount in the Discount Amount field. Any discount you enter applies to the current invoice only and is not applied to dues renewal invoices.
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Discount Amount – If you are using a predefined promotion code (discount), the amount of that discount is displayed in this field.
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Override Prorate Amount – If you want to override the prorate amount, mark this checkbox and then change the amount in the Prorate Amount field to whatever is appropriate for this member.
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Prorate Amount – If your organization prorates new member dues, the amount prorated (based on the rate selected and the join date) is calculated and displayed in this field.
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Prorate Cycle – Defaults from the selected benefit setup. This field is disabled and cannot be modified.
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Base Amount – Displays the dues price that was defined when the benefit and rate selected for this member was set up.
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Prorate Number of Months – Displays the system calculated number of prorate months based on the benefit setup and the Cycle Start Date.
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Installment Price – Displays the amount of each installment.
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Number of Months – If your organization supports installment billing options, and the rate selected for the member is set up for installment billing, the number of months defined for the duration of that benefit are displayed here. For example 12 months, 24 months, 36 months, etc. This is the length of the dues billing cycle.
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Installment Amount – Displays a calculated value of Installment Price times Quantity. For membership or chapter dues, this will display the Installment Price because dues are always a quantity of 1. For subscriptions, where you might have a quantity of 2, this would display 2 times the installment price.
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Billing Frequency – Displays the billing frequency associated with the installment schedule for the selected rate setup.
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Rounding Adj. – Displays a system calculated adjustment amount, if needed, when using multiple installments.
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Number of Installments – Displays the number of installments associated with the installment schedule for the selected rate setup.
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Total Charge – Displays the base amount less any discounts, prorated amounts.
Click Save on the New Renewal Billing transaction record toolbar.
Important
If you click Save or Save & Close, and a renewal billing record already exists for this benefit and rate, a message stating that the benefit already exists will appear. You can enter a different benefit and rate, or you can cancel this transaction and use the existing invoice for the current benefit and rate. You cannot have two invoices for the same benefit and rate combination.
If there is no duplicate benefit/rate, a new renewal billing record will be created for this benefit.
Click Save & Close to save this invoice detail line item and return to the invoice. Review the invoice and detail to ensure that the invoice is correct. Verify that it is correct and click Save & Close if you are finished and there are no payments to apply to this invoice. If you have a payment to apply, click Save to save the invoice and then create a payment transaction. (For more information, see Applying payments to a membership renewal invoice.)
Benefit Recipients
When you save a renewal transaction, the Benefit Recipients option in the Navigation Pane of the new Renewal Billing transaction record becomea available.
Click Benefit Recipients to view the individuals listed to receive benefits under this member’s dues. For individual members, there is typically only one benefit recipient record for that individual member. However, for an account membership (a company or organization), you can define how many individuals at that account can be included in the membership benefits, such as receiving your publication. (For more information on setting up benefit recipients, see Benefit recipients.)
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All of the benefit recipient records that are created for an account membership display the ship-to address of the primary contact by default. You can change this address by double-clicking the record and then selecting the contact.
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When you modify or create a benefit recipient record, you can enter an address that is different than the contact’s primary address; however, if you manually enter a different address in the benefit recipient record, be sure to mark Yes for the Use This Address option. (If you do not, the Galley Utility will use the contact’s primary address.)
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If a contact does not want to receive your publication, click to select Yes for the Opt Out Publication option.
Note
You can also add additional benefit recipients. If your organization charges extra for additional benefit recipients, the account will be charged for the extra recipients during the next renewal cycle. If you manually add a benefit recipient and want to calculate charges before the next renewal cycle, you can open the renewal transaction and select Recalculate Benefit Recipients. If the number of benefit recipient records is greater than the number allowed in the rate times the renewal quantity, the system will create invoice detail for the additional charges.
Invoice Detail information
When you save a renewal transaction, the Invoice Detail option in the Navigation Pane of the new Renewal Billing transaction record becomes available.
Click Invoice Detail to view the invoice detail line items that are included in this renewal transaction. A record will be created for each installment.
For a new member transaction that is based on anniversary dues, the system will calculate the deferral start and end dates used for revenue recognition for each installment.
For a new member transaction that is based on calendar dues, the system will calculate the deferral start and end dates used for revenue recognition when the rate is for a single installment. See Calendar-based dues prorate guidelines for important information on deferral start and end date for multiple installment new member dues.
Creating a new member invoice using a renewal package
You can create a new member invoice using a renewal package. (For more information, see Creating a new member renewal package.) Because the rate is defined in the package, the system will automatically create the invoice detail line items based on the Package setup
Note
When applying payment to a renewal billing invoice created from a package, the payment must be equal to or greater than the sum of all 1st installments before the renewal billing record status is updated. For example, you create a package that contains a single installment primary membership benefit with rate of $120.00 and a single installment chapter membership benefit with a rate of $25.00. When you use this package to create a new member invoice and the member pays only the primary membership amount of $120.00, the system will not update the renewal billing status until payment for the chapter is applied.
Note
The following procedure shows how to begin the membership invoice process from the contact’s record, but you can also begin from an account record.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Open the contact record where you want to create an invoice. On the Record toolbar of the contact’s record, click New Invoice.
Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Note
After the first time you select a batch, the same batch will be used for each transaction you enter until you select a different batch, or that batch is closed.
Click Save to save the invoice with the selected batch or proceed directly and click New Transactions on the invoice Record toolbar. Either will save the batch with the invoice, populate the Invoice ID, transaction date, and invoice address information.
From the New Transactions drop-down list, select Benefit Packages from the menu.
In the Benefit Packages dialog, click the Lookup button on the Package field to select the renewal package that is being purchased.
Click the Calendar button to select the original join date for the new member. This is a required field for a new member package.
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If membership dues for this package benefit are volume-based and Prompt for Volume option on the package was set to Yes, enter the volume you want to use to calculate the dues amount in the Volume field. If membership dues for this package benefit are not volume-based and the Prompt for Volume option on the package was set to No, this field is disabled and not required.
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If the package contains a chapter benefit where the chapter was not assigned in the rate and the Prompt for Chapter option on the package was set to Yes, click the Chapter Lookup button to select the correct chapter for this transaction. If the package contains a chapter benefit where the chapter was assigned in the rate and the Prompt for Chapter option on the package was set to No, this field will display the chapter define. You can change this if necessary.
Click OK. A message appears asking you to confirm that no duplicates where found. Click OK to proceed. The system will create an invoice detail line item for each benefit package detail in the package.
Important
If a renewal billing record already exists for a benefit and rate combination in the renewal package, the message “Benefit already exists” will appear. If you click OK, the system will create renewal billing records for each benefit and rate combination that is not a duplicate. If you click Cancel, no renewal billing records will be created.
Review the invoice and invoice detail line items to ensure that the invoice is correct. If it is correct, click Save & Close if you are finished and there are no payments to apply to this invoice. If you have a payment to apply, click Save to save the invoice and then create a payment transaction. (For more information, see Applying payments to a membership renewal invoice.)
Renewal billing records overview
The renewal billing record tracks the renewal information used in renewal billing transactions such as renewals and terminations. For membership and subscriptions, the renewal billing record also includes the Rate Next to be used for the next renewal billing cycle. You can use this to change the Rate Next before your run your Generate Renewal Billing Invoices process. See Setting up progressive benefit rate structures for more information.
During the process of creating an invoice using a membership dues or subscription transaction, you will select the renewal benefit and define the specific billing components that are needed to calculate the invoice (see New member invoice process overview). For each invoice that you create using a renewal benefit, the system first checks to see if renewal billing record exists for that benefit. If one does not already exist, the system creates a new renewal billing record.
When a new renewal billing record is created, the system calculates the Cycle State based on the join date and the benefit setup default start date. If the cycle state is in the future as would be the case when the benefit default start = Begin Next Month, the cycle state in the renewal billing record would equal Upcoming. If the benefit default start = Begin Current Month, the cycle state in the renewal billing record would equal Current. Cycle State is a critical component for new member processing as it controls the effective start date for membership and member pricing. You can override the default cycle state for all new members and set the cycle state = Current. For more information, see Configuring new member cycle state override. Similarly, you can override the default cycle state for all new subscribers and set the cycle state = Current. For more information, see Configuring new subscriber cycle state override.
Important
A fully paid new membership that results in a renewal billing record, where the cycle state = Upcoming, will not update the account or contact record member status or price level until the cycle start date in the renewal billing record is equal to or less than the system date.
You can override the default cycle state for all new members to set the cycle state = Current. For more information, see Configuring new member cycle state override.
A contact or account record can have multiple renewal billing records for the same benefit and rate. For each benefit and rate, it can have a combination of multiple renewal billing records for the same benefit and rate with a Cycle State = Past, but only one with a Cycle State = Current and only one with a Cycle State = Upcoming.
For a detailed description of the information included in a renewal billing record, see Renewal billing record components.
Any membership renewal billing record can potentially control whether or not an account or contact is considered a member or non-member, and whether they are eligible to receive member or non-member pricing. Because an account or contact can have multiple membership renewal billing records, one of those records has to be marked as the primary renewal billing record for purposes of determining membership. For more information, see Setting the primary renewal billing record.
Configuring new member cycle state override
You can override the system default Cycle State that is based on cycle start date and setting the Cycle State = Current for all new members by changing the Config value for the application parameter, PAMembership.NewMemberCycleState.
To access this setting, in the Navigation Tile Bar, select the Administration work area > UX Settings > UX Online Application Parameters to view a list of required configuration records and their configuration values. This View opens in a new window. Locate and open the parameter PAMembership.NewMemberCycleState.
Set the Config Value field to the method that your organization uses:
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Current – Ignores the renewal billing cycle start date and sets the Cycle State = Current for all new members.
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Leave the Config value blank to set the renewal billing Cycle State based on the cycle start date.
Click Save & Close to save your change and close the record. Because the list opened in a new window, click the “X” in the upper right hand corner of the window to close it.
Renewal billing record components
The renewal billing record tracks the renewal information used in renewal billing transactions such as renewals and terminations. When you create a new renewal invoice, whether it is for a new membership or a new subscription, the system creates a renewal billing record, and all of the information in the renewal billing record is based on entries in the invoice or system logic associated with those entries. (For more information, see New member invoice process overview. Each time you run the Generate Renewal Billing Invoices process, the system creates renewal invoices and new renewal billing records that are related to existing, eligible renewal billing records.
There are five sections in each renewal billing record:
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General
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Next Renewal
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Installments
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Administration
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Certification
To view the renewal billing records for an individual account or contact record, from any of the UX work areas on the Navigation Tile Bar, click Contacts or Accounts. Open the account or contact record whose renewal billing records you want to view. Click Renewal Billing in the Navigation Pane to view the list of available renewal billing records. Open the renewal billing record you wish to view.
General section
The General section displays information from the invoice Renewal Billing transaction record broken down into four areas: Benefit Information, Chapter, Renewal Cycle Information, and Financial.
Benefit Information
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Benefit – Displays the benefit from the invoice renewal billing transaction record.
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Benefit Status – Based on system logic, displays one of these statuses: New, Renew, Terminated or Reinstated. This field is typically updated by the system during the life cycle of the invoice or during renewal billing processing.
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Rate – Displays the rate from the invoice renewal billing transaction record.
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Primary Benefit – Displays whether or not this benefit is primary.
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Rate Type – Displays the rate type from the invoice renewal billing transaction record.
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Volume – Displays the information from the invoice renewal billing transaction record.
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Quantity – Displays the information from the invoice renewal billing transaction record.
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Number of Benefit Recipients – Displays the information from the invoice renewal billing transaction record.
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Membership Length – Displays the information from the invoice renewal billing transaction record.
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Do Not Renew – Displays the information from the invoice renewal billing transaction record. If checked, this renewal record will not be captured during renewal billing processing.
Chapter
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Chapter Benefit? – Displays the information from the invoice renewal billing transaction record.
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Chapter Is Primary? – Displays the information from the invoice renewal billing transaction record.
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Chapter – Displays the information from the invoice renewal billing transaction record.
Renewal Cycle Information
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Cycle Start Date – For a new member or subscriber, displays the information from the invoice renewal billing transaction record based on join date and benefit setup default start date. As renewals are generated that create new renewal billing records for this benefit and rate, this field displays that start date of that renewal cycle based on the benefit rate setup.
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Cycle State – Based on the cycle start date and the system date, displays one of these states: Past, Current, or Upcoming. This field is updated by the system using a nightly process. For more information, see About Renewal Billing Cycle State and Cycle State Update Utility.
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Cycle Year – This field is displayed on the renewal billing records view but not on the renewal billing record form. It represents the year of the Cycle Start Date.
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Date Renewed – Displays a date calculated by the system based on the date payment in full is applied. This field is typically updated by the system during the life cycle of the related renewal invoice.
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Expiration Date – Displays a date calculated by the system based on cycle end date when payment in full is applied. This field is typically updated by the system during the life cycle of the related renewal invoice.
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Original Join Date – Displays a date calculated by the system.
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Paid Through Date – Displays a date calculated by the system, based on installment schedule detail, when installment payment in full is applied. This field is typically updated by the system during the life cycle of the related renewal invoice.
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Termination Date – Displays a date calculated by the system during the Renewal Termination Process or manual termination of an individual renewal billing record.
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Current Join Date – Displays a date calculated by the system.
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Expire of Last Renewal – Displays a date calculated by the system during the Generate Renewal Billing Invoices process using the expiration date of previous renewal.
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Termination Reason – Displays the reason selected during the Renewal Termination Process or manual termination of an individual renewal billing record.
Financial
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Override Price Temporary – Flag to indicate whether the override price is temporary (this renewal cycle only) or for all future renewals.
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Override Price – Displays the information from the invoice renewal billing transaction record.
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Price per Unit – Displays the information from the invoice renewal billing transaction record.
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Promotion – Displays the information from the invoice renewal billing transaction record.
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Base Amount – Displays the information from the invoice renewal billing transaction record.
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Override Discount – Displays the information from the invoice renewal billing transaction record.
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Discount Amount – Displays the information from the invoice renewal billing transaction record.
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Prorate Cycle – Displays the information from the invoice renewal billing transaction record.
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Prorate # of Months – Displays the information from the invoice renewal billing transaction record.
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Override Prorate? – Displays the information from the invoice renewal billing transaction record.
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Prorate Amount – Displays the information from the invoice renewal billing transaction record.
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Bill Frequency – Displays the information from the invoice renewal billing transaction record.
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Total Charge – Displays the information from the invoice renewal billing transaction record.
Next Renewal section
You can use the Next Renewal section to modify the rate to be used during the next renewal cycle for membership and subscriptions. If you need to change the rate for the next renewal, click the Rate Next Lookup button and select the new next rate.
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Bill To Account – Displays the information from the invoice.
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Bill To Contact – Displays the information from the invoice.
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Rate Next – Displays the information from the invoice renewal billing transaction record. If you need to change the rate to be used in the next (upcoming) renewal, you can make the change in the current renewal billing record or in the benefit entry of the renewal invoice related to the current renewal billing record.
Installments section
The Installments section displays the installment information from the renewal invoice’s renewal billing transaction record as well as a link to the renewal billing invoice associated with this renewal billing record.
Administration section
Click Administration to view the user who created this record, when it was created, the user who last modified the record, and when it was last modified. The owner of the record is also displayed, along with the default dues or chapter billing product used for the benefit.
Certification
The fields in the Certification section are not used for membership dues or chapter dues renewals.
Related Information
In the Navigation Pane of the renewal billing record, additional related information is available, as described below:
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Renewal Billing – Displays renewal billing records that were created from the renewal billing record you have open. For example:
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Where cycle state = Current in the record you have open, you will see the upcoming renewal billing record (if renewal has been run).
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Where cycle state = Upcoming in the record you have open, there will be no records displayed.
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Where cycle state = Past in the record you have open, you will see the current renewal billing record (except if this record is from an upgrade where the current renewal billing record was not created in UX Online).
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Benefit Recipients – Displays the benefit recipient records related to this renewal billing record.
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Recert Category – Displays the recert category records related to Professional Development renewal billing records. This is not used for membership dues, chapter dues, or subscription renewal billing records.
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Galley – Displays the galley records related to eligible renewal billing records.
Sample renewal billing record lifecycle scenarios
Cycle Start Date is greater than system date and the Config value for the application parameter PAMembership.NewMemberCycleState is blank.
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Join Date = 06/01/2016 (system date joined as default)
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Cycle Start Date = 07/01/2016
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Cycle End Date = 06/30/2017
New Member Invoice Unpaid > Paid in Full
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Renewal Billing Record Component
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On 6/1/16
New Member –Invoice Unpaid
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On 6/1/16
New Member – Invoice Paid in Full
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On 7/1/16
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On 7/1/17
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|
Benefit Status
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NULL
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New
|
New
|
New
|
|
Cycle State
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Upcoming
|
Upcoming
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Current
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Past
|
|
Cycle Start Date
|
07/01/2016
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07/01/2016
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07/01/2016
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07/01/2016
|
|
Expiration Date
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NULL
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06/30/2017
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06/30/2017
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06/30/2017
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|
Date Renewed
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NULL
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System Date Paid
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System Date Paid
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System Date Paid
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Paid Through Date
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NULL
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06/30/2017
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06/30/2017
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06/30/2017
|
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Original Join Date
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06/01/2016
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06/01/2016
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06/01/2016
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06/01/2016
|
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Current Join Date
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06/01/2016
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06/01/2016
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06/01/2016
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06/01/2016
|
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Termination Date
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NULL
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NULL
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NULL
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NULL
|
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Termination Reason
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NULL
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NULL
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NULL
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NULL
|
|
Expire of Last Rnl
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NULL
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NULL
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NULL
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NULL
|
|
Account or Contact Record Component
|
|
|
|
|
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Price Level
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Non-member
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Non-member
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Member
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Member
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Member
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No
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No
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Yes
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Yes
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Cycle Start Date is greater than system date and the Config value for the application parameter PAMembership.NewMemberCycleState = Current.
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Join Date = 06/01/2016 (system date joined as default)
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Cycle Start Date = 07/01/2016
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Cycle End Date = 06/30/2017
New Member Invoice Unpaid > Paid in Full
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Renewal Billing Record Component
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On 6/1/16
New Member –Invoice Unpaid
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On 6/1/16
New Member – Invoice Paid in Full
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On 7/1/16
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On 7/1/17
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|
Benefit Status
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NULL
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New
|
New
|
New
|
|
Cycle State
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Current
|
Current
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Current
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Past
|
|
Cycle Start Date
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07/01/2016
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07/01/2016
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07/01/2016
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07/01/2016
|
|
Expiration Date
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NULL
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06/30/2017
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06/30/2017
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06/30/2017
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Date Renewed
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NULL
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System Date Paid
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System Date Paid
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System Date Paid
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Paid Through Date
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NULL
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06/30/2017
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06/30/2017
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06/30/2017
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|
Original Join Date
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06/01/2016
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06/01/2016
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06/01/2016
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06/01/2016
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Current Join Date
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06/01/2016
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06/01/2016
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06/01/2016
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06/01/2016
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Termination Date
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NULL
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NULL
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NULL
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NULL
|
|
Termination Reason
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NULL
|
NULL
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NULL
|
NULL
|
|
Expire of Last Rnl
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NULL
|
NULL
|
NULL
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NULL
|
|
Account or Contact Record Component
|
|
|
|
|
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Price Level
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Non-member
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Non-member
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Member
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Member
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Member
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No
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No
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Yes
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Yes
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Cycle Start Date is equal to or less than system date.
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Join Date = 06/01/2016 (system date joined as default)
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Cycle Start Date = 06/01/2016
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Cycle End Date = 05/31/2015
New Member Invoice Unpaid > Paid in Full
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Renewal Billing Record Component
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On 6/1/16
New Member –Invoice Unpaid
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On 6/1/16
New Member – Invoice Paid in Full
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On 6/1/17
|
|
Benefit Status
|
NULL
|
New
|
New
|
|
Cycle State
|
Current
|
Current
|
Past
|
|
Cycle Start Date
|
06/01/2016
|
06/01/2016
|
06/01/2016
|
|
Expiration Date
|
NULL
|
05/31/2017
|
05/31/2017
|
|
Date Renewed
|
NULL
|
System Date Paid
|
System Date Paid
|
|
Paid Through Date
|
NULL
|
05/31/2017
|
05/31/2017
|
|
Original Join Date
|
06/01/2016
|
06/01/2016
|
06/01/2016
|
|
Current Join Date
|
06/01/2016
|
06/01/2016
|
06/01/2016
|
|
Termination Date
|
NULL
|
NULL
|
NULL
|
|
Termination Reason
|
NULL
|
NULL
|
NULL
|
|
Expire of Last Rnl
|
NULL
|
NULL
|
NULL
|
|
Account or Contact Record Component
|
|
|
|
|
Price Level
|
Non-member
|
Member
|
Member
|
|
Member
|
No
|
Yes
|
Yes
|
About Renewal Billing Cycle State
Because UX Online creates a separate renewal billing record for each membership and subscription renewal process, each renewal billing record has a Cycle State. There are three possible values: Current, Upcoming, and Past.
In a member record, there can be only one Current, one Upcoming, and multiple Past renewal billing records for the same benefit and rate. Combined, these records create the history of the member’s renewal lifecycle. The Renewal Billing list view in a member’s record can provide a snapshot of the member’s lifecycle for each benefit and rate at glance, easily identifying the Current renewal billing record, the renewal billing Cycle Year, whether or not it is Primary, whether there is a related Upcoming renewal billing record, and more.
Generally, a renewal billing record for the current renewal cycle has a Cycle State = Current, a renewal billing record for the upcoming renewal cycle has a Cycle State = Upcoming, and a renewal billing record for a prior renewal cycle has a Cycle State = Past. There are exceptions for new members and new subscribers that are controlled by application parameters that can force a Cycle State = Current, regardless of the benefit setup default start date. See Configuring New Member Cycle State and Configuring New Subscriber Cycle State for more information.
The Cycle State is not determined by the renewal billing record benefit status, expiration date, or payment of the related renewal invoice. It is determined by system logic based on the system date, the renewal billing Cycle Start Date and the length of the membership or subscription.
Because many UX Online renewal billing processes and other related renewal billing actions rely on the renewal billing record Cycle State, a system job runs nightly to update the Cycle State automatically. See Cycle State Update Utility for more information.
About Cycle Year
The renewal billing Cycle Year attribute is not displayed on the Renewal Billing form; it is only visible in the Renewal Billing list view. The Cycle Year is defined as the year of the renewal billing cycle start date and cannot be modified. It is used for reference/reporting only.
Cycle State Update Utility
This utility is a system job included in the UX Online Renewal Billing Nightly Process designed to maintain the renewal billing record Cycle State for membership and subscriptions. It identifies all renewal billing records with a Cycle State = Upcoming where the Cycle Start Date is less than or equal to the system date.
For those records, it updates the Cycle State on the “Upcoming” renewal billing record to Current and if a related “Current” renewal billing record exists, it updates the Cycle State to Past.
For example, assume you have a renewal billing record with a Cycle State = Current for the current dues year with a Cycle Start Date of 1/1/16. When you generate renewals for the next renewal year, the system creates another renewal billing record with a Cycle State = Upcoming with a Cycle Start Date of 1/1/17 for the same benefit and rate. This Upcoming renewal billing record is related to the Current renewal billing, through the Prior Renewal Billing ID in the Upcoming renewal billing record.
When the Update Cycle State system job runs on 1/1/17, it will change the Cycle State on the “Upcoming” renewal billing record (the one with the Cycle Start Date = 1/1/17) to “Current” and change the Cycle State on the related “Current” renewal billing record (the one with the Cycle Start Date = 1/1/16) to “Past”.
To eliminate “orphaned” renewal billing records with a Cycle State = Current that have no relationship to an Upcoming renewal billing record (renewal was never generated for this record), the system job identifies those records, and based on a virtual expiration date, updates the Cycle State to Past. This update to “Past” occurs when the virtual expiration date is less than or equal to the system date AND no relationship exists to an Upcoming renewal billing record. (It does not look at the actual expiration date in the renewal billing record.) Renewal billing records where Cycle State = Past are excluded.
Note
Once the renewal billing record Cycle State is updated to Past, it is no longer eligible for the Generate Renewal Billing Invoices Process or for the Renewal Billing Termination Process. It can, however, be terminated manually so that it is eligible for Rejoin, assuming no Current renewal billing record exists for that benefit and rate.
The virtual expiration date is calculated as follows:
Cycle start Date + Number of Months defined in the Renewal Billing record – 1 Day = Virtual Expiration Date
Setting the primary renewal billing record
Any membership renewal billing record with a Cycle State = Current can potentially control whether or not an account or contact is considered a member or non-member and whether they are eligible to receive member or non-member pricing. Because any single account or contact can have multiple membership renewal billing records with a Cycle state = Current, at least one of those records must be marked as the primary renewal billing record for purposes of determining membership.
For example, assume that an account has two membership renewal billing records (for different membership levels) – both with a Cycle state = Current. Their status as a member and their eligibility for member pricing depends on whether their primary membership dues are paid; therefore, the renewal billing record for their primary membership is the record that should be used to control their membership status; that is, it should be marked as the primary renewal billing record.
Each renewal billing record has a Primary Benefit option that controls whether the system will update an account or contact’s Price Level field and the Member option. (Any changes made to these fields are based on the settings in the Renewal Billing Manager Price Level Member X-Ref and the benefit rate set up for Price Level Active and Price Level Terminated.) When the Primary Benefit option is Yes on a membership renewal billing record where the Cycle State = Current, the system relies on status information in the renewal billing record to update these two fields. When the Primary Benefit option is No, the renewal billing record will not have any effect on these fields.
Important
There can be only one current primary renewal billing record and one related upcoming primary renewal billing record. If you have already run the renewal process for the upcoming dues year and you are changing the primary renewal billing record, the Make Primary utility will update the primary benefit flag on the selected current renewal billing record and its related upcoming renewal billing record.
By default, the first time renewal benefit record for an account or contact record is created, the system sets the Primary Benefit option to Yes. If you create an invoice using a renewal benefit package that contains multiple benefits, the system will set the Primary Benefit option to Yes for the benefit detail type = Primary Membership.
After the first renewal benefit record is added to an account or contact, the Primary Benefit option for any subsequent records is automatically set to No.
You can use the Make Primary utility in the account or contact Renewal Billing list to override the system defaults and select which billing record should be primary. For example, if a contact was a non-member and their first renewal billing record was for a subscription, that renewal billing record would be the primary record by default. If you create a new member invoice for that contact, the new renewal billing record will not be the primary record, so you will need to make it primary.
Important
When you add or change a membership renewal billing record, you should verify that the correct record is marked as the primary. For example, if a contact had an existing subscription renewal billing record marked as primary and that contact then joins your organization, and you create a new member invoice, you will need to change the Primary Benefit option on this membership renewal billing to Yes. If you do not do so, the system will not update the member price level and member flag.
Use this procedure to change a renewal billing record primary flag for an account or contact record.
From any of the UX work areas on the Navigation Tile Bar, click Accounts or Contacts. Open the account or contact where you want to set the primary renewal billing record.
Click Renewal Billing in the record’s Navigation Pane to open the List View of renewal billing records. Click to select the renewal billing record with a cycle state = current that you want to make primary. Click the Make Primary button on the List View toolbar.
The system will update the Primary Benefit option from No to Yes on the selected renewal billing record and if one exists, it updates its related upcoming renewal billing record. The system updates the Primary Benefit option on the previous primary renewal billing record from Yes to No and if one exists, it updates its related upcoming renewal billing record.
Important
System logic to update the account or contact price level and member flag for renewal billing records where Primary Flag is Yes depends on the status and cycle state of the renewal billing record.
Validating Membership
Following manual renewal billing invoice changes, you can manually validate the price level of the primary membership renewal billing record with a Cycle State = Current to update the account or contact record price list and member flag.
From any of the UX work areas on the Navigation Tile Bar, click Accounts or Contacts. Open the account or contact where you want validate the price list and member flag.
Click Renewal Billing in the record’s Navigation Pane to open the List View of renewal billing records. Click to select the primary membership renewal billing record with a cycle state = current (there should only be one). Click the Validate button displayed under the more icon (…..) on the List View toolbar. Assuming the selected record does not share its parent price list, UX will validate the selected renewal billing record and update the record price list and member flag based accordingly. You must Save & Close and then reopen the record to see the changes to the data in the record.
Managing payments, transfers, refunds and credits
UX Online payment logic supports updates to the renewal billing record, and if that renewal billing record is primary and the Cycle State = Current, also updates to the account/contact record. These updates occur only when the payment satisfies the full amount of the first installment for each renewal benefit in the invoice. In the case of an invoice that contains detail for a renewal benefit that has a single annual installment, the update does not occur until the full amount of that benefit is paid. In the case of an invoice that contains a renewal benefit that has multiple installments, the update does not occur until the full amount of the first installment is paid. In situations where a single invoice contains multiple renewal benefits, updates do not occur until payment of the first installment for each benefit is paid full.
Important
All examples above assume a Cycle State = Current. The system will not update the price level or the member flag of an account or contact record, regardless of the payments applied to a new member invoice or the renewal billing status, unless the renewal billing record Cycle State = Current and the renewal billing record is primary.
Applying payments to a membership renewal invoice
Use this procedure to apply payments to a membership renewal invoice.
Important
When applying payment to a renewal billing invoice created from a package, the payment must be equal to or greater than the sum of all 1st installments before the renewal billing record is updated. For example, you create a package that contains a single installment primary membership benefit with rate of $120.00 and a single installment chapter membership benefit with a rate of $25.00. When you use this package to create a new member invoice and the member pays only the primary membership amount of $120.00, the system will not update the renewal billing information until full payment for the chapter is applied.
Note
The following procedure shows how to begin this process from the contact’s record, but you can also begin from an account record.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Open the contact record where you want to apply a payment to an invoice. In the Navigation Pane of the customer’s record, click Invoices. Locate and open the membership invoice where you want to apply a payment.
Within the invoice, if you have not already selected your batch, select the appropriate open batch.
Note
You can open any invoice whether or not you are working in an open batch. However, to open invoice detail line items or make any changes to the invoice, you must be working in an open batch.
To apply a payment to the invoice, click New Transactions > Payments & Adjustments on the invoice Record toolbar. See Payment and Adjustments Transactions for details on entering transactions based on payment type.
Note
If you enter a payment on a renewal billing invoice, and the customer has an older unpaid renewal billing invoice, an alert message will appear notifying you of the existing invoice.
Click Save & Close to save the payment and return to the invoice.
Review the payment invoice detail line item to make sure it is correct and that the invoice balance due is correct. Click Save & Close to close the invoice.
Note
When you enter a transaction that changes a customer’s membership status, the UX Online system takes a few minutes to finish updating the renewal billing record. However, if you select the renewal billing record and click the Validate button on the List View toolbar at the top of the list of renewal billing records, the system will update the records immediately, if appropriate to do so.
When the payment is entered and you Save & Close the invoice, the system updates the associated renewal billing record. The changes to the associated renewal billing record depend on whether the invoice is for a new membership, membership renewal, or rejoin membership.
New membership invoice – If the invoice is for a new membership, the renewal billing record will change as follows:
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Benefit Status will change from NULL to New if the payment was equal to or greater than the first installment detail line.
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Date Renewed field will change to the system date when the payment is applied.
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Paid Through Date will change to the installment end date. In the case of a single annual installment, this date will be the cycle end date. In the case of multiple installments, this date will be the end of the last fully paid installment.
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Expiration Date will change to the cycle end date.
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If the renewal billing record for the benefit in this invoice was marked as primary and the Cycle State = Current, the system will change the account or contact price level from non-member to Member and change the member flag from No to Yes.
Membership renewal invoice – If the invoice is for a membership renewal where the renewal billing Cycle State = Current or Upcoming, the renewal billing record will change as follows:
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Benefit Status will change from New to Renew if the payment was equal to or greater than the first installment detail line.
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Date Renewed field will change to the system date when the payment is applied.
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Paid Through Date will change to the installment end date. In the case of a single annual installment, this date will be the cycle end date. In the case of multiple installments, this date will be the end of the last fully paid installment.
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Expiration Date will change to the cycle end date.
Membership rejoin invoice – If the invoice is the result of rejoining a terminated membership where the renewal billing Cycle State = Past, the system creates a new associated renewal billing record based on the terminated renewal billing record.
Important
Rejoin is only available for renewal billing records where the Cycle State = Past, Benefit Status = Terminated, and there is no existing renewal billing record for the same benefit/rate where the Cycle State = Current.
When payment is applied:
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Benefit Status will change from NULL to NEW, if the payment was equal to or greater than the first installment detail line in the invoice.
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Date Renewed field will change from NULL to the system date, when the payment is applied.
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Paid Through Date will change from NULL to the installment end date. In the case of a single annual installment, this date will be the cycle end date. In the case of multiple installments, this date will be the end of the last fully paid installment.
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Expiration Date will change from NULL to the cycle end date.
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If the renewal billing record for the benefit in this invoice was marked as primary, the system will change the account or contact price level from non-member to member and change the member flag from No to Yes.
Deleting a cash or check membership payment
You cannot delete a payment detail line item from the invoice if the originating batch is closed. Accounting principles and best practices for consistent entry require that payment cancellations must be recorded using a reversing entry. For information about reversing cash or check payments, see Canceling a cash or check payment. For information about reversing credit card payments, see Voiding a credit card payment.
This option is useful when you have applied a cash or check payment to the wrong invoice by mistake and the batch in which you applied the payment is still open.
Note
The following procedure shows how to begin this process from the contact’s record, but you can also begin from an account record.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Open the contact record and click Invoices in the Navigation Pane. Locate and open the membership invoice where you want to delete a cash or check payment.
Within the Invoice, check the batch number for the payment detail line that you want to delete. Click Select Batch on the invoice Record toolbar and then select the same batch.
Check the box to left of the payment detail record you want to delete to select it.
Click the Cancel button in the transactions grid toolbar. A message will appear asking you to confirm that you want to cancel/delete the payment detail. Click Yes to delete the payment.
Verify that the payment detail record has been deleted from the invoice. Confirm updates to the invoice totals. Click Save & Close.
When the cash or check payment is deleted and you Save & Close the invoice, the system updates the renewal billing record.
Canceling a renewal invoice
If necessary, you can cancel a customer’s current renewal benefit invoice. This is a permanent transaction. In other words, once you cancel a current renewal benefit, it cannot be reinstated or renewed. The member cannot rejoin for the same benefit and rate in the current dues cycle.
Important
If you have already generated renewals for the upcoming renewal year and are cancelling the Current renewal invoice, you must also cancel the Upcoming renewal invoice.
Depending on batch status, cancellation in a dues or subscription benefit entry, cancels or deletes invoice detail, terminates the related renewal billing record, and breaks the relationship between the renewal billing record and the renewal invoice for this invoice and its related renewal billing record only. For example:
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If you are cancelling the benefit entry in the invoice for a past renewal billing record, the cancellation will not affect any related current or upcoming renewal billing records or their related invoices. If this was a primary benefit, cancellation will not affect the price level or member flag in the record.
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If you are cancelling the benefit entry in the invoice for a current renewal billing record, the cancellation will not affect any related past or upcoming renewal billing records or their related invoices. If this was a primary benefit, cancelling the benefit entry in the invoice for a current renewal billing record will update the price level and member flag in the record.
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If you are cancelling the benefit entry in the invoice for an upcoming renewal billing record, the cancellation will not affect any related past or current renewal billing records or their related invoices. If this was a primary benefit, cancellation will not affect the price level or member flag in the record.
Note
If processing a full cancellation in the originating (open) batch and the renewal billing record status = NULL, as would be the case for an unpaid new member invoice, cancelling the benefit entry will delete the invoice detail and delete the related renewal billing record.
Full or partial cancellation
If a member wishes to cancel their membership and your organization does not prorate the amount of “unused” membership, you would process a full cancellation on the current renewal invoice. If you had already run the renewal process for the next renewal cycle, you would also process a full cancellation on the upcoming renewal invoice.
If a member wishes to cancel their membership and your organization prorates the “unused” membership based on the cancellation date, you would process a partial cancellation on the current renewal invoice. You can partially cancel single and multiple-installment anniversary dues, single-installment calendar dues, and multiple-installment calendar dues if they are not prorated. If you had already run the renewal process for the next renewal cycle, you would then process a full cancellation on the upcoming renewal invoice.
Note
You cannot partially cancel multiple-installment calendar dues with prorate. If you attempt a partial cancellation in a multiple-installment prorated calendar dues line item, the system will cancel the entire amount.
If a member wishes to change their membership to a different benefit during the current dues cycle, you would use Upgrade/Downgrade in the benefit entry record of the invoice for the current renewal billing record instead of cancellation. See Upgrading or downgrading membership for additional information. If you had already run the renewal process for the next renewal cycle, you would upgrade/downgrade the current renewal invoice and process a full cancellation on the upcoming renewal invoice. Once the current upgraded/downgraded renewal invoice is paid, you can generate a new upcoming renewal invoice for the customer.
Batch open or closed
There are two batch scenarios for canceling a renewal invoice:
Canceling a renewal invoice line item in a closed batch
From the account or contact’s record, open the renewal billing invoice that needs to be canceled. If you have not already selected your batch for the day, select the appropriate open batch, and then click Save.
Double-click the dues renewal invoice detail line item to open the benefit entry form. Click the Cancel button on the Record toolbar.
The Renewal Billing Cancel dialog appears. Indicate whether you are processing a full or a partial cancellation and select a cancellation reason.
If you select Partial Cancellation, enter the cancellation date, which must be the last day of the month, and a cancellation reason. (The system uses this date to calculate the prorated portion of the renewal dues to credit to the customer.) If you select Full, select a cancellation reason.
Note
You cannot partially cancel multiple-installment calendar dues with prorates. If you attempt a partial cancellation in a multiple-installment, prorated calendar dues line item, the system will treat it as a full cancellation and cancel the entire amount.
If the user enters a cancellation date that is prior to the deferral start date of the original invoice detail, there is no partial cancellation. The system will treat it as a full cancellation and cancel the entire amount.
Click OK. The system will cancel the original dues renewal invoice detail line, and if you processed a partial cancellation, will create a new line item for the prorated dues amount.
If a payment was applied to the invoice, you will need to deal with the credit balance. Depending on the type of the payment, you can create a refund for a check payment, or credit a credit card payment. (For more information, see Issuing a refund by check or Issuing a credit card refund.) Or, you can transfer the credit balance to another invoice for this account or contact. (For more information, see Transferring a payment from one invoice to another.)
Canceling a renewal invoice line item in the originating open batch
Go to the account or contact record and open the renewal billing invoice that needs to be canceled. Double-click the dues renewal invoice detail line item to open the benefit entry form.
Click the Cancel button on the Record toolbar. The Renewal Billing Cancel dialog appears. Select Full and a cancellation reason. You cannot partially cancel a renewal invoice line item in the originating open batch. Selecting partial will result in a full cancellation.
Select OK to continue. Because you are working in the originating open batch, the system deletes the dues renewal invoice detail line item and related renewal billing record.
If a payment was applied to the invoice, you will need to deal with the credit balance. Depending on the type of the payment, you can create a refund for a check payment or credit a credit card payment. (For more information, see Issuing a refund by check or Issuing a credit card refund.) Or, you can transfer the credit balance to another invoice for this account or contact. (For more information, see Transferring a payment from one invoice to another.)
Invoice Detail Calculations for Partial Cancellations
When the cancellation date entered for a partial cancellation is greater than the deferral start date of the invoice detail being cancelled, the process creates a new invoice detail line item for the partial (prorated) amount, using the renewal product from the cancelled invoice detail.
Note
If the user enters a cancellation date that is prior to the deferral start date, there is no partial cancellation – the system will cancel the existing invoice detail line and will not create invoice detail for a partial cancellation.
To support proper revenue recognition, the new invoice detail inherits the deferral start date from the original invoice detail and uses the cancellation date entered as the deferral end date.
To calculate the amount for the partial cancellation, the system:
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uses the deferral start date and end dates as the basis for calculating the # of membership months in the original invoice detail
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uses the deferral start date and cancellation date as the basis for calculating the # of partial membership months used
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uses the total amount charged in the original invoice detail / (calculated membership # of months * calculated # partial membership months) for calculating the new invoice detail amount.
For example:
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Cancellation Date = 10/31/16
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Deferral Start Date = 9/1/2016
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Deferral End Date = 12/31/2016
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Total Amount Charged = $33.33
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Calculated # of original membership months = 4 months (9/1/2016 to 12/31/2016)
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Calculated # of partial membership months = 2 months (9/1/2016 to 10/31/2016)
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New invoice detail amount: 33.33 / 4 * 2 = $16.66
The user will have the option to override the calculated amount inside the invoice detail record and re-calculate the invoice. If the benefit is taxable, the system will calculate taxes based on the prorated amount.
Terminating a single membership
Terminating a single membership does not alter the charges in the dues renewal invoice, as is the case with cancellation. Typically, you would only terminate the current renewal billing record, unless you have already run the renewal process for the upcoming renewal year.
The effect of the termination depends on the renewal billing record Cycle State:
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Terminating a Past renewal billing record is not recommended. These records are in the past and have no effect on renewal billing or membership status.
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If you are terminating a Current renewal billing record, the termination will not affect any related Past or Upcoming renewal billing records or their related invoices. If this was a primary benefit, terminating a Current renewal billing record will update the price level and member flag in the record. Benefit status is updated to Terminated, along with updates to the Termination Date and Reason. The record is no longer eligible for renewal; however, the invoice detail for dues remains in place.
Note
If you terminate a current renewal billing record and you have already run the renewal process, you should cancel the upcoming renewal billing invoice as this renewal billing record will eventually update to the current renewal billing record.
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If you are terminating an Upcoming renewal billing record, the termination will not affect any related Past or Current renewal billing records or their related invoices. If this was a primary benefit, termination will not affect the price level or member flag in the record. Benefit status is updated to Terminated, along with updates to the Termination Date and Reason.
You can terminate an individual membership in UX Online using either of these methods:
Terminating from the renewal billing record
Note
The following procedure shows how to begin this process from the contact’s record, but you can also begin from an account record.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Locate and open the contact whose membership you want to terminate. Click Renewal Billing in the record’s Navigation Pane to display a List View of this contact’s renewal billing records.
Important
If you have already generated renewals for the upcoming renewal year and are terminating the Current renewal billing record, you must also terminate the Upcoming renewal billing record.
Click to select the membership renewal billing record you want to terminate. Click the Terminate button on the List View toolbar.
In the Renewal Billing Termination dialog box, select the reason you are terminating this membership from the Reason list.
Click OK. The system updates the following fields on the renewal billing record:
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Benefit Status – Changes to Terminated.
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Termination Date – Displays the system date.
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Termination Reason – Displays the termination reason you selected in the Renewal Billing Termination dialog box.
If this was the primary renewal billing record (that is, the Primary Benefit field was set to Yes) and Cycle State = Current, the system also updates the price level from Member to Non-Member and changes the Member field on the account or contact record to No. If this was not the primary renewal billing record or the cycle state <> current, the system does not update the account or contact record’s price level or membership.
Depending on your organization’s business requirements, if the terminated renewal billing record was the primary benefit, you may want to select another renewal billing record as primary. For more information, see Setting the primary renewal billing record.
Note
Please allow a few minutes for the system to process the termination and update all requisite fields in the renewal billing record and the account/contact record. It is not instant.
Click the name of the record on the Top Navigation Toolbar to return to the contact record.
Terminating from the renewal billing invoice detail line item
Note
The following procedure shows how to begin this process from the contact’s record, but you can also begin from an account record.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Locate and open the contact whose membership you want to terminate. In the Navigation Pane of the customer’s record, click Invoices. Locate and open the membership invoice you want to terminate.
Important
If you have already generated renewals for the upcoming renewal year and are terminating the Current renewal invoice, you must also terminate the Upcoming renewal invoice.
Within the Invoice, if you have not already selected your batch, select the appropriate open batch. Double-click the renewal benefit invoice detail line item to open the benefit entry form.
Click the Terminate button on the Record toolbar.
In the Renewal Billing Termination dialog box, select the reason you are terminating this membership from the Reason list.
Click OK. The system processes the invoice for termination and returns you to the invoice. Click Save & Close to close the invoice and return to the List View of invoices.
Click the name of the record on the Top Navigation Toolbar to return to the contact record.
Note
Please allow a few minutes for the system to process the termination and update all appropriate fields in the renewal billing record and the account or contact record. It is not instant.
Depending on your organization’s business requirements, if this is the primary renewal billing record, you may want to select another renewal billing record as primary. For more information, see Setting the primary renewal billing record.
Reinstating membership
Reinstatement should only be used on current renewal billing records that have been terminated during the current renewal year. The procedure you will use to reinstate a current membership renewal billing record depends on the reason the membership was terminated:
Important
If the membership renewal billing record was terminated for a past dues cycle or if the terminated renewal billing record was converted from your organization’s previous system, and you want to allow the customer to join again, UX Online treats this as a Rejoin. See Rejoin Membership for more information.
Reinstating membership terminated for nonpayment
If a member’s current renewal billing record was terminated for non-payment, you can reinstate the current renewal billing record by applying full payment to the related current membership dues invoice.
Important
You can only reinstate during the current dues cycle. Payments applied to a Past or Upcoming membership dues invoices will not reinstate membership.
If a membership was terminated for a past dues cycle and you want to allow that customer to join again, UX Online treats this as a Rejoin. See Rejoin Membership for more information.
Once payment is entered and you Save & Close the invoice, the system processes the reinstatement:
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The system then updates the Benefit Status field on the terminated renewal billing record to Reinstated, and the record is now eligible for renewal in the next renewal billing cycle.
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If this is the primary renewal billing record, the system also updates the record price level from member to non-member and the member flag to Yes. If this is not the primary renewal billing record, no changes are made to the price level or member option.
Note
Normally, when you enter a transaction that changes a customer’s membership status, the UX Online system takes a few minutes to finish updating the membership record.
From any of the UX work areas on the Navigation Tile Bar, click Accounts or Contacts. Locate and open the account or contact whose membership you want to reinstate. In the Navigation Pane of the account or contact record, click Invoices. Locate and open the current membership invoice where the related renewal billing record is terminated.
Hint
The current membership invoice also can be found within the Current renewal billing record.
Click Select Batch to select the appropriate open batch based on your organization’s business rules. For information about batches, see Batch overview.
Click New Transactions > Payments & Adjustments button on the invoice Record toolbar and select the payment type. Enter the full payment. (For more information, see Payment and Adjustment Transactions.)
Click Save & Close to save and close the invoice and return to the invoices List View.
To verify that the current renewal billing record was reinstated, in the Navigation Pane of the account or contact’s record, click Renewal Billing, and then double click the current renewal billing record for this membership. Verify that the Benefit Status is Reinstated, and that the Expiration Date and Paid through Date have increased by the correct term. The Terminated Date and Reason will still display the information as a reference for reporting.
Reinstating membership terminated for reasons other than nonpayment
If the current renewal invoice was paid in full prior to termination, and the membership was terminated for any reason other than nonpayment, you can reinstate the current membership during the current renewal cycle.
From any of the UX work areas on the Navigation Tile Bar, click Accounts or Contacts. Locate and open the account or contact whose membership you want to reinstate. In the Navigation Pane of the account or contact record, click Invoices to open the List view of invoices. Locate and open the current membership invoice where the related renewal billing record is terminated.
Hint
The current membership invoice also can be found within the Current renewal billing record.
Click Select Batch to select the appropriate open batch based on your organization’s business rules. For information about batches, see Batch overview.
Double-click the renewal benefit invoice detail line item to open the benefit entry form. Click the Re-calculate Invoice button on the Record toolbar.
The system will cancel the original invoice detail line item(s) and create a new one using the selected batch.
Note
This may affect GL detail since the invoice was fully paid prior to termination. The appropriate reversing entries and new entries will be created.
Confirm that the invoice balance due is $0.00. Click Save & Close on the invoice to return to the invoices List View.
Note
Please allow a few minutes for the system to process the reinstatement and update all appropriate fields in the renewal billing record. It is not instant.
To verify that the current renewal billing record was reinstated, in the Navigation Pane of the account or contact’s record, click Renewal Billing, and then double click the current renewal billing record for this membership. Verify that the Benefit Status is Reinstated. The Terminated Date and Reason will still display the information as a reference for reporting. If this is the primary renewal billing record, the system also updates the record price level from non-member to member and the member flag to Yes. If this is not the primary renewal billing record, no changes are made to the price level or member option.
Reinstating a terminated membership from a legacy system
If you have terminated membership records that were converted from your organization’s previous association management system, they will not have associated membership dues invoices in UX Online. If you want to reinstate any of these members, you will need to process a rejoin. See Rejoin Membership for more information.
Recalculating a membership renewal invoice
You may recalculate a renewal billing invoice if you need to change the join date, the rate, the quantity, or the volume if the rate selected is a volume-based rate. You cannot recalculate a membership invoice if you need to change the benefit selected.
Note
The following procedure shows how to begin this process from the contact’s record, but you can also begin from an account record.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Locate and open the contact with the membership renewal invoice you want to recalculate. In the Navigation Pane of the customer’s record, click Invoices.
Hint
The current renewal invoice also can be found within the Current renewal billing record.
Important
If you have already generated renewals for the upcoming renewal year and are recalculating the Current renewal invoice, you must also recalculate the Upcoming renewal invoice.
Locate and open the membership invoice you want to recalculate. Click Select Batch to select the appropriate open batch based on your organization’s business rules. For information about batches, see Batch overview.
Note
You can open any invoice whether or not you are working in an open batch. However, to open invoice detail line items or make any changes to the invoice, you must be working in an open batch.
Double-click to open the renewal billing invoice detail line item. In the renewal billing transaction record, if you need to change the benefit rate, click the Lookup button on the Rate field and select a new rate.
To change the original join date, click the Calendar button on the Original Join Date field to select a new date.
To modify the volume, enter a new value in the Volume field. For rates where the rate type = volume or factor, UX will update the price based on the changed value and the rate/prices setup.
To modify the quantity, enter a new value in the Quantity field. For rates where the rate type = quantity, UX will update the price based on the quantity x price per unit for the selected rate. Changes to this field do not affect pricing for rates where rate type = volume or factor.
The entries in the renewal billing transaction record will be updated based on the new rate, new original join date, or new volume selected. Review the entries carefully.
Click the Save button to save your changes. Click the Re-Calculate Invoice button on the Record toolbar. When you recalculate the invoice, any changes will be updated in the related renewal billing record, as well as related invoice detail.
A message will appear asking you to confirm that you want to recalculate the invoice. Click OK.
Note
The invoice will not be recalculated until you click the Re-Calculate Invoice button to complete the transaction.
The system will recalculate the invoice amount and totals based on the new rate, join date, or volume, etc. For example, if the recalculation is based on a new rate, you will see the new rate and amounts due based on the new rate selected. If the recalculation was based on a change to the volume or the original join date, only the amounts will be updated.
Click Save & Close to save your renewal billing transaction changes and return to the invoice. Save & Close the invoice.
Note
If the batch in which the original detail line item had been entered has since been closed, then the Re-Calculate logic will automatically cancel the original line item and create a new line item with the new information. If the batch is still open, the original line item will be deleted, and a new line item will be created.
If a payment had been entered on the original transaction, you may have a balance due or a credit balance depending on whether the price on the new rate is more or less than what was originally paid.
If full payment had been entered on the original transaction and the recalculation results in a balance due of the first installment for any renewal benefit in the recalculated invoice, the system will update the renewal billing record as follows:
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If the renewal benefit status is New or Reinstated and the renewal cycle state = Current, the system will update the renewal billing record and update the account/contact default price level field and member flag if the renewal billing record flag is primary.
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If the renewal benefit status is Renew and the renewal cycle state = Current, the system will update the renewal billing record. There are no changes to the account/contact default price level field and member flag if the renewal billing record flag is primary.
Rejoin Membership
Rejoining an existing renewal billing record is available only for renewal billing records where the cycle state = Past and the benefit status = Terminated and there is no renewal billing record for the same benefit with a cycle state = Current.
This feature can also be used for terminated renewal billing records converted from a legacy system where no current renewal billing invoice exists.
To process a rejoin, in the Navigation Pane of the account or contact’s record, click Renewal Billing to view a list of existing renewal billing records.
Click to select the past and terminated renewal billing record for the membership benefit. Click Rejoin from the List View toolbar on the list view of renewal billing records.
In the Rejoin Renewal dialog, use the Lookup to select the batch to be used for this transaction and use the Calendar to select the Current Join Date.
Click OK. The system will create a new renewal invoice and a new related renewal billing record for the current renewal cycle. The benefit status will remain NULL until full payment is applied against the newly created renewal invoice.
To apply payment to the invoice, see Applying payments to a membership renewal invoice.
Once the invoice is paid in full, the system will update the renewal billing record as follows:
Benefit Status will change from NULL to New, if the payment was equal to or greater than the first installment detail line in the invoice.
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Date Renewed field will change from NULL to the system date, when the payment is applied.
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Paid Through Date will change from NULL to the installment end date. In the case of a single annual installment, this date will be the cycle end date. In the case of multiple installments, this date will be the end of the last fully paid installment.
-
Expiration Date will change from NULL to the cycle end date.
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If the renewal billing record for the benefit in this invoice was marked as primary, the system will change the account or contact price level from non-member to member and change the member flag from No to Yes.
Renewal billing pricing overrides
Price per unit overrides – permanent or temporary
If you override the default price per unit on the renewal billing transaction record of a membership invoice—whether it is a new member invoice or an existing membership renewal invoice—the new price you enter will apply to all future renewal invoices, unless Override Price Temporary = Yes. For example, if the price per unit for a membership benefit is $300, but you change it to $250 when creating an invoice for a new member, the future renewal invoices created for that member will use the $250 price, unless Override Price Temporary = Yes. If Overprice Price Temporary = Yes, the override price is valid only for this renewal invoice.
Price, discount, or prorate amount overrides on a new member dues invoice
Create a new member invoice, following the procedure in Creating a new member invoice using a renewal benefit. In the renewal billing transaction record:
To override the price, set the Override Price option to Yes and enter the new price in the Price Per Unit field.
If this is a temporary (one-time) price override, set the Override Price Temporary = Yes. If this is a permanent price override for this rate, set the Override Price Temporary = No.
Note
If you override the price for a benefit where the prorate cycle is Current, the system automatically recalculates the prorate amount based on the new price per unit.
To override the discount, set the Override Discount option to Yes, and enter the new discount in the Discount Amount field. This is a one-time override for this invoice.
To override the prorate amount, set the Override Prorate Amount option to Yes and enter the new prorate amount in the Prorate Amount field. (This is not recommended.)
Note
If you override the prorate amount on a new member invoice, and the prorate cycle in the selected benefit is Current, the new prorate amount will apply to the new member invoice. If the prorate cycle for the selected benefit is Next, the new prorate amount will apply to the first renewal invoice.
Click Save & Close the renewal billing transaction to return to the invoice. Save & Close the invoice.
Price or discount overrides on an existing renewal invoice
You can override the price on an existing membership renewal invoice and recalculate the invoice.
Note
The following procedure shows how to begin this process from the contact’s record, but you can also begin from an account record.
From any of the UX work areas on the Navigation Tile Bar, click Contacts. Locate and open the contact record where you want to override membership price or prorate. In the Navigation Pane of the contact’s record, click Invoices. Locate and open the membership renewal invoice you want to modify. In the invoice, open the renewal invoice detail line item to open the renewal billing transaction record.
To override the price, set the Override Price option to Yes and enter the new price in the Price Per Unit field. If this is a temporary (one-time) price override, set the Override Price Temporary = Yes. If this is a permanent price override for this rate, set the Override Price Temporary = No.
To override the discount, set the Override Discount option to Yes and enter the new discount in the Discount Amount field. This is a one-time override.
Note
You should not override the prorate amount for any renewal member invoice.
Select Re-calculate Invoice on the benefit entry Record toolbar.
Click Save & Close in the renewal billing transaction record. Click Save & Close to close the invoice.
Cancel price per unit overrides
You can cancel price per unit overrides for calculating future membership renewal invoices by changing the Override Price Temporary flag from No to Yes in either the most current membership renewal invoice or in the renewal billing record where cycle state = Current. If you have already generated your next renewal invoices, you will need to make the change in the renewal billing record where cycle state = Upcoming.
Upgrade/Downgrade Membership
This optional feature can be used if a member wants to change their membership benefit during the renewal year, you can use Upgrade/Downgrade Membership. You can upgrade or downgrade a membership at any time within the renewal cycle.
Because not all organizations allow mid-year changes, this feature is only available when the PAUpgradeDowngrade.ShowButton application parameter = true. By default, this parameter is set to false.
Important considerations
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Upgrade/Downgrade Membership is available for benefit rate setups with a single annual installment only. It does not support multiple installment rates.
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If you are changing only the rate, join date, or quantity, do not use Upgrade/Downgrade. See Re-calculating a renewal membership invoice for more information.
-
The current join date entered in the Upgrade/Downgrade process should always be the first day of a month. It represents the effective date of the change and is used to calculate the number of months used under the original benefit. It is used again to establish the cycle start date for the new benefit based on the setup of the new membership benefit.
-
When using Upgrade/Downgrade, the system will calculate the cycle start date for the new benefit based on the setup for benefit you select and the current join date you enter. The current join date for the new benefit should always be a date within the same Cycle Year as the benefit you are upgrading/downgrading.
-
Charges for the new benefit are calculated in the same manner as those for a new membership. If the new benefit is anniversary-based, charges are not prorated. If the new benefit is calendar-based, the charges might be prorated.
-
Upgrades/Downgrades will update the related renewal billing record based on the invoice balance due using standard system logic. For example, the renewal billing record for a new member who paid their new member dues invoice in full prior to the Upgrade/Downgrade will lose benefit status, expiration date, paid through date, and date renewed if the recalculated invoice balance is greater than $0.00. This, in turn, would also trigger an update to the Price Level and Member flag until the invoice is paid in full.
-
Since recalculating the invoice is included in the Upgrade/Downgrade process, using the recalculate button on the renewal billing transaction Record toolbar is not required.
Mid-year v. full year changes
This process accommodates mid-year benefit changes when a member wants to change their membership after the beginning of the renewal cycle but before the end of the renewal cycle. In this scenario, charges for the original benefit should be partially discounted, so that the member is charged a prorated amount for the number of months used. The member is charged for the new benefit by creating new invoice detail in a manner that mirrors calculating dues for a new membership.
-
Updates the original invoice detail line item by calculating a discount amount for the number of unused membership months for the original benefit. See Calculation Methodology for additional details.
-
Cancels the benefit entry in the original invoice detail line item – “Benefit Cancelled” (the invoice detail line is not cancelled as it contains the updated charges for the original benefit).
-
Creates new invoice detail line item with charges based on the new benefit, rate and, join date selected.
-
Recalculates the invoice totals.
-
Updates the related renewal billing record based on the new benefit, rate and join date selected, and the recalculated invoice totals.
This process accommodates full year benefit changes when a member wants to change their membership for the entire renewal cycle. In this scenario, charges for the original benefit should be fully discounted, so that the member is not charged for the unused membership. The member is charged for the new benefit by creating invoice detail in a manner that mirrors calculating dues for a new membership.
-
Updates the charges in the original invoice detail by calculating a discount amount based on the entire renewal cycle – this is essentially a 100% discount, bringing the charges for the original invoice detail to $0.00. See Calculation Methodology for additional details.
-
Cancels the benefit entry in the original invoice detail line item – “Benefit Cancelled” (the invoice detail line is not cancelled, as it contains the updated charges for the original benefit).
-
Creates new invoice detail line item with charges based on the new benefit, rate, and join date selected.
-
Recalculates the invoice totals.
-
Updates the related renewal billing record based on the new benefit, rate and join date selected, and the recalculated invoice totals.
Important
If you have already generated renewals for the upcoming renewal year and are processing an Upgrade/Downgrade on the Current renewal invoice, you must also process the same Upgrade/Downgrade on the Upcoming renewal invoice. Cancelling the Upcoming renewal invoice and attempting to generate a new renewal invoice based on the upgraded renewal billing will not work.
Processing an Upgrade/Downgrade
From the account or contact’s record, select the renewal billing invoice that needs to be upgraded or downgraded.
Hint
The current renewal billing invoice also can be found within the Current renewal billing record.
If you have not already selected your batch for the day, select the appropriate open batch and then click Save.
Double-click the dues invoice detail line item to open it. Click the Upgrade/Downgrade Membership button.
In the Upgrade/Downgrade Membership dialog, enter the new benefit and rate.
Caution
Selecting a calendar-based benefit with prorating will trigger prorate calculations as if this is a new membership.
In the Current Join Date field, enter or select the effective date for the membership upgrade or downgrade. Select a date that is within the current renewal cycle.
Note
The Current Join Date field will display the first day of the next month by default. For any date that you enter, the system will use the first day of that month for its calculations. For example, if you enter 10/15/13, the system will use 10/01/13.
After verifying your entries for benefit, rate, and current join date, click OK. The system will recalculate original dues invoice detail line item and create a new invoice detail line item for the new benefit, rate, and join date.
Upgrade/Downgrade logic for determining the discount when recalculating the original invoice detail line item
NoOfMonthsUsed = CurrentJoinDate – CycleStartDate
ProratedDiscount = TotalAmount / Number of Months; (Both of these are the Renewal Billing)
DiscountApplied = TotalAmount – (NoOfMonthsUsed * ProratedDiscount)
Note: The DiscountApplied is the Discount amount shown in the original invoice detail line item to recalculate the charges.
Sample scenario: Member is a Senior Associate and a dues renewal invoice exists for this membership for the period 1/1/2016 to 12/31/2016. In February 2016, the member wants to change his membership from Senior Associate to Junior Associate, effective March 1, 2016.
Renewal Billing Record Assumptions:
-
Benefit = Senior Associate
-
Rate = 1 Year Senior (single installment)
-
Cycle Start Date = 1/1/2016
-
Number of Months = 12
-
Total Charge = $100.00
Upgrade/Downgrade Assumptions:
-
Current Join Date (Effective Date) = 3/1/2016
-
Benefit = Junior Associate
-
Rate = 1 Year Junior (single installment)
-
Price = $75.00
Sample recalculation of the original invoice detail line item for the Senior Associate membership
Calculate the Number of Months Used: 2 months
-
Current Join Date Entered for Upgrade/Downgrade = 3/1/16
-
Existing Renewal Billing Cycle Start Date = 1/1/2016
-
Calculation: Current Join Date – Cycle Start Date = Number of Months Used
-
3/1/2016 – 1/1/2016 = 2 months
Calculate the Prorated Discount Amount per Month: $8.3333
-
Senior Associate Renewal Billing Total Amount = $100.00
-
Senior Associate Renewal Billing Number of Months = 12
-
Calculation: Total Amount/Number of Months Used = Prorated Discount
-
$100.00/12 = $8.33
Calculate the Discount Applied: $83.34
-
Senior Associate Renewal Billing Total Amount = $100.00
-
Calculated Number of Months Used = 2
-
Prorated Discount = $8.3333
-
Calculation: Total Amount – (Number of Months Used * Prorated Discount) = Discount Applied
-
$100.00 – (2*$8.33) = $83.34
Recalculated Charges for Senior Associate: $16.66
-
Total Amount = $100.00
-
Discount Applied = $83.34
-
Calculation: Total Amount – Discount Applied = Recalculated Charges
-
($100.00 – $83.34) = $16.66
Chapter 24: Membership Renewal Billing Processes
Note
The same renewal processes found in the UX Online Renewal Manager are used for both membership and subscription renewal billing. See Chapter 28: Subscription Processing for information specific to subscriptions.
You will periodically need to run a process to renew memberships. Depending on your organization’s practices, this may be monthly or annually. Additionally, renewal billing can be run against a single customer.
You can require a membership fee based on a set dues rate or progressive dues rate, or it can be based on a voluntary or good will basis.
In any case, this process creates an open invoice and creates a new renewal billing benefit record to allow the renewal of a membership benefit. The new invoice is needed so you can send a renewal notice to your members and apply the payment when it is received.
Also part of the membership lifecycle is the periodic need to terminate memberships that are past due. This is a system-wide process that can be run at intervals based on your organization’s needs.
This chapter includes the following sections:
-
Best practices for processing membership renewal billing invoices
-
Membership renewal process overview
-
Creating new rate prices using Price Progression
-
Verifying additional benefit recipient prices
-
Printing the UX Membership Dues Renewal Edit Report
-
Creating a batch for membership renewal invoices
-
Generating membership renewal billing invoices
-
Printing the UX Membership Dues Invoice Register Report
-
Applying overpayments from current to upcoming renewal invoices
-
Membership termination overview
-
Printing the UX Membership Termination Edit Report
-
Terminating expired memberships
-
Do Not Renew Termination Utility
-
Renewal Billing Process Log
-
Renewal Billing View
-
Renewal Process Rollback Utility
Best practices for processing membership renewal billing invoices
We recommend the following as best practices for managing the process of generating membership renewal billing invoices.
-
Validate all membership benefit, rate and price settings before you generate renewal billing invoices. For more information, see Membership Renewal Setup.
-
Validate pricing for your rates. The system will select the price record where the cycle start date falls within the price record start and end date range of the rate price record. If no price record is found, the system will calculate dues = $0.00.
-
Validate pricing for additional benefit recipient products that may be related to your rates. Pricing for additional benefit recipients is based on the cycle start date. The system will select the price record where the cycle start date falls within the price record date range of the additional benefit recipient product setup. For more information, see Additional Benefit Recipient Charges.
-
Print and review carefully the UX Membership Dues Renewal Edit Report before generating the renewal billing invoices.
-
Create a separate batch for the renewal billing invoices and mark this batch closed as soon as the process is complete.
Important
Do not use this batch for any transactions other than the generate renewal billing invoices.
-
Print and review carefully the UX Membership Dues Invoice Register Report before printing any invoices.
-
Spot-check new invoices to verify that the invoices reflect the correct benefit cycle start date and pricing.
-
Post the renewal billing invoices batch as soon as possible after verifying that the invoices were generated correctly. Failure to post the batch will prevent the system from properly distributing payments to the correct GL account.
-
If you are going to apply overpayments from the current year’s dues to the upcoming renewal invoices, create a separate batch for this process. Mark this batch closed when the process is complete and post it as soon as possible after validating.
-
Disable client-specific workflows prior to generating renewal billing invoices
Important
To maintain system performance during renewal billing processing, disable client-specific workflows in your custom solution on the following entities prior to initiating the Generate Renewal Billing Invoices process. You can re-enable them after renewal processing is complete.
-
Invoice
-
Invoice Detail
-
Renewal Billing
-
Benefit Recipients
Membership renewal process overview
Your organization may manage membership on an anniversary basis, which means that an individual’s membership is valid for a specified period beginning from the month they joined. For example, if a member joins in November, a 12-month membership would expire at the end of the following October. On the other hand, your organization may manage memberships on a calendar basis, which means that your membership year is a specified period where membership begins on a specified month for all members. For example, your membership year might be July 1 through June 30. Regardless of when a member joins during the year, that membership begins on July 1 and expires on June 30, unless it is renewed.
Note
The same concepts for membership renewal processes apply to subscription renewal as well. See Subscription renewal process overview for more information.
Whether your organization manages membership on a calendar or anniversary basis, new members typically are entered into the system all throughout the year. However, how frequently you run the membership renewal process depends on whether your organization uses the calendar or anniversary method for managing membership.
-
If your organization uses the calendar renewal method, you will need to run the renewal process to generate membership renewal invoices once a year, before the end of your membership year.
-
If your organization uses the anniversary renewal method, you will need to run the renewal process each month, to generate the renewal invoices for memberships that are expiring.
-
In special circumstances, you may need to run the renewal process to generate a membership renewal invoice for a single customer.
When you launch the renewal process, you will select the Membership module, the renewal benefit, and the expiration date. If you are generating renewal for a single customer, you will also select the customer. Based on the search conditions selected in the Generate Renewal Billing Invoices window, the system then identifies eligible renewal billing records.
Eligible renewal billing records
Based on the benefit and expiration date range entered, renewal processing relies only on information in the renewal billing records where cycle state = Current, benefit status = New, Renew or Reinstated and no related renewal billing record where cycle state = Upcoming exists. Renewal billing records flagged as Do Not Renew are ignored.
|
Generate Renewal Billing Invoice Conditions
|
|
Allow Renewal On Unpaid
|
= Yes
|
= No
|
|
Expiration Date Entered
|
= Cycle Start Date + # of Months, less 1 day
|
= Expiration Date
|
|
Expiration Date = Pd Thru Date
|
Ignored
|
True
|
|
Benefit Status =
|
New, Renew, Reinstated
|
New, Renew, Reinstated
|
|
Expire of Last Renewal
|
Ignored
|
Is NULL or < Expiration Date Entered
|
|
Rate Next
|
Is not NULL
|
Is not NULL
|
|
Bill To
|
Is not NULL
|
Is not NULL
|
|
Cycle State
|
Current
|
Current
|
|
Do Not Renew
|
= False or NULL
|
= False or NULL
|
|
Prior Renewal Billing ID
|
<>Renewal Billing ID
|
<>Renewal Billing ID
|
|
If all conditions are met, creates new renewal billing invoice
|
Renewal process procedures
Your membership renewal process includes performing the following procedures, in this order:
-
Create new rate price records for the next renewal year and, if necessary, update the prices.
-
If used, validate prices on any additional benefit recipient products that are linked to your membership benefit rates. Create new price records, if needed, for the next renewal year and update the prices.
-
If membership dues are volume- or factor-based, complete routine maintenance on your account and contact records to update the pa_volume field so that the renewal invoice is calculated using the correct amount. (For more information about volume-based dues, see Setting up volume-based rates and prices. For more information about factor-based dues, see Setting up factor-based rates and prices.)
-
Create a batch for the membership renewal process. The membership renewal process requires its own batch for the renewal invoices.
-
Generate a membership edit report. You can generate the Membership Renewal Edit Report to view a list of memberships that need to be renewed.
Important
To maintain system performance during renewal billing processing, disable client-specific workflows in your custom solution on the following entities prior to initiating the Generate Renewal Billing Invoices process. You can re-enable them after renewal processing is complete.
-
Invoice
-
Invoice Detail
-
Renewal Billing
-
Benefit Recipients
-
Generate renewal billing invoices. In this procedure, you will select the membership renewal benefit you are renewing and enter the membership expiration dates you want to include in the process.
-
Verify the renewal process results.
The timing for performing this process will depend on your organization’s policy for when you need to send membership renewal notices. For example, if your policy is to give members two months’ notice that their membership is expiring, you will perform this process in January for memberships that expire on March 31st. This gives you enough time to mail them their 1st notice and any follow up notices.
Creating new rate prices using Price Progression
The dues amounts on renewal invoices are managed prices in the rate setup associated with the renewal benefit. If your dues are changing, you can use the Price Progression utility to create new price records, without altering existing pricing. This utility creates the new price records for you, eliminating the need for you to create each price item manually.
Important Note
Do no run the utility for the same date ranges more than one time. UX does not check for duplicates and will create another set of prices records if you run the utility a second time for the same date range.
To create the new price records, this utility runs a series of processes:
-
It searches for all price items within the selected benefit that either match or fall within the date range that you specify. In other words, any price records that have a start date equal to or greater than the start date you enter, and an end date that is equal to or less than the end date you enter will be included.
-
It creates new price records that are copies of the existing price records in the date range you specified.
-
It sets the start date for each new price record by adding one day to the end date of the original price record. For instance, if the original price record has an end date of 12/31/2016, the start date for the new price record will be 01/01/2017. This prevents any gaps in the effective dates of the existing price record and the new price record.
-
It sets the end date for each new price record so it is effective for at least the same number of days as the existing price record and falls on the last day of the month. For instance, assume that the existing price record start and end dates are 01/01/2016 and 12/31/2016. There are 365 days between these two dates. To set the end date for the new price record, the system adds 365 to 01/01/2017 to arrive at a calculated end date of 12/31/2017. To ensure that the new end date falls on the last day of the month, the system looks to the 1st of the following month, in this case, 01/01/2018, subtracts one day, and assigns 12/31/2017 as the end date for the new price record. (This calculation accommodates potential variations in the number of days, such as leap years.)
Caution
If the end date in the original price record does not fall on the last day of the month, the system calculation to create the new end date may alter the number of days between the start and end dates in the new price record. For example, if the original start and end dates are 01/01/2016 and 12/15/2016, the new start date will be 12/16/2016 and the new end date will be 11/30/2017. The best practice is to keep the start dates at the beginning of a month and the end dates at the end of a month.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Billing Settings > Step Three: Renewal Benefit to open the List View of benefits in a new window. In the Benefit list, locate and open the benefit record where you want to update prices.
Before running the utility, review each rate and its price records and note the following information:
-
Start and end dates: You will specify the date range to search for existing price records, so take note of the start and end dates for the price records in each rate that you want to duplicate. Also, note the number of price records in those date ranges.
-
Rate default price: All new price records will inherit the default price for the rate, whether the price record is created by the system or by you manually.
-
If the new price applies to all new price records, consider updating the rate default price before running the utility. The system will not alter the price in the existing price records, but the new price records will inherit the new default price from the rate and you will not need to edit the price in each new price record.
-
If the new price does not apply to all new price records, do not alter the default rate price. The system will create the new price records and you can change the price records that need the new price.
Click the Price Progression Utility button on the Record toolbar.
In the Price Progression Utility dialog, enter the start and end date range that will include the price records you want to copy and click OK.
The system will search for all price items within the selected benefit that fall within the date range you entered. The Price Progression Utility dialog will display the number of price records found in the search.
If the number of price records found is correct, click OK. The system will automatically create the new price records. For example, the following table shows the result of running the Price Progression utility where the search start date is 01/01/2008 and the search end date is 12/31/2009.
|
Name
|
Rate
|
Price
|
Start & End Date
|
Minimum – Maximum
|
|
Existing price records
|
|
Member
|
Quarterly Install – Volume
|
$200.00
|
01/01/2008 – 12/15/2009
|
1.00 –
999.00
|
|
Non-Member
|
Quarterly Install – Volume
|
$200.00
|
01/01/2008 – 12/15/2009
|
1.00 –
999.00
|
|
Member
|
Quarterly Install – Volume
|
$500.00
|
01/01/2008 – 12/15/2009
|
1,000.00 –
10,000.00
|
|
Non-Member
|
Quarterly Install – Volume
|
$500.00
|
01/01/2008 – 12/15/2009
|
1,000.00 – 10,000.00
|
|
New price records
|
|
Member
|
Quarterly Install – Volume
|
$200.00
|
12/16/2009 – 11/30/2009
|
1.00 –
999.00
|
|
Non-Member
|
Quarterly Install – Volume
|
$200.00
|
12/16/2009 – 11/30/2009
|
1.00 –
999.00
|
|
Member
|
Quarterly Install – Volume
|
$500.00
|
12/16/2009 – 11/30/2009
|
1,000.00 –
10,000.00
|
|
Non-Member
|
Quarterly Install – Volume
|
$500.00
|
12/16/2009 –
11/30/2009
|
1,000.00 – 10,000.00
|
If you did not modify the default price in the rate, you will need to update the price in the new price records as needed. In the Benefit list, open the benefit where you you need to modify the rate.
Click Rate in the Navigation Pane to open the Rate list. In the Rate list, locate and open the rate you need to modify.
Click Prices in the Navigation Pane to open the Prices list. In the Prices list, locate and open the new price record you need to modify.
Enter the new price in the Price/Percent of List Price field. Click Save & Close.
Repeat steps as required.
Verifying additional benefit recipient prices
If used, then validate prices on any additional benefit recipient products that are linked to your membership benefit rates. See Additional Benefit Recipient Charges for more information.
After you have created new price records needed for the next renewal cycle, and if appropriate, verified pricing for additional benefit recipients, you can continue with the next step of preparing to run the Generate Renewal Billing Invoices process, Printing the UX Membership Dues Renewal Edit Report.
Printing the UX Membership Dues Renewal Edit Report
Before you generate renewal billing invoices, we recommend that you generate the Print the UX Membership Dues Renewal Edit Report for Accounts and Contacts to view a list of all accounts and contacts subject to membership renewal, based on expiration date and renewal benefit. This report is designed to give you a snap shot of all the records that will be updated with a new renewal billing invoice for the upcoming renewal cycle. The data selections you make when you generate this report should match the data selections you will make when you generate renewal billing invoices.
Note
Based on the benefit and expiration date range entered, renewal processing relies only on information in the renewal billing records where Cycle State = Current, benefit status = New, Renew, or Reinstated, and no related renewal billing record where cycle state = Upcoming exists. Renewal billing records flagged as Do Not Renew will be ignored.
From any of the UX work areas on the Navigation Tile Bar, click Reports to open a list of UX Online reports. Open the UX Membership Dues Renewal Edit Report for Accounts and Contacts report.
Select a benefit if you are running the renewal process on selected membership benefits. The selections you make for this report should match the selections you make when you generate renewal invoices.
Do not select a rate if you are preparing for the renewal process. This field is included for reference only if you want to view your data by rate; however, if you use this option for the renewal process, the number of records on the report will not match the number of records selected during the process of generating renewal billing invoices.
Add the following report filtering criteria:
Click Run Report. The report will appear on your monitor. You can view the report online, send it to your printer, or export it as a PDF file.
Use this report to verify counts, as well as the current rates and next rates assigned to each record. (Every record must have a rate next.) Also, check to verify there is a Bill To entry for each record. After reviewing this report, make any account or contact record changes, if appropriate. If you make any changes, run the report again to revalidate the records prior to generating renewal billing invoices.
Review this report to verify that the data for the records selected is correct. If you see any errors, access those records and correct them prior to running the Generate Renewal Billing Invoices process.
Important
Dues proration will have an impact on how the deferred dues revenue is recognized. Therefore, when you select the rates to use for a new member’s first dues invoice and for their subsequent renewal invoices, you must follow the guidelines in Calendar-based dues prorate guidelines.
Verify your Rate Next settings on the report. If these rules are not followed, the deferral will not be calculated correctly:
-
If the calendar-based renewal benefit is prorated in “Current Cycle,” the member may renew with a multi-installment rate as the Rate Next.
-
If the calendar-based renewal benefit is prorated in “Next Cycle,” the member may only renew with a single installment rate where the number of months is 12 as the Rate Next.
Creating a batch for membership renewal invoices
Before you can perform the membership renewal process in UX Online, you must create a batch for the renewal transactions. A batch is a control mechanism that assigns an ID and date to every transaction entered into the system. The membership renewal process requires its own separate batch.
You should create batches that meet the requirements of your organization’s policies and procedures regarding the entry of cash, check, or credit card payments. For more information about batches, see Integration with General Ledger. For more information about creating batches, see Creating a batch in UX Online.
Note
If you do not have rights to access the Batch Log area, communicate with the appropriate people within your organization to have this done. You can set up alerts in CRM to remind yourself and others that this needs to be done.
Generating membership renewal billing invoices
When you launch the Generate Renewal Billing Invoices process to create membership renewal billing invoices, you will select the membership renewal benefit you are renewing and enter the membership expiration date you want to include in the process. The system will create an invoice and a new renewal billing record for this renewal cycle for eligible renewal billing records that meet your search criteria.
If your organization’s membership rates include a prescribed number of benefit recipients, and you have members with benefit recipients that exceed that number, the Generate Renewal Billing Invoices process will automatically calculate the additional charges in the system-created renewal invoice.
Note
Please see Membership renewal process overview for eligible renewal billing record conditions.
Based on the benefit and expiration date range entered, renewal processing relies only on information in the renewal billing records where cycle state = Current, benefit status = New, Renew or Reinstated, and no related renewal billing record where cycle state = Upcoming exists. Renewal billing records flagged as Do Not Renew will be ignored.
See About renewal benefit sequencing for important information on how UX Online relies on the Sequence number during renewal processing.
Important
To maintain system performance during renewal billing processing, disable client-specific workflows in your custom solution on the following entities prior to initiating the Generate Renewal Billing Invoices process. You can re-enable them after renewal processing is complete.
-
Invoice
-
Invoice Detail
-
Renewal Billing
-
Benefit Recipients
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Manager > Generate Renewal Billing Invoices. The Generate Renewal Invoices dialog appears.
Enter the appropriate renewal information:
-
Expire Date – Click the Calendar button and select the expiration date that is up for renewal. This date will always be the last day of the month. The date you enter must match the date you entered when you created the UX Membership Dues Renewal Edit Report for Accounts and Contacts. This is required.
-
Batch – Click the Lookup button to select the batch you created for this process. This is required.
-
Module – Click the Lookup button and select Membership. This is optional.
Important
If you do not select a module, you will be able to select benefits from both Membership and Subscription modules.
Important
If you do not select a benefit, the system will run the renewal process on all renewal benefits within the selected module. If no module was selected, the system will run the renewal process on all eligible membership and subscription renewal billing records for the selected Expiration Date.
Click OK to start the process. A message will appear displaying the number of renewal billing records found that meet the search criteria you entered and meet the conditions for eligible renewal billing records described earlier. Verify that this number matches the number of records shown on the UX Membership Dues Renewal Edit Report for Accounts and Contacts.
If the numbers match, click OK to initiate the process.
Important
Please note that this process may take several minutes to complete if there is a large number of invoices to be generated. After you click the OK button, allow the system several minutes to generate the invoices. Do not attempt to re-run the process.
You can check the status of the process in the Renewal Process Log (Membership work area > Membership/Subscriptions > Renewal Manager > Renewal Process Log), which displays a list of renewal billing processes that have been run or are currently in process.
Print the UX Membership Dues Invoice Register Report to make sure the invoices were created properly. For more information, see Printing the UX Membership Dues Invoice Register Report.
Printing the UX Membership Dues Invoice Register Report
You can review the membership renewal invoices by generating the UX Membership Dues Invoice Register Report, entering the same membership benefit and date range, and comparing it to the UX Membership Dues Renewal Edit Report you generated prior to generating the renewal invoices. The reports should match, except the UX Membership Dues Invoice Register Report will show a balance due amount. For more information, see Printing the UX Membership Dues Renewal Edit Report.
Note
Be sure the renewal billing invoices process is complete before generating this report. You can check the status of the process in the Renewal Process Log; for more information see Renewal Billing Process Log.
From any of the UX work areas on the Navigation Tile Bar, click Reports to open a list of UX Online report. Open the UX Membership Dues Invoice Register Report in the Reports list.
Enter the range of expiration dates for the renewal processes you want to include on this report. This should be the same date that used to run the UX Member Dues Renewal Edit Report and the same date you used for generating the renewal billing invoices.
Click Run Report. The report will appear on your monitor. You can view the report online, send it to your printer, or export it as a PDF file.
Use this report to verify the counts against the count in the Renewal Edit Report and the count in the Generate Renewal Billing Invoices process. Also, verify counts against the number of records processed in the Renewal Process Log.
If all of your invoices are correct, to maintain the integrity of your generate renewal billing invoice transactions, close your renewal billing batch so that no other transactions can be entered in this batch.
About renewal benefit sequencing during renewal processing
The Sequence number assigned in the renewal benefit setup defines the order in which the UX renewal billing process for membership, chapter and subscription renewals are processed. Sequence numbers do not need to be unique, but they should define the order in which one or more renewal benefits is processed during the Generate Renewal Billing Invoices process. The process runs on renewal benefits with Sequence number = 0 (or NULL) first, followed sequentially by benefits where the Sequence number is 1, 2, 3, 4, 5, etc.
If your organization runs the Generate Renewal Billing Invoices process on more than one benefit at a time (i.e., by module or by expiration date), and benefits are flagged Group Invoice = Yes, UX will create and group invoice detail line items for eligible renewal billing records into a single renewal invoice. The Sequence number in the benefit setup will define the order that UX processes those renewal benefits. Benefits with the lowest Sequence number will be processed first, followed by benefits with a higher Sequence number.
When benefits with the same Sequence number are grouped in a single invoice, the process is entirely random. This would occur, for example, if a primary membership benefit Sequence number = 0 (or NULL) and a chapter benefit Sequence number = 0 (or NULL), and these benefits are flagged to Group Invoices. When the Sequence numbers are the same, there is no hierarchy.
Applying overpayments from current to upcoming renewal invoices
If members have overpaid their membership dues in the current dues year, you can automatically transfer their credit balances, which are held in the unapplied deposits GL account, from the current year’s renewal invoice to the newly created upcoming renewal invoice.
Caution
You will not be able to run the Renewal Rollback Utility on renewal billing invoices that contain payment transactions transferred from the current year’s invoice to the newly created upcoming renewal invoice.
Note
If subscribers have overpaid their subscription renewal invoice in the current renewal year, the Renewal Overpayment Process will transfer those overpayments from the current subscription renewal invoice to a newly created upcoming subscription renewal invoice.
The Renewal Overpayment Process uses the Transfer Payments payment type to transfer the credit balance out of the current year’s invoice into the upcoming renewal invoice for both membership and subscriptions. (For more information about the Transfer Product payment type, see Payment and adjustment products overview). See, also Defining a default payment transfer product.
Note
You must run this process after you run and validate the Generate Renewal Billing Invoice process. If your organization does not maintain credit balances on renewal invoices, do not perform this procedure. Also, be sure that the batch containing the renewal billing invoices and all batches containing renewal billing invoice payments are closed and posted before you perform this procedure.
Important
You must create a separate batch for the transactions created by this procedure. For more information about creating a batch, see Creating a batch in UX Online.
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Manager > Renewal Overpayment Process.
The Renewal Overpayment Process dialog appears, displaying the number of current renewal invoices having credit balances that will be included in this process.
If there are invoices with money to transfer, verify the count against the Renewal Edit report. If there are no invoices with money to transfer, then you do not need to continue this process. Click Cancel. If the count is correct, click the Lookup button to select the batch to be used for this process. Click OK to begin the process.
After the process has completed, it is recommended that you print the Transaction Edit report and the Membership Dues Invoice Register report to verify that the overpayments process ran correctly. You can use the Renewal Process Log (Membership work area > Membership/Subscriptions > Renewal Manager > Renewal Process Log) to verify that the process has completed.
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Transaction Edit Report – Check the payments column in this report to verify the payments that were applied.
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UX Membership Dues Invoice Register Report – Check the payments column in this report to verify the payments that were applied.
If all of your invoices are correct, close your overpayment process batch so that no other transactions can be entered in this batch. (This helps maintain the integrity of your overpayment process transactions.) For more information about closing and posting batches, see Integration with General Ledger.
Membership termination overview
Note
The Renewal Billing Termination Process for terminating expired memberships also applies to terminating expired subscriptions. To filter the process for membership only, select Module = Membership. For more information, see Subscription termination overview.
Terminating current renewal billing records for past due members using the Renewal Billing Termination Process should be part of your membership maintenance procedures. The frequency depends on your business rules and your membership renewal method – anniversary or calendar. This process terminates current memberships that have a common past-due paid through date, all at one time.
Important Note
UX Online identifies eligible renewal billing records where the cycle state = Current using the search criteria that you enter to initiate the process. It will not terminate renewal billing records where the cycle state <> Current.
If your membership renewal benefits use the Calendar renewal method, you will run this process annually. If they use the Anniversary renewal method, you will run this process monthly.
You can perform this process before or after the membership renewal process, since members who are past due will not be included in the current dues renewal process.
The membership termination process includes performing the following procedures, in this order:
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Generate the UX Membership Termination Report. This report shows a list of members whose memberships need to be terminated.
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Terminate memberships. In this procedure, you will select the membership renewal benefit you are terminating, and enter the membership paid through date you want to include in the process.
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Verify the termination process results.
Note
You can set up alerts within CRM to remind yourself and others when this process should be run.
Membership records eligible for termination
The UX Online Renewal Billing Termination Process uses the following renewal billing record criteria to identify membership records that will be selected for termination:
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Benefit Status
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New, Renew, Reinstated
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Cycle State
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Equals Current
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Do Not Renew
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Does Not Equal True
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State Code (Status)
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Active
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Module
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Equals <optional prompt – select Membership
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Benefit
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Equals <optional prompt>
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Paid Through Date
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Equals <required prompt>
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Certification ID
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NULL
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Printing the UX Membership Termination Edit Report
Before you run the renewal billing termination process for your members, we recommend that you generate and review the UX Membership Termination Edit Report. This report shows all memberships that need to be terminated because they have expired. This report is designed to give you a snap shot of all the records that will be updated with a new benefit status, termination date, termination reason, price level, and member flag. The selection criteria for this report match the data selection criteria for running the Renewal Billing Termination Process.
Review this report to verify that the data for the records selected is correct. If you see any errors, open those records and correct them before terminating expired memberships.
From any of the UX work areas on the Navigation Tile Bar, click Reports to open a list of UX Online report. Open the UX Membership Termination Edit Report in the Reports list.
Enter the date range for this report in the Paid Thru Date On or After and Paid Thru Date On or Before fields. This will be the range of expiration dates you are preparing to perform the membership termination process for. For example, to generate this report for memberships expiring in March 2009, enter the dates 03/01/2009 and 03/31/2009.
Note
The Paid Through Date will equal the Expiration Date if the invoice is paid in full.
Select the membership renewal benefit you are running this report for.
Click Run Report. The report will appear on your monitor. You can view the report online, print it, or save it as a PDF file if needed.
Use this report to verify the count of the memberships you will be terminating. Make any account or contact record changes, if appropriate. If you make any changes, run the report again to revalidate the records.
Terminating expired memberships
Note
The Renewal Billing Termination Process for terminating expired memberships also applies to terminating expired subscriptions. To filter the process for membership only, select Module = Membership. For more information, see Subscription termination overview.
When you terminate memberships, you will select the membership module, the membership renewal benefit you are terminating, and enter the Paid Through date you want to include in the process. The timing for performing this process will depend on your organization’s policy for when you need to terminate membership.
When you perform this procedure, the system searches for eligible renewal billing records that match your entries, confirms the number of those records, and then processes the termination of those memberships. For more information on eligible records, see Membership records eligible for termination.
We recommend that you generate the UX Membership Termination Report before performing this procedure. This report shows all members whose memberships need to be terminated because it has expired. You can use the total number of memberships to terminate on this report to verify that the correct number of memberships will be terminated by this process. For more information, see Printing the UX Membership Termination Edit Report.
After reviewing the UX Membership Termination Report to verify that the correct records will be terminated, continue with the following procedure:
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Manager > Renewal Billing Termination Process. The Termination Process dialog appears.
In the Termination Process dialog, enter the appropriate termination information.
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Paid Thru Date – Click the Calendar button and select the expiration date of the memberships you want to terminate. This date will always be the last day of the month you are running this for.
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Module – Click the Lookup button and select Membership.
Important
If you do not select a module, the system will run the termination process on both the membership and subscription modules. Certification renewal billing records are specifically excluded from this process.
Important
A module is required to select a benefit. If you do not select a benefit, the system will run the termination process on all renewal benefits within the selected module. If no module or benefit is selected, the system will run the termination process on all membership and subscription benefits. Certification renewal billing records are specifically excluded from this process.
Note
The Termination Reason list can be modified in your client-specific solution package to add additional reasons reflecting your organization’s reasons by your system administrator. Do not delete or edit existing Termination Reason option set values. Because a Termination Reason field exists in both the Renewal Billing entity and in the Renewal Process entity, you must add the client-specific option to the Termination Reason field in both entities. Contact your Protech account manager for guidance on the recommended framework for core entity customization of Termination Reason option set fields.
Click OK to start the process. A message will appear displaying the number of memberships that will be terminated. Verify that this number matches the number of terminations shown on the UX Membership Termination Report.
If the numbers do not match, click Cancel to stop the process. Resolve the discrepancy before proceeding with the process. If the numbers match, click OK to continue.
Note
If there are many membership records to be terminated, UX Online will display a green progress bar while the process is running.
When UX Online terminates the records, it updates the following records:
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Renewal Billing Record Benefit status = Terminated
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Renewal Billing Record Termination date = system date
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Renewal Billing Record termination reason = selected reason
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If the renewal benefit was flagged as Primary, Account/Contact Price Level = Non-member
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If the renewal benefit was flagged as Primary, the Account/Contact Member Flag = No
Note
If the renewal benefit was not flagged as Primary, the account/contact price level or member flag will not be changed; you must make this change manually.
When the process is finished, we recommend that you print the UX Membership Termination Report again to make sure the memberships were terminated properly. You can use the Renewal Process Log (Membership work area > Membership/Subscriptions > Renewal Manager > Renewal Process Log) to verify that the process has completed.
Do Not Renew Termination Utility
This utility is a system job included in the UX Online Renewal Billing Nightly Process that runs in the background – it is not initiated from the Renewal Manager. It identifies active membership and subscription renewal billing records flagged as Do No Renew where the system date is greater than or equal to the calculated date of the Renewal Billing Cycle Start Date + the Number of Months defined in the Renewal Billing record. The utility terminates those records, regardless of benefit status.
For example, assume you have an active membership renewal billing record with a Cycle Start Date = 10/1/2016. The number of months defined in the renewal billing record = 12 and Do Not Renew = True. On 10/1/2017, the system job will update the following renewal billing record fields:
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Benefit status > Terminated
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Termination date > system date (in this example, 10/1/2017)
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Termination reason > Other
Renewal Billing Process Log
The Renewal Billing Process Log provides a view of all renewal billing processes that have been run or are currently being run. This includes renewal billing for membership, subscriptions, and professional development, overpayment processing, and termination processing. The grid view identifies the date the process was run, the type of process, the renewal benefit, the expiration/paid thru date, the status, the batch number, the number of transactions processed upon completion, and the user who ran the process. This gives a quick overview of the status of all renewal billing processes, as well as a log of all renewal processes that have been run.
Each time you initiate one of the renewal billing processes, the system will create a new record in this grid.
To view this list, in the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Manager > Renewal Process Log. The Renewal Process Log list includes the following columns:
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Process Type – Displays the specific renewal process that was run
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Module – Displays the UX Online module selected for the selected process. If no module was selected, this field will be blank.
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Benefit Name – Displays the name of the benefit selected for the specific process. If no process was selected, this field will be blank.
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Expiration Date – Displays the expiration date you entered to generate renewal billing invoices or the paid thru date you entered to terminate renewal billing. For all other process, this field will be blank.
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Batch No – Displays the batch number used to run the process. If no batch was required, this field will be blank.
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Batch Date – Display the batch date of the batch used to run the process. If no batch was required, this field will be blank.
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Process Status – Displays the status of the process. If the process has finished running for all selected records, the status will be Completed. If the process is still running on the selected records, the status will be Running.
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Total Processes – Displays the total number of records captured in the completed process. This number should match the number of records identified at the beginning of the process in the confirmation web dialog page and the number of records identified in the edit reports you ran before initiating the process.
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Created By – Displays the user who ran the process.
Renewal Billing View
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The Renewal Billing View provides a list view of all renewal billing records, including membership, subscriptions, and professional development. You can sort the records by column headings, which include benefit, rate, benefit status, cycle state, cycle year, invoice, benefit product, Customer Account and Customer Contact.
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Select and double-click any record line to open the renewal billing record. Single-click the available hyperlink within the column data for benefit, rate, invoice, benefit product, Customer Account or Customer Contact for direct access to that data.
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Select Export to Excel on the List View toolbar to export the records to an Excel worksheet.
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Narrow the records displayed by selecting from the list of alternate System Views or My Views. My Views are any Advanced Find queries on renewal billing records that you have saved or queries that others have shared with you.
Renewal Process Rollback Utility
The Renewal Process Rollback utility can be used if a Membership or Subscription renewal process was run in error and needs to be reversed. Professional Development renewals are not eligible for rollback.
Based on the renewal process you select for rollback, the utility will identify and delete eligible upcoming renewal billing records and related invoices that were created by the system during the original renewal process. It will reverse system updates to the existing current renewal billing record so that it is eligible for renewal processing following the rollback.
Important
Only users with System Administrator rights can run the utility.
Protech recommends that you run a backup prior to running this utility.
You are responsible for managing any accounting implications resulting form running the rollback.
This utility runs without regard to the condition of the original batch that was used for the Generate Renewal Billing Invoices process (open/closed, GL Detail created, or Posted to Accounting).
This utility ignores renewals where a payment/adjustment transaction exists in the renewal invoice, including transfer payments processed through the Overpayment Process utility. These renewals are not eligible for rollback.
For renewal invoices containing other transactions (i.e., product sales), instead of deleting the invoice, this utility will delete only the invoice detail line item(s) for renewal (invoice detail containing a prior Renewal Billing ID) and delete the related upcoming renewal billing record. It will not update the invoice name after deleting the invoice detail line item.
Invoice detail created by the renewal billing process for Additional Benefit Recipient charges is included in the rollback. While the underlying product for the Additional Benefit Recipient is a sales non-inventory product, if it is included in the rate setup, these charges are included in the rollback.
For records that are rolled back, this utility updates the existing renewal billing record (Cycle State = Current) by returning the value in the Expire Date of Last Renewal field to NULL so that the renewal billing record is eligible for renewal processing after the rollback.
The length of time required depends on the number of records affected.
Best practices before running the rollback utility
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Create a backup.
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Prepare for managing the accounting implications of running utility, such as determining whether GL detail was created for the original renewal process batch. If GL detail was created in the original renewal process batch, was it posted to the accounting system?
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If the batch was posted, what steps are required to correct (reverse) the journal entries in the accounting system where the batch was posted, and then re-create GL detail and re-post the batch after running the utility?
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If the batch was not posted to the accounting system, what steps are required to re-create GL detail after running the utility?
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Resolve the underlying problem that prompted the rollback. For example, if the rate prices were not updated before the renewal process was run, update the end date on existing price records and create new rate price records with the new amount and start date so that you can re-generate renewal billing with the corrected pricing after the rollback.
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Document the steps for managing any records that are not rolled back because a payment transaction exists in the related renewal invoice. For example, if renewals are being rolled back because the rate amount was wrong at the time the renewals were generated, you will need to:
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Update the end date on existing price records in the rate setup and create new price records for the new amount and start date in the rate setup.
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Identify the renewal invoice detail line items/invoices that were not rolled back.
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Working in a distinct batch, open each renewal invoice detail line. Use the Rate lookup and re-select the same rate. This will update the pricing in the benefit entry form. Then, select the Re-calculate Invoice button to update the invoice totals.
Best practices after running the rollback utility
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Validate the rollback process and identify records that were not rolled back. See Validating the Rollback for more information.
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Complete documented steps identified prior to running the utility for managing records that were not rolled back.
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Manage accounting implications, if any, identified prior to running the utility.
Rolling back renewals
In the Navigation Tile Bar, select the Membership work area > Membership/Subscriptions > Renewal Manager > Renewal Rollback Process to open the Renewal Rollback Process webpage dialog.
Use the lookup button in the Select Renewal Process field to select the renewal process that you want to roll back. This lookup displays a list of all renewal billing processes found in the Renewal Process Log, by the expiration date and batch used during the original Generate Renewal Billing Invoices process.
After selecting the renewal process that you want to roll back, click OK to continue. Allow the system to complete processing. Depending on the number of records, the process may take less than a minute or it could take well over an hour.
When the process is complete, the system creates a “Renewal Process Rollback” record in the Renewal Process Log, indicating the status (Process Status) and the number of records processed (Total Processes).
Validating the rollback
You can validate the number of renewal billing records that were processed by comparing the Total Processes for the original renewal process to the Total Processes for renewal process rollback in the Renewal Process Log. If the numbers match, all renewal billing records were rolled back and their related invoices deleted. If the numbers do not match, then some renewal records were not eligible for rollback and should be examined individually.
To identify renewal billing records that were not rolled back, you can create an Advanced Find or search on Invoice Details, as described below.
Note
The benefit and expiration date of your original process is referenced on the record in the Renewal Process Log. The search results will return renewal billing records that were not rolled back during the rollback process.
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Assuming you used a unique batch for the original renewal process, you can identify renewal invoice detail line items (and invoice number) that were not deleted during the rollback process by conducting a search in the Invoice Details view. From any UX work area in the Navigation Tile Bar, select Invoice Details. This view opens in a new window. Search for records using the batch number of the original renewal process. The search results will return any that were not rolled back.
at the top of the grid. These icons provide quick navigation access in lieu of accessing the information through the Navigation Pane. Selecting the + icon allows you to create a new record for that sub-grid entity. Selecting the list icon takes you directly to the associated view for that sub-grid entity.