a-z dues billing presentations/a-z dues billing.pdfis recorded or could be transferred to your...

NiUG Asia Pacific Discovery Conference

12-14 September 2016

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A-Z OF MEMBERSHIP BILLINGDOUG MORRIS, COMPUTER SYSTEM INNOVATIONS, INC

AGENDA

• System Setup• iMIS Dues Structure• Special Pricing• Prorating• Processing Billing• Subscriptions• Manage Expired Members• Accrual Dues

TOPIC NAME



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• These slides are designed to be “take aways”• In the States, a Take Away is not “to go”, it is something you can use

later• Don’t ever create a presentation that is full of words – unless you

want people to be able to use it later as a reference• Or you want bad evaluations

WARNING…

HOW YOU FEEL RIGHT NOW ABOUT BEING HERE



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SYSTEM SETUP

• Accrual vs. Cash– Accrual Dues

• Income is “recognized at time of billing”• Batch/Invoice/Invoice_Lines/Trans/Subscriptions/Name/Name_Fin are all

affected• You can “undo” billing provided it has not been posted• You must use Credit Memos to reverse billings

– Cash Dues• Only Subscription/Name/Name_Fin are updated – no real financial information

is recorded or could be transferred to your accounting system• You can’t undo a billing – but you can “redo” aka rebill a billing• You can easily edit and/or delete subscription records to correct billing

mistakes (and this can be bad!)

ACCRUAL DUES



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• If your organisation has a significant number of members who do not pay their dues (5%?) – you should normally be on cash.

• If your organisation needs to defer the income over the membership period, you must be on cash.

• Most organisations use cash billing…

ACCRUAL DUESACCRUAL VS. CASH

• Annual dues are for the same period all the time. They use the month defined as the First Month of the Fiscal Year as defined under AR/Cash – Setup Module

• Anniversary dues are based on the Join Date. They tend to be for the 1st of the month of the Join Date through 12 months.

• Cash Dues Over/Under creates an open AR item (similar to Accrual Dues) when an item is under paid or over paid. This normally should be turned on. Not applicable to the Staff site

• Auto Apply Dues Payment applies the dues payment after entering the amount – rather than forcing you to manually select each item. Not applicable to the Staff site

SYSTEM SETUP



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Two different setup screens depending on Cash or Accrual Setup

1. For Cash based dues, it is recommended that you turn this option on if you have complimentary subscriptions that come with dues payment –otherwise they will be marked paid even if the dues are not!

2. For Accrual dues, you get two items 1) Paid in Full and 2) Billing Time.

SYSTEM SETUP

• Start Date Control is used when you don’t want cheat your members

• It can apply to both New Members and Existing (Delinquent) Members• For New Members, it will advance the start date to the first of the

following month on and after the date you enter (so above, anybody joining on or after the 25th has their start date move to the 1st of the following month, not this month)

• For Delinquent Members, it works in conjunction with the Grace Period.

SYSTEM SETUPSTART DATE CONTROL



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• Prorating is only used for Annual Billing• There are three different types of Prorating

1. Standard is a monthly forward proration. So the initial bill is adjusted based on the starting month within the billing period/interval (customer joining in July is billed ½ of the dues, provided starting month is 1 in AR/Cash-System Setup)

2. Special uses the user-defined rules as setup per product. This can be “Forward” or “Reverse” prorating (often called 1st year prorating or 2nd Year Prorating)

3. You can also prorate using special pricing

SYSTEM SETUPPRORATING

• Maintain Prev Balance is used for Cash Dues only• If you don’t have this on, the existing subscription record is reset

completely and any existing balance is overwritten (another good reason for Cash Dues Over/Under Payments Create AR). If you do have this on, iMIS will add the existing balance to the new balance. However, the payment terms will now not coincide with the amount due. This can be confusing to members.

SYSTEM SETUPMAINTAIN PREVIOUS BALANCE



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• AR Payment Application is only for Accrual Dues. • Used for payments entered in AR/Cash – Enter and Edit Transactions –

Cash Receipts.• Denotes if partial payments should be evenly applied across all

outstanding dues items or if they should be based on priority as setup in iMIS.

• Not applicable to the Staff Site

SYSTEM SETUP

1. Setup Dues Item (Billing Module)2. Add Dues Item to Customer Type Table (Customers Module)3. Configure Billing Cycle(s)

IMIS DUES STRUCTURE



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• Always enter a price for both Regular and Non-Member even if you are using special pricing. This prevents people getting dues for free when there is a mistake.

• Payment priority is used for both how the payment is applied as well as where the item appears on the bill*

• Renewal Months can be left at 0 if it is the same as what is in the System Setup.

• Deferred only shows if you own the deferred income module.

• You must setup the Prorate rule before you can use it.

DUES ITEM SETUP

• Enter your newly created Dues Product Code on the Customer Type Table.

• You can mark it Comp and/or enter a fixed amount as well. But this really should only be used for the simplest of dues pricing.

• Only the first product code entered is used for determining when the Paid Thru date should be updated.

• All product codes entered on this screen will share the same begin and end dates. Do not put optional subscriptions here.

• Clicking Bill Company will bill the company record for the dues – even though the subscription record will remain on the individual record.

CUSTOMER TYPE TABLE



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BILLING CYCLE

• Enter a unique Cycle Name • Enter the Member Types and Categories that will be billed• Do NOT select any products that you entered on the Member/Customer

Type table!

BILLING CYCLE



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• Choose Add Member Type Items (could be called Customer Type Items, or This Is A Dues Cycle)

• Choose Update Comp Paid Thru at Payment Time if you are billing comp items at the same time such as subscriptions. This overrides setup.

• Major Sort is for the sort order of the printing • Member sort does not do anything• Product Sort determines if multiple products should be sorted by name or

their Pay Priority.• Billing Type should be left at Default unless you have an exception.

BILLING CYCLE

• Inclusion is self explanatory • Include all sections means that any section on the member record will

be billed.• Include all chapters means that any chapter on the member record

will be billed.• Add Member Type items adds all dues product codes found on the

Customer Type Table• Update Comp Paid Thru at Payment time, updates Comp items only at

payment time, not billing time.• .

BILLING CYCLE



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• Use for web joins, enables the cycle to be used for a web join – note, you should only have one of these per member type!

• Use to display itemized web renewals is for breaking out the individual line items on renewal and/or join.

BILLING CYCLE

BILLING CYCLE – BILLS/REMINDERS



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REMEMBER DUES – CUSTOMERS - DUES

• iMIS Special Pricing is based on Member Types and optionally Categories (known as Bill Categories in Customer Setup – Basic Options).

• For each Member Type/Category you can setup special pricing• Special pricing can be based on fields in the Name_All view or

alternatively you can create some magic.• Special pricing is defined on the Product Level and is accessed by

clicking the Special Prices button• From here, click New and enter the Type in the format

MEMBERTYPE/CATEGORY• Member Type + Category will take priority over Member Type alone

SPECIAL PRICING



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SPECIAL PRICING

• When creating the user defined table, select the Use For Dues Pricing checkbox. (Note: will not work on Multiple Instance tables)

• Make SURE you do not have any field name in your user defined table that already exists in Name or Name_Fin (e.g. WORK_PHONE), or in other UDTs selected for Name_All.– The view does not identify which tables the fields came from and

therefore does not support the same field name twice (and iMIS doesn’t like it either!)

• Also make sure that Always Create is checked• Last but not least, do NOT restrict the Table to certain Member Types.

If you do (and don’t take extra steps to populate the table), people of other member types will be invisible to Special Pricing!

NAME_ALL - ABBREVIATED



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• Run the following SQL Statement to back populate the new UDT with IDs (if you skip this step, you will only have records in Name_All for newly inserted records and dues amounts will come out as either $0, $-900, or $-999 depending on the mood of iMIS.

INSERT Name_Demo(ID) Select ID from Name where ID not in(Select ID from Name_Demo)

HOW TO BACK POPULATE A TABLE



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NAME_ALL REBUILDFROM YOUR SERVER

PRICING RULES

• If two possible price rules exist anywhere in this list, the higher item will take priority over the lower item.

1. Complimentary flag (from member type table or product)

2. Special pricing by memtype and category

3. Special pricing by memtype only

4. Price from member type table

5. Member/non-member price



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• When the system is set to Special Prorating, you can define the actual prorate rules by clicking the Prorate Rules button in the Dues Setup Products screen.

• The first column denotes the month of the start date, the second column is used for either Bumping (B) the Paid Thru Date or Future Year (F) prorating

PRORATING

• Billing Options determine if subscription records should be created/updated

• Printing Options determine what should be printed• You do NOT need to Bill and Print at the same time – they can be

done independent of each other (although ASI recommends that Renewals and Initial Bill should be done together)

PROCESSING BILLING



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• Rebill should be called Recalculate. It should be used when a billing run has been performed and the amount was incorrect. It will NOT remove subscription records that have been accidentally created however, nor will it bill records who have had their PAID_THRU date updated because of complimentary pricing.

• Always make note of the Run Date – it is what First and Second Reminders are based off of as well as Rebilling ranges

• Not available with Accrual Dues

PROCESSING BILLINGREBILL

1. Subscription records are created/updated2. Renewed Thru dates (on Financial Tab) are updated3. Paid Thru dates can be updated

Tip: a product is only created/updated when the effective date is:• After Paid Thru on the Name record, and• After Paid Thru on the Subscription record for that product, and• Before Renewed Thru on the Name_Fin table

PROCESSING BILLINGBEHIND THE SCENES



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PAID THRUSSORRY ABOUT THE AMERICAN DATES

Date the record was “Billed Through”

PAID THRUS



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• Use a separate printing cycle when subscription items and dues items need to be printed together but not necessarily billed together

• Create a “null” dues cycle at the top of the list to avoid disaster• Assign default pricing at higher levels as a precaution• Test in a different database whenever possible• Test new formulas and cycles on single records• Never run a real mass dues billing without a backup you trust

BEST PRACTICES

• Applies to cycles where “Add Member Type Items” is not checked• No products are added - renews only products selected and present• Name.PAID_THRU and Name_Fin.RENEWED_THRU are ignored• Looks at Subscriptions.BILL_THRU to decide if a product has already

been billed.• Payment in full updates Subscriptions.PAID_THRU but not

Name.PAID_THRU

SUBSCRIPTIONS



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• Subscription item must be added to the Billing tab first.• Click New, New, enter the item, and adjust the Date Added if

necessary• Click Save

SUBSCRIPTIONS

• Click Create Invoice, New• Check Renewals, choose the cycle, choose the printing option, adjust

the effective date and click Run.

BILLING SUBSCRIPTIONS



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• The resulting subscription record looks as follows

SUBSCRIPTIONS

• Normally used for converting Members to Non-Members • Also can adjust Name.STATUS

MANAGING EXPIRED MEMBERS



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Field is not in the Name_All view. Verify:

Use for Dues Pricing is checkedCreate Views has been performed

TROUBLESHOOTING

Issue:

Members are not being billed

Solution:Check Renewed Thru on Financial Tab – clear this out

Check Paid Thru on Status Tab

Check Paid Thru on Subscription Item

Check Dues item on Member Type table

TROUBLESHOOTING



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Issue:

Members are billed -900 or -999

Solution:

You have an invalid pricing formula. -900 indicates that the formula is special pricing based on Member Type, and -999 indicates it is an issue with special pricing based on MemberType/Category

TROUBLESHOOTING

docs.imis.com

www.niug.org

RESOURCES



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Doug MorrisComputer System Innovations, Inc.

[email protected]/niugapdues.zip

QUESTIONS

WITH THANKS TO OUR SPONSORSNIUG DISCOVERY CONFERENCE

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