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3) Check Prepaid Minimum if members are to be billed their minimum amount in advance.
Schedule
Frequency - Select the frequency of the Minimum (Monthly, Quarterly, Semi- Annual, Yearly, or Custom).
Amount - Enter the amount of the Minimum.
Start Month - Select the month the Minimum will begin.
Day Ends - Select the day the Minimum ends. Any unspent Minimum balances as of this day will be billed to the member.
Annual Maximum - Specify an annual maximum. If there is not an annual maximum, check No Max.
Includes Tax - If any tax charged on minimum eligible items should count toward the Minimum amount, check this box.
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Includes These Item Groups
The Includes These Item Groups tab is where the user will select the Item Groups that will apply toward the Minimum. Furthermore, based on the embedded hierarchy, all Items within these Item Groups will count toward the member’s Minimum balance.
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To remove an Item Group from the Minimum, highlight the Item Group in question from the selected Groups screen and choose Remove Selected.
Excluding These Areas
The Excluding These Areas tab allows the user to exclude certain Areas from the Minimum. For instance, if the user does not want any transactions completed within the Fitness Area to be counted toward the Minimum, they would select the Fitness Area on this tab.
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To remove an Excluded Area from the Minimum, highlight the Area from the selected Areas screen and choose Remove Selected.
Custom Scheduling
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Minimums can also be applied on a custom basis. For instance, with Custom Scheduling the user can specify which months out of the year the Minimum will apply to their members, or they can specify varying Minimum amounts depending on the month.
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Navigate to the Custom Scheduling tab and enter the Minimum amount next to the corresponding month.
Create A New Minimum
To create a new Minimum, navigate to the Minimums Grid and perform either of the following to launch the Minimum setup screen:
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5) Lastly, click Save & Close to complete the setup of the new Minimum.
Minimum Group Setup
Once a new Minimum is created, a corresponding Minimum Group will need to be created as well. A member’s inclusion in a Minimum Group is what applies the Minimum to their account.
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b) Navigate to the Groups tab within the member’s profile, highlight the Minimum Group in question from the selected Member Group’s screen and choose Remove Selected.
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Membership Profile - Minimums Tab
Once a member is assigned to a Minimum Group, the appropriate Minimum information will populate on the Minimums tab within the Member’s profile.
The Minimum information attached in this section is dependent on the Minimum attached to the Minimum Group to which the Member is linked.
Non-adjustable Details Include:
Minimum - Name of the Minimum attached to the Minimum Group.
Minimum Total - Assigned Minimum amount assigned to the group.
Spent in Period - How much the member has spent in the period.
Amount to Spend - How much the member has left to spend in the period.
Ending On - Ending date of the current period.
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If for any reason the amount of a member’s minimum needs to be reduced on an individual basis, the user can enter an adjustment into the Adjustment Amount field. This will reduce the amount the member has to spend to reach their minimum.
The Adjusted to Spend field will populate with the true reflection of what the member will need to spend in their current period. (Note - this will properly display after adjustment amount has been saved.)
Important - Please remember to clear any adjustment amounts after Month End has been run. Otherwise, the adjustment amount entered on the member’s profile will roll over to the next period. For more information on clearing Minimum Adjustments, please see our Membership - End of Month manual.
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The Member Minimum Report can also be run on a global basis to display the Minimum Activity of all members.
To run this report, navigate to the Interactive Reports Module, expand Membership, and select Member Minimum Activity.
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