| Table of Contents | ||||||||
|---|---|---|---|---|---|---|---|---|
|
Overview
Billing Schedules Installment Billings are designed as a club Club specific solution to billing individual members their dues and other club fees associated with rentals, lockers, boat slips, etc. The on a non perpetual basis. For instance, many Clubs charge their new members an Initiation Fee upon joining the club. Installment Billings allow the Club to bill these members for a period of time or until a specific date for this fee. The Office system can generate various frequencies of Billing Schedules Installment Billings including Monthly, Quarterly, Semi-Annual, YearlyAnnually, and Custom schedulesAnnually. In In this document, we will explain the various functionalities of a an Installment Billing Schedule, and how to create a new schedule. billing. Important: Please note that all Installment Billings act as Pre-Bill; setting up a charge for the month of May will cause the charge to be billed on the April 30th Member Statement. Use Case
|
Content
|
|---|
Accessing the Tool
Please note that Installment Billings are applied on an individual Member basis.
...
To access Billing Schedules,
1) Navigate to Membership across the top toolbar and select Billing Schedules.
2) The Billing Schedules Grid will launch.
Installment Billings, select Membership from the left user menu and choose Manage Members. Double-click the appropriate Member to be charged an Installment Billing.
1) Select Installment Billing on the left pane within the Member’s profile. The Installment Billings Grid will launch displaying a list of current Installment Billings.
2) The primary functions associated with managing
...
Installment Billings are embedded in the Installment Billing
...
setup screen, which can be accessed by double-clicking on an existing
...
Billing (to edit an existing
...
Billing), or clicking the New button (to create a new
...
Billing).
...
Billing Schedules Setup Screen - Tab Overview
In this section we will review the various tabs within a Billing Schedule.
General Information
1) Name - Enter the Name of the new Billing Schedule.
2) Description - Enter a Description. (Optional)
3) Invoice Description - This will be the Description that appears on the Invoice at the corresponding Month End.
...
Create a New Installment Billing
To create a new Installment Billing,
1) Navigate to the Installment Billing section within the appropriate member’s profile and perform either of the following to launch the Installment Billing setup screen:
a) Click the New icon on the toolbar. OR
b) Right-click anywhere on the Installment Billing Grid and select New.
2) The Installment Billing Setup screen will launch.
3) Please follow the instructions below:
(1) Name - Enter a Name for the Installment Billing.
(2) Billing Item - Use the lookup and select the appropriate Item to be charged at Month End
...
. The Item selected here determines the GL to be credited.
Billing Combo - If the entity to be charged at Month End is an Item Combo,
...
5) Billing Item - If Use Item was selected in the previous step, select the Billing Item to be charged at Month End. OR
...
rather than an Item, use the lookup and select the appropriate Item Combo to be charged at Month End.
6) Include This on Memo Billing Statements - If checked, the Billing Schedule will be included on any Memo Billing Statements sent for the corresponding Month End.
7) Rental Schedule - If the Billing Schedule is created for Rental Schedule purposes, please check this box.
8) Pre-Bill - Only applicable to Quarterly, Semi-Annual, Yearly, or Custom Schedules. If checked, the system will bill one month prior. For instance, if the frequency is set to Yearly and the Start Month is October, members will be billed on the September 30th Statement.
9) Show Dependents in Member List - If checked, Dependent members will show in the Member Lookup found on the Member’s tab of the Billing Schedule.
Important: Any Billing Schedule applied to a Dependent Member will also show on the Primary Member’s account.
Schedule
1) Frequency - Select the frequency of the Billing Schedule (Monthly, Quarterly, Semi- Annual, Yearly, or Custom).
2) Start Month - Select the month the Billing will start.
3) Amount - Enter the Amount to be billed.
4) Notes - Add any additional Notes to the Billing Schedule.
Applying the Billing Schedule to Members
Keeping Billing Schedules consistent, and easy to track is an essential process. With this being said, it is most efficient and effective to apply Billing Schedules at the Member Type or Member Group level. It is, however, possible to apply Billing Schedules on an individual Member basis if desired. Please see below instructions on how to apply Billing Schedules at each level.
Important: It is NOT recommended to apply Billing Schedules at multiple levels at the same time.
Member Type
To apply the Billing Schedule at the Member Type level, first navigate to the Member Types tab within the Billing Schedule.
Next, select the Member Types Lookup, click to select the applicable Member Type(s) from the Lookup value, and choose Select at the bottom of the screen.
ALL members who are in the Member Type(s) selected on this screen will be billed.
To remove a Member Type from the Billing Schedule, highlight the Member Type in question from the selected Member Types screen and choose Remove Selected.
Member Groups
To apply the Billing Schedule at the Member Group level, first navigate to the Member Groups tab within the Billing Schedule.
Next, select the Member Groups Lookup, click to select the applicable Member Group(s) from the Lookup value, and choose Select at the bottom of the screen.
ALL members who are in the Member Group(s) selected on this screen will be billed.
To remove a Member Group from the Billing Schedule, highlight the Member Group in question from the selected Member Groups screen and choose Remove Selected.
Members
Although it is not recommended, Billing Schedules can also be applied on an individual member basis.
To add an individual member to the Billing Schedule, first navigate to the Members Tab within the Billing Schedule.
Next, select the Member Lookup, click to select the applicable Member(s) from the Lookup value, and choose Select at the bottom of the screen.
Any Member selected on the Members tab will be billed.
To remove a Member from the Billing Schedule, highlight the Member in question from the selected Members screen and choose Remove Selected.
Custom Scheduling
Billing Schedules can also be applied on a custom basis. For instance, with Custom Scheduling, the user can specify which months out of the year the Billing Schedule will apply to their members, or they can specify varying billing amounts depending on the month.
To set up a Custom Schedule, first set the Frequency on the Schedule tab to Custom. As evidenced in the screenshot below, when the Frequency is set to Custom, the Start Month and Amount become Null.
Navigate to the Custom Schedule tab, and as you will see the amount that was originally entered on the Schedule tab, has now populated into the Amount field next to each Month. This is used to help simplify the entry process. Please navigate through each Month and apply the appropriate amount to be charged.
Create a New Billing Schedule
1) Click the New icon on the toolbar. OR
2) Right-click anywhere on the Billing Schedules Grid and select New.
3) The Minimum setup screen will launch.
4) Complete the General Information, and then navigate to each of the below tabs and enter all relevant information. It is recommended to enter information on these tabs in sequential order.
Please see the Tab Overview section of this document for further instructions on each tab.
General Information
Schedule
Applying the Billing Schedule to Members
Custom Scheduling (if applicable)
Billing Summary in Member Profile
A summary of the Billing Schedules applied to a Member (whether via Member Group, Member Type, or Individual Member application) is available on the Billing Tab within the Member’s profile.
To access this tab, please navigate to the Manage Members Grid and select the Member in question.
Select Billing on the left pane within the member’s profile. A list of the Billing Schedules applied to the member will populate.
While it is most efficient and effective to add Billing Schedules at the Member Group and Member Type level, it is possible to add and delete Billing Schedules specific to the Member on this tab. Assigned Billing Schedules are on the left. Available Billing schedules are on the right.
Assign a schedule by selecting an Available schedule and clicking on the Left Arrow. Conversely, to un-assign a schedule, click on the Assigned schedule, and then click the Right Arrow.
Important: The un-assign function applies only to the Billing Schedules assigned at the Member level, and will not work for those assigned at the Member Group or Member Type level. To determine the level at which the Billing Schedule is applied, refer to the Type column. If the Billing Schedule is applied at the Member Group or Member Type level, the name of the Group or Type will be listed. If the schedule is applied on an individual member basis, Member will be listed in the Type column.
Additionally, a new Billing Schedule can be created within the member’s profile. To do so, click the New Billing Schedule button.
Note: Within the Billing Schedules Assigned To This Member grid, there are shortcuts to edit/customize a displayed billing. For example a Club wants to temporarily adjust fees being charged to one Member for the next (3) months. To access options, right-click on a listed item. Then, choose Customize Billing Schedule option.
Screen will launch (on top of existing window) for editing. Note: [CUSTOM] is added to the name of the billing schedule and changes made in this window will apply to this Member only. Once the settings are changed, save and close, or simply close screen to cancel and exit without making changes.
Caution! If changes are made in this custom screen, this billing schedule for this Member will no longer be seen by the system as a Member Group or Member Type billing schedule. Instead, it will now be seen by the system as an individual Member billing item, and therefore will need to be treated as such until the billing schedule is reverted back to its default state.
Note: Other Members attached to the original billing schedule will not be impacted by this change.
To revert the billing schedule back to its original state (for instance, after the 3 month period has passed), right-click on the custom schedule, and choose Revert to Default.
Confirm reversion by clicking Yes.
Note, all original settings (including Name, Amount, Frequency and Type), return to the attached billing schedule.
To view projected billing based on future schedules specific to the Member, click View Projected Billing.
The Projected Billing Report will launch.
Best Practices
Utilize Member Groups and/or Member Types to more efficiently and effectively assign Billing Schedules to Members.
FAQs
Q. Why did a Member (who is no longer part of a Group with an attached billing schedule), still get billed for the associated fee?
A. Members who have had Custom adjustments to their billing schedules will not automatically stop applying when the Member leaves the associated group because the system has deemed this as a Member specific billing schedule when the schedule becomes Custom. To ensure the Member is no longer charged for the fee, go into the Member’s profile, Billing Tab, right-click on the billing item (it will say CUSTOM), and click Revert to Default. The billing will then automatically drop off the Member’s account as they are no longer a Member of the Group, and the default billing schedule was based on membership to the Group.
Downloadable Guide
...
(3) Frequency - Select the Frequency of the Installment Billing (Monthly, Quarterly, Semi-Annually, or Annually).
(4) Periods - Enter the number of Billings the schedule will consist of.
(5) Start Month/ Start Year - Select the Month and Year of the first scheduled billing.
Important - Keep in mind that all installment Billings act as Pre- Bill, setting up a charge for the month of May will cause the charge to be billed on the April 30th Member Statement.
(6) Amount - Enter the total amount to be billed over time.
(Note: Adjustment field will be covered later in the document).
(7) Schedule - Based on the information entered, a schedule is created. In this example, we set up an Annual Installment Billing to charge the Member $1,000 every May for the next three years, starting in 2017 ($3,000 total).
If necessary, the amount billed each period can be changed. However, please note that the sum of the periods must equal the Amount entered on the schedule.
4) Save & Close - Be sure to select Save & Close when setup is complete.
Save & Close Member Profile
In addition to saving and closing the installment billing, please be sure to also Save & Close the Member’s profile after the Installment Billing has been created.
Adjustments Tab
The Adjustment tab can be used to set up an Installment Billing Schedule that already has payments applied to it, and do not need additional billings processed for the dates in the past. This tool is oftentimes used when Clubs are converting from a different system, or just starting to use the installment billings functionality. To demonstrate, let’s create an Installment Billing for a Membership that began three years ago and has $2,000 of the initial $5,000 left to be paid.
1) Enter the appropriate information in each of the below steps as explained in the above section of this document:
- Name
- Billing Item
- Frequency
- Periods
- Start Month
- Start Year
- Amount
2) As shown, the Schedule includes five Installments; January, 2015 - January, 2019.
3) Assuming it is April 11, 2017, three of the five installments would have been billed previously. To adjust for this, navigate to the Adjustments tab and select New.
4) Enter a Description that explains the Adjustment and the Amount of the Adjustment. The adjustment amount entered will now populate on the Installment Billing’s main screen.
5) After the Adjustments are entered, the Schedule must be updated. Since the $3,000 Adjustment entered relates to Installments from January 2015, 2016 and 2017, we will adjust those Installments to $0 on the Schedule.
6) Click Save & Close.
Credit Installments
Credit Installments can be used to apply a credit toward a Member’s balance at a certain frequency. A typical Credit Installment could be a Quarterly Membership Sponsor Credit if a Member gets another Member to join the Club.
Please follow the below instructions to set up a Credit Installment:
1) Follow the same steps used to create a normal Installment Billing, however in the Amount field please enter a negative amount so the system will Credit the Member, rather than bill them the Amount.
2) Based on the information entered, a schedule is created. In this example, we set up a Quarterly Credit Installment to Credit the Member $300 every Quarter of 2017.
3) Select Save & Close.
Delete Installment Billing
To delete an Installment Billing, select the appropriate Installment Billing within the Member’s profile and select the Delete Icon.
Month End Wizard - Installment Billings
Installment Billings are charged to Members through the Month End Wizard and will be included in the same batches as Dues and other charges set up through Member Billing Schedules.
Import Installment Billings
In addition to manually creating installment billings, Installment Billings may also be imported. Typically, this feature is utilized in conjunction with the implementation of your system, and will be utilized by your implementation team, however, this feature is also available to you.
To access the import, select Membership from the top menu, and choose Import Installment Billings.
Follow the Import Wizard prompts to complete import.
An example installment billing template (csv file) has been laid out below.
Best Practices
- Set up installment billings to help simplify and automate billings that occur in regular cycles, and have a start and end date.
- Use the Import feature to add a large amount of installment billings at once.
FAQs
Q. Do you have a sample template I could use in the Installment Billings import?
A. Yes, click on embedded link.
Downloadable Guide
Installment Billings - Guide