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Overview
Monthly, Clubs perform month-end activities associated with the Membership module. The biggest portion of this month-end process is generating Member statements, and emailing or mailing the statements to a Club’s Members. To ensure Statements reflect the appropriate charges and desired messages, Clubs must perform the proper preliminary steps, and then execute the Month End Wizard to process the Member Billings, Minimums, and Late Fees as applicable. Once Generated, Statements can be printed or emailed. Once finalized, the A/R aging details can be tied to the General Ledger. Use Case Monthly, the Club runs statements on the second business day of the new month. Prior to running their statements, they ensure all charge batches are posted, and update the statement message to promote an upcoming Club Event. They then generate their statements, and get them out to their Members. They finalize their month-end process by clearing the Member minimum adjustments, and confirm their A/R Aging agrees to their General Ledger balance. |
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Navigation
The Main tools utilized in this process will be found in the Membership Module of the application.
Prepare for Statement Generation
Post Open Batches
To ensure all charges are properly included in the Member statements:
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Navigate to the Approve Charge Batches grid and then to the Approve Payments Batches grid within the Membership module. In each grid, set the filter on the Posted column to Unchecked. Unposted batches will display. Post any batch with a Transaction date in the period you are closing.
Enter Statement Messages
Next, update the Statement Messages that will appear on the Member Statements. This is an excellent opportunity to promote an upcoming event, or pass along any additional information to Members.
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When finished, click Save and Close.
Month End Processing
Once preliminary steps are complete, launch the Membership, Month End Wizard.
To access the Month End Wizard to generate the statements:
- Click on Membership
- Then, click on the Month End Wizard option.
Month End Wizard
Once the Month End Wizard launches, designate the Month and Year of the month end process to run, the Company (if more than one exists) to process, and the month end processes to run. Click Next to continue.
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Note that the End of Month Wizard can be run as many times as necessary, as long as the generated batches have been deleted. Additionally, the Wizard may be closed, and the generated batches may be reviewed/posted at a later date.
Batch Editing/Deletion/Unposting/Posting
While previewing, posting, and deleting the batches are available options within the Wizard, once generated, the batches can also be accessed for editing/deletion/unposting/posting in the Membership, Approve Charge Batches tool.
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Once in Approve Charge Batches, find desired batch, and highlight it. Then, select the Post Batch icon to post the unposted batch.
Statement Date Population
While populating the Statement date is an option within the Wizard, this date may also be entered by choosing System, and System Settings from the top menu.
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Navigate to the Membership tab, populate the Statement Publish Date, and click Save and Close to continue. Remember this date should be set to the last date of the Month for the Current Statement period.
Distribute Member Statements
To print and/or email Member Statements, click on Membership, and then select Print Member Statements to launch the Member Statement Wizard.
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To minimize processing time, it is recommended to Print Statements and Email Statements in separate processing batches. Oftentimes, Clubs print statements first, and then produce email statements while stuffing envelopes.
Printing Member Statements
Statement Settings
Once in the Wizard, enter the Month and Year, designate the Company (if more than one exists), and indicate whether or not the statements are a Memo Billing. Next, specify the Output settings to Print Statements. Click Next to continue.
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Note: The Memo Billing option shown above is often used in conjunction with a Billing Schedule flagged as such (see Billing Schedule screenshot below), and is used to provide an idea of what a billing would look like for informational purposes only. For example, a Club that bills Members annually in December, may generate a memo billing in September to give their Members an idea of what the December billing will look like.
Member Selection
On the next screen in the Wizard, designate the Members for whom the Statements should be printed. The screen will default to the Member Group, All. Designate the Print Order (either by Member ID, or Last Name), and then add Members by clicking the Member Select button. Note: The Members that appear in the next screen are controlled by the Member Group selected.
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When finished (blue status bar at bottom complete), the screen will show Members that processed and will also list any errors in processing so further investigation can be done. Click OK to acknowledge statement completion, and click Close to exit wizard.
Emailing Member Statements
Statement Settings
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Member Selection
On the next screen in the Wizard, designate the Members for whom the Statements should be printed. The screen will default to the Member Group, All. Designate the Print Order (either by Member ID, or Last Name), and then add Members by clicking the Member Select button. Note: The Members that appear in the next screen are controlled by the Member Group selected.
The Member Lookup window will launch. The Has Statement Address column will be checked if the Member is configured to have a printed statement. To easily select all Member who are configured for a printed statement, filter the Has Statement Address column for checked, and then click, Select All. To add all selected Members to the list for statements, click Select.
If a filter is not applied, all Members will be returned. Members listed in RED are not configured to receive a printed or emailed statement. Many Clubs and Members are choosing to go paperless, and access their Statements via the club Website. To remove a Member inadvertently added to the listing who is not set up for Statements, select the Member, and click Remove Selected.
If a large number of Members appearing in RED have been added to the listing, click the Click to Print List of Warning Members option at the bottom. Review listing for accuracy. Click Next to proceed. (If listing is not accurate, make edits as necessary).
Click OK provided the above review has been performed and was accurate.
Printing Settings
Next, define the final set of options. Begin by designating which statements to email from the available options.
Then, determine whether statement details should be included. This option (available only for Members who have “include statement details” checked in the Financial Information section of their Member profile) enables miniature copies of supporting tickets to be included with the summarized statement.
Populate the Statement Publish Date. (Also available in Month End Wizard and System Settings, Membership, as previously shown).
Click Next to continue.
Next, create an email that will contain the PDF statement. Provide an Email Subject, and type the message. Use formatting tools as well as Snippets. Click on the drop-down arrows (next to Member, System, Custom Fields, and Member Financial) to access available snippets. When complete, click Finish.
When finished (blue status bar at bottom complete), the screen will show Members that processed and will also list any errors in processing so further investigation can be done. Click OK to acknowledge statement completion, and click Close to exit wizard.
Post Statement Generation
After generating, printing, and/or emailing the statements to Members, it is important to perform a few additional steps to ensure the Membership Module is properly handled for the end of the month.
Clear Minimum Adjustments
If adjustments to Member Account(s) were made, the adjustment remains in the Member’s file until cleared or removed.
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Click on the Minimums tab. Change Adjustment Amount to $0.00. Click Save and Close.
Print A/R Aging Report
Lastly, print out the A/R aging report to review Member balances, and tie totals on the report to the General Ledger balance. To print the report, navigate to Interactive Reports, Membership, and select AR Aging.
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Then, enter the As of Date, and click View Report at the upper right-hand corner.
FAQs
Q. What if there is an error during statement printing?
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Q. What is the best way to re-print a statement for one Member?
A. The easiest way to re-print a statement for one Member, is to go to the Member’s profile. Click on the Statements tab (in the Financial Information section), double-click on the statement date to reprint, navigate to the Printed Statement tab, and then click Print.
Best Practices
Post all period batches prior to generating statements.
To minimize processing time, it is recommended to Print Statements and Email Statements in separate processing batches. Oftentimes, Clubs print statements first, and then produce email statements while stuffing envelopes.
Downloadable Guide
Membership End of Month - Guide
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