April 4-5, 2018 The Four Seasons Baltimore Working with Membership Renewal Billing and Invoice Transactions: 9 Scenarios Presenter: Mary Ann Roberts April 4-5, 2018 The Four Seasons Baltimore

review features in Setup Dues Installment Schedule: 12 Months, 1 Installment. Price Level X-Ref Table on the Rate used is Member and Non- member. Cycle Start Date = 01/01/2015, Expiration and Paid Through Dates = 12/31/2015 (if paid-in-full). Renewal Process run approximately 90 days prior to Expiration Date. Dates may differ for your organization. Termination Process run approximately 90 days after Paid Through Date. Dates may differ for your organization. Renewal Billing System Nightly Job is running in the background based on the timing of the Occurrence in the System Job. All Scenarios in this presentation start with the following Dates: Original Join Date = 01/15/2015 Current Join Date = 01/15/2015. The Upgrade/Downgrade Process allows you to switch Benefits. The UX Application Parameter PAMembership.NewMemberCycleState = Current

Scenario One Standard Join and Renewal The Member Joins on 1/15/2015 by paying a Membership Invoice in full. This action automatically creates the first Renewal Billing Record. See the accompanying Invoice and Renewal Billing Record below. Scenario One Standard Join and Renewal

Scenario One Standard Join and Renewal Once the Membership Invoice is paid-in-full and the Renewal Billing Record is created with a Cycle State = Current, the Price Level (List) = Member and the Member Y/N Flag = Yes based on the Price Level X- Ref in the Rate. Scenario One Standard Join and Renewal

Scenario One Standard Join and Renewal On 9/15/2015 a Renewal is run for all Renewal Billing Records with the Expiration Date 12/31/2015. A new Invoice is created along with a new Renewal Billing Record. See the results below. Scenario One Standard Join and Renewal

Scenario One Standard Join and Renewal On 11/1/2015 the Member pays the Membership Invoice. Please note that this is before the Cycle Start Date of the new Renewal and while the Cycle State is still Upcoming. Scenario One Standard Join and Renewal

Scenario One Standard Join and Renewal On 1/1/2016 the Renewal Billing Nightly Process runs and changes the Cycle State of both Renewal Billing Records. 2015 one from Current to Past and 2016 one from Upcoming to Current. See the results below. Scenario One Standard Join and Renewal

Scenario Two Standard Join, Renewal and Termination The Member Joins on 1/15/2015 by paying a Membership Invoice in full. This action automatically creates the first Renewal Billing Record. See the accompanying Invoice and Renewal Billing Record below. Scenario Two Standard Join, Renewal and Termination

Scenario Two Standard Join, Renewal and Termination Once the Membership Invoice is paid-in-full and the Renewal Billing Record is created with a Cycle State = Current, the Price Level (List) = Member and the Member Y/N Flag = Yes based on the Price Level X- Ref in the Rate. Scenario Two Standard Join, Renewal and Termination

Scenario Two Standard Join, Renewal and Termination On 9/15/2015 a Renewal is run for all Renewal Billing Records with the Expiration Date 12/31/2015. A new Invoice is created along with a new Renewal Billing Record. See the results below. Scenario Two Standard Join, Renewal and Termination

Scenario Two Standard Join, Renewal and Termination On 1/1/2016 the Renewal Billing Nightly Process runs and changes the Cycle State of both Renewal Billing Records. 2015 one from Current to Past and 2016 one from Upcoming to Current. See the results below. Scenario Two Standard Join, Renewal and Termination

Scenario Two Standard Join, Renewal and Termination On 3/15/2016 the Renewal Billing Termination Process was run for the Paid Through Date of 12/31/2015. This only runs for Current Renewal Billing Records so the Past one with that Paid Through Date is skipped. NOTE: This Renewal Billing Record will have the Cycle State = Current until the Renewal Billing Nightly Job runs on 1/1/2017. At that time, the Cycle State will go from Current to Past. Scenario Two Standard Join, Renewal and Termination

On 3/31/2016 the Invoice was paid-in-full after the Termination was run. The Invoice is available to reinstate for as long as your policy dictates and as long as you do not CANCEL the invoice. NOTE: Benefit Status goes from Terminated to Reinstated and Expiration and Paid Through Dates are updated. Scenario Three Reinstatement by Paying Existing Invoice in Full

Scenario Four Reinstatement Using New Renewal Billing Dates On 3/15/2016 the Renewal Billing Termination Process was run for the Paid Through Date of 12/31/2015. This only runs for Current Renewal Billing Records so the Past one with that Paid Through Date is skipped. See the results below. NOTE: This Renewal Billing Record will have the Cycle State = Current until the Renewal Billing Nightly Job runs on 1/1/2017. At that time, the Cycle State will go from Current to Past. Scenario Four Reinstatement Using New Renewal Billing Dates

On 3/31/2016, I went to the current Membership Invoice and opened the Membership Invoice Detail line item. I changed the Current Join Date to 4/1/2016 which changed the Cycle Start Date to 4/1/2016. I clicked SAVE and Re-calculate Invoice and entered the payment. NOTE: Benefit Status goes from Terminated to Reinstated and the Renewal Cycle changes to 4/1/2016 to 3/31/2017. Scenario Four Reinstatement Using New Renewal Billing Dates in Invoice Detail

On 3/15/2016 the Invoice associated with the Current Renewal Billing Record was Cancelled. This process Terminates the Renewal Billing Record. The Association did not expect to get these dues, so they decided to CANCEL the Invoice Detail and bring the Invoice Balance = 0.00. NOTE: This Renewal Billing Record will have the Cycle State = Current until the Renewal Billing Nightly Job runs on 1/1/2017 when the Cycle State changes to Past. Scenario Five Reinstatement When Invoice was Previously Cancelled Using New Renewal Billing Dates

On 3/31/2016 the Association received an unexpected payment on these dues. If they try to create a new Invoice Detail Line item for the Membership in the same invoice or a new invoice, the system will not allow it. The error message says, “Benefit with Rate already exists!” RECOMMENDED PROCESS: Go to the Terminated Renewal Billing Record, change the Cycle State to Past. Go back to Renewal Billing View and highlight Renewal Billing Record and click REJOIN at the top ribbon area. See process on next few slides. Scenario Five Reinstatement When Invoice was Previously Cancelled Using New Renewal Billing Dates

Scenario Five Reinstatement When Invoice was Previously Cancelled Using New Renewal Billing Dates

Scenario Five Reinstatement When Invoice was Previously Cancelled Using New Renewal Billing Dates

Scenario Six Partial Cancellation On 3/31/2016 the Association decided to cancel the Membership, but arranged with the Member to bill them for three months that they were getting Membership Benefits. The Member agreed, but didn’t want to be a Member for the rest of 2016 or in the future. This change/cancellation must be made on the Invoice as shown in the next few slides below. Scenario Six Partial Cancellation

Scenario Six Partial Cancellation Within the Invoice Detail Line, click on Cancel at the top of the entry screen and choose Partial Cancellation. Scenario Six Partial Cancellation

Scenario Six Partial Cancellation On 3/31/2016 the Association decided to cancel the Membership, but arranged with the Member to bill them for three months that they were getting Membership Benefits. The Member agreed, but didn’t want to be a Member for the rest of 2016 or in the future. Scenario Six Partial Cancellation

Scenario Six Partial Cancellation Here is the Renewal Billing Record once it is cancelled. Scenario Six Partial Cancellation

Scenario Six Partial Cancellation CAUTION when Using Partial Cancellation: Once you perform the Partial Cancel, you can’t get back into that Invoice Detail Line Item to change the amount Discounted or the Total Charges. If you try to click on the line item, it says “Benefit Cancelled.” Scenario Six Partial Cancellation

In this scenario, the member informs the Association that instead of paying their 2016 dues at the current rate, they want to change the Membership to another Rate after Renewal is run. Go to the Current Membership Invoice and click on the Membership Invoice Detail line item. Scenario Seven Change of Membership Rate at the Beginning of the Dues Cycle – SAME BENEFIT EXAMPLE

Look-up at the Rate to pick the New Rate Scenario Seven Change of Membership Rate at the Beginning of the Dues Cycle – SAME BENEFIT EXAMPLE

Once the Rate is chosen, click SAVE, then Re-calculate Invoice at the top of the Benefit Entry screen and click OK to the question to Re-calculate the Invoice. Scenario Seven Change of Membership Rate at the Beginning of the Dues Cycle – SAME BENEFIT EXAMPLE

The original Invoice Line Item is CANCELLED and new one created for the new Rate. The new Renewal Billing Record for the new Rate is created. Enter the payment if it is available. Scenario Seven Change of Membership Rate at the Beginning of the Dues Cycle – SAME BENEFIT EXAMPLE

This is what the Renewal Billing Record looks like after the payment is applied. Scenario Seven Change of Membership Rate at the Beginning of the Dues Cycle – SAME BENEFIT EXAMPLE

Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle In this scenario, the member pays for 2016 dues on 11/1/2015 at the One Year Membership Rate. On 4/15/2016, the Member wants to Upgrade to a Professional Membership. Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle

Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle In this scenario, the member pays for 2016 dues on 11/1/2015 at the One Year Membership Rate. On 4/15/2016, the Member Upgrades to a Professional Membership. Go to the Current Invoice and into the Membership Invoice Detail line item. Click on the Upgrade/Downgrade button at the top of the Benefit Entry screen. Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle

Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle Complete the Dialog Box shown below. You may change from same Benefit- different Rate OR different Benefit-different Rate. The Current Join Date that is entered here will be used to calculate the Cycle Start Date of the new Dues. Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle

Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle Enter the payment if you have it to complete the transaction. NOTE: This action can not be undone. Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle

Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle The old Renewal Billing Record is replaced with this one. There is no Current Renewal Billing Record that shows that the Member was billed initially as a One Year Member other than the cancelled Invoice Detail Line item on the Invoice where the Upgrade/Downgrade was performed. Scenario Eight Upgrade/Downgrade in the Middle of the Dues Cycle

Two settings must exist in the Renewal Billing Record to run the Rejoin Process. 1. Renewal Billing Benefit Status = Terminated 2. Renewal Billing Cycle State = Past Scenario Nine Rejoin

Go to the Terminated, Past Renewal Billing Record to run the Rejoin Process. 1. Click on the Renewal Billing Record in the Renewal Billing Associated View within the Contact Record. 2. Click the Rejoin button on the Task Bar. 3. Enter the Current Join Date and the Batch to record the Invoice Scenario Nine Rejoin

An Invoice is created as one of the results of the Rejoin Process An Invoice is created as one of the results of the Rejoin Process. When the payment is entered, the associated Renewal Billing Record is updated. Scenario Nine Rejoin

An Invoice is created as one of the results of the Rejoin Process An Invoice is created as one of the results of the Rejoin Process. When the payment is entered, the associated Renewal Billing Record is updated. NOTE: The Rejoin Renewal Billing Record’s Benefit Status is New, but the Original Join Date is still when the Member initially joined with its first Renewal Billing Record. Scenario Nine Rejoin

Tips and Facts The Date Renewed in the Renewal Billing Record is populated with the SYSTEM DATE (actual system date that the invoice was paid in full). This is helpful when trying to find out when the Membership was paid for reporting. If you change the Member’s Price Level manually AND the Member has a Primary Renewal Billing Record where Benefit Status is not Terminated and where Cycle State is Current, that Member’s Price Level will change back to the value in the Price Level X-Ref Table for that Rate because of the Renewal Billing Nightly Process. The Renewal Billing Termination Process runs off of the Paid Through Date and the Generate Renewal Billing Invoices runs off of the Expiration Date. The difference in those two dates are associated with the Installment Billing where there are multiple Installments in the Invoice with multiple Paid Through Dates. The Renewal Process Rollback will delete the Invoice and the Renewal Billing Record created for all UNPAID Invoices. If you need to run the Rollback, it will ignore invoices with payments on them. The Renewal Overpayment Process can run after the Generate Renewal Billing Invoices to automatically transfer any overpayments of dues from last year to this year’s invoice. If a Member pays early (before the Renewal Process is run), the payment can be applied to last year’s invoice to hold it until the Generate Renewal Billing Invoices is run for the new year.

More Tips and Facts Do Not Renew - Set this bit field to Yes if you want to let the Current Membership run out, and not go through Renewal. This does not affect the associated Invoice. There is a utility for handling these Renewal Billing Records that are marked Do Not Renew = Yes, and it is a system job included in the UX Online Renewal Billing Nightly Process. The utility terminates those records and marks Benefit Status = Terminated, populates Termination Date with the System Date of the Utility, and populates the Termination Reason = Other. Override Price Temporary – If this is set to Yes, it is a one-time override and you want the system to use pricing in the Next Rate setup during the next dues renewal process. Next Rate (Rate Next) - If you want to let a Current Membership finish to the Expiration Date and Renew them at a different Benefit AND Rate, change the Rate Next in the Current Renewal Billing Record. When the Generate Renewal Billing Invoices is run for that Expiration Date, a new Renewal Billing Record is created for the New Benefit and Rate for the new year. If you assign a Promotion on an Invoice Detail Line Item Benefit Entry, it will give the discount but will not transfer it to the Next Renewal Billing Record.

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