1. 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, The Four Seasons Baltimore

2. 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

3. 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

4. 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

5. 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/ A new Invoice is created along with a new Renewal Billing Record. See the results below.
Scenario One
Standard Join and Renewal

6. 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

7. 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 one from Current to Past and 2016 one from Upcoming to Current. See the results below.
Scenario One
Standard Join and Renewal

8. 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

9. 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

10. 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/ A new Invoice is created along with a new Renewal Billing Record. See the results below.
Scenario Two
Standard Join, Renewal and Termination

11. 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 one from Current to Past and 2016 one from Upcoming to Current. See the results below.
Scenario Two
Standard Join, Renewal and Termination

12. 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/ 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/ At that time, the Cycle State will go from Current to Past.
Scenario Two
Standard Join, Renewal and Termination

13. 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

14. 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/ 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/ At that time, the Cycle State will go from Current to Past.
Scenario Four
Reinstatement Using New Renewal Billing Dates

15. 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/ which changed the Cycle Start Date to 4/1/ 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

16. 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 = 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

17. 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

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

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

20. 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 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

21. 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

22. 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 or in the future.
Scenario Six
Partial Cancellation

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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. 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.

40. 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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