Process Membership Renewals

Please check the before running the renewals

• Invoice/Category details have been updated to reflect the new sub year
• The email address at the bottom on the invoice is correct

Once the invoices have been created and sent out these can NOT be updated

1. Update the Invoice Details to Use the following: 

• Invoice Document Date: This is simply the Invoice Date or Document Date to be used on the invoice to be generated
• Invoice Due Date or First Installment Due Date: This is the Due Date of the invoice to be generated; or if the member is on instalments, the first instalment due date.
  • For cyclical clubs: In the next step (Preview table), you could tick "Show Invoice Due Date" and you'll see the Due Date assigned for each member. This could vary since the members could have different subscription start and end dates. By default, the Invoice Due Date value is the day before the new subscription starts.

2. Update the Search Filter, if required: 

• Get all Members with Subscription due on or before: This allows you to get all the members for renewal due on or prior to the date specified
  • Note: For new cyclical billing clubs if you are invoicing your members in DG for the first time, this date will be the start date of the first invoice (E.g., if the member joined 31/01/2023 and you are only invoicing them after 2 months then you will need to put 31/01/2023 in here so it will be the start of the player's invoice. We advise for the club do to this per join date)
• Get members with/without email address: This allows you to get only member with or without an email address on their profile. This can be helpful if only wanting to renew all members with an email address and email all these members.
  • All Members
  • Members with Email Addresses 
  • Members without Email Addresses 
• Get members from categories: This allows you to filter the members by membership category.
• Get member on installments only: This is optional, it allows you to select members that pay by installment only.

  This can be helpful if you want to generate all members on direct debit.

  • NB: You could update a member's default payment schedule by going to their details > membership tab > selecting a Default Payment Schedule (e.g. Monthly).

3. You can also choose to attach the members statement of account to the invoice pdf. 

4. Select 'Preview' 

5. Members will display based on the filters that were applied in the previous steps. 

Here, you will be able to see the following details: 

• Membership Number
  
• Members Name
• Category
• New Category: This will be blank if the member is not changing categories
• Current Subs: This will display the members previous sub amount. 
• New Subs: This will display the new subscription amount
• Payment Schedule: This will be blank if not applicable 
• First Installment Date: This will be blank if not applicable 
• Last Installment Date: This will be blank if not applicable 
• Email 
• Print 

Note: Amounts that are displayed with a grey background indicate that these members will be invoiced an amount that is different to their previous subscription period. 

6. Optional: Invoice Due Date:

• We now could show (and optionally edit) the Invoice Due Date for each record. Tick "Show Invoice Due Date" on the top-left hand side of the table. 
• The default value shown here could be one of the following:
  • If the subscription is cyclical, this is the end date of the previous subscription. Hence, the member will need to pay before the new subscription starts.
  • Invoice Due Date entered in steps above.

7. Optional: Upfront Payment

• If you'd like to enter an upfront payment for a member, tick "Show Upfront Payment Options", and two additional columns will appear.
• Enter an amount and after clicking outside the amount field, the Upfront Payment Date field will appear beside it. Change the date as needed. This defaults to the start date of the subscription item.

8. Take a look at the details display on the table that is loaded to confirm all members details look correct. 

9. You can then either Select All members, or select Specific member from the table using the boxes next to the members name. 

10. Select the "Confirm and Proceed" tick box once you have confirmed all details are accurate and correct. 

11. Select "Process" 

DO NOT Close the process page until the process states it has been completed - you can open another tab and to complete any other work in DotGolf is needed.

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