F113: Working with Billing

April Fisk -

Covers payment history, current and future dues, the Customer Account, payment methods, and statements.

  1. Payment History
  2. Current Due
  3. Future Due
  4. Customer Account
  5. Payment Methods
  6. Statement

Payment History

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the Billing Tab. Then click on the Payment History tab at the center of the screen.
  3. The Payment History is displayed. Each item is a link; clicking on it will display the original invoice/receipt for that item:

Invoice History

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the Billing tab. Then click on the Invoice History tab at the center of the screen.
  3. The Invoice history is displayed. Each item is a link; clicking on it will display the original invoice/receipt for that item if available:

Current Due

  1. Click Customers > View All, then enter the member's name. This takes you to their member record.
  2. Click on the Billing tab. Then click on the Current Due tab at the center of the screen.
  3. Current Due items are displayed:

  1. Any declined payments are automatically moved to the Current Due section.
  2. Any payments that were part of a payment plan, which have come, are also automatically moved to the Current Due section.
  3. Any items in the Current Due tab are automatically added to a member's invoice and charged at the time of the next regularly scheduled dues payment.

Future Due

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the Billing tab. Then click on the Future Due tab at the center of the screen.
  3. Future Due items are displayed:

  1. Future Due items represent payments with a future due date, made as part of an arranged payment plan.
  2. Future Due items do not include regularly scheduled dues payments.
  3. When an item's due date arrives, it is automatically moved to the Current Due tab, and then added and charged with the next regularly schedule dues payment.

Customer Account
Every member has a Customer Account. This account may be used as a payment method (complete or partial) for any amount due. Credits may also be issued to the Customer Account.

As a result, the overall Customer Account balance may be positive (indicating the member owes money), negative (meaning the member has a credit), or zero.

  1. Click Customers > View All, then enter the member's name. This takes you to their member record.
  2. Click on the Billing tab. Then click on the Customer Account tab at the center of the screen.
  3. Items in the Customer Account are displayed:

Payment Methods

  1. Click Customers > View All, then enter the member's name; this takes you to their member record.
  2. Click on the Billing tab. Then click on the Payment Methods tab at the center of the screen.
  3. The payment methods on file for this member are displayed:

  1. In the example shown above, the member has two payment methods on file: a credit card, and a bank account. The credit card is indicated as the primary (in the column at the left), meaning it is used for regular recurring dues.
  2. To add a new payment method, click the Add Payment Method button.
  3. To delete or edit a payment method, click on the icon in the Delete or Edit column.
  4. Note: The primary payment method cannot be deleted. If it is no longer to be used, add a new payment method first, and indicate it as the primary.

Statement
The Statement function allows you to easily send a statement to any member (by email) reflecting what they owe for any date range.

  1. Click Customers > View All, then enter the member's name. This takes you to their member record.
  2. Click on the Billing tab. Then click on the Statement tab at the center of the screen.
  3. Select a Start Date and End Date, then click the View Statement button. A member statement will be generated for the selected date range:

  1. Click the Send button, and the statement will be emailed to the email address on file for the member.



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