managingmemberinvoices - abc financial · datatrak managingmemberinvoices may06,2013 3...

1© 2013 ABC Financial Services, Inc. Al l rights reserved.

Confidential

Managing Member Invoices

May 06, 2013

ContentsAbout the Member Invoices

Manage Invoices on the ABC View 3

Add an Invoice 4

Edit an Invoice Amount 5

Edit an Invoice Due Date 6

Manage Invoices on the Schedules View 7

Add an Invoice Schedule 7

Cancel an Invoice Schedule 9

Manage ABC Memberships 11

Change Management Type 11

Freeze a Membership 12

Unfreeze a Membership 14

Cancel a Membership 15

Reinstate a Membership 17

Previous Company Account History 18

About the Member Invoices PageWhen a member enters into an agreement or when a payment schedule is set up,ABC’s billing system creates the appropriate number of invoices for that member.With the proper security role, you can view these invoices on the member’sInvoices page. This page also displays late fees, the member’s Club Account orPre-Pay activity and balances, as well as ABC and Club payment history.

In addition to viewing the member’s invoice and payment information, if you havethe appropriate security role you can add or edit invoices, and perform otherchanges such as freezing, unfreezing, canceling, and reinstating member accounts.

This document provides instructions for adding and editing invoice schedules, aswell as how to freeze, unfreeze, cancel, and reinstate memberships. A descriptionof all views is provided in the table below.

DataTrakManaging Member Invoices

May 06, 2013


Confidential

The member’s Invoices page offers the following views:

View Description

ABC For ABC Managed members only. It displays all ABC invoicesand any fees that have been incurred. You can add and editinvoices, and freeze, unfreeze, cancel, or reinstatememberships. The ABC account balance is also displayedhere.

ABC History For ABC Managed members only. It displays the member’spayment activity and you can refund money collected at theclub. The ABC account balance is also displayed here.

Club For ABC Managed and Club Managed members. It displaysunpaid Club Account invoices. The Club Account balance forall members associated with this agreement is also displayedhere.

Club History For ABC Managed and Club Managed members. It displays allpoint of sale purchases and Club Account activity. It alsodisplays the Club Account balance for all members associatedwith this agreement.

Pre-Pay For ABC Managed and Club Managed members. It displayspre-pay purchases and payments, and displays the pre-paybalance for all members associated with this agreement.

Schedules For ABC Managed members only. It displays additionalpayment schedules (for profit centers other than Dues). Hereyou can create additional schedules or change the status of anactive schedule.

Pending POS Shows pending POS transactions from a new recurring servicewith a Purchase Today section.

If you have the appropriate security role you can cancel apending POS transaction here by clicking the delete buttonnext to the desired transaction.

Previous CompanyAccount History

This view allows you to see the member's billing history priorto the time ABC began managing the club's billing


May 06, 2013


Confidential

Manage Invoices on the ABC ViewThe ABC view displays the ABC Managed member’s invoices. Using theEdit menu, you can add or edit an invoice. An example of the Edit menu is shownbelow.

The invoices you add here will match the billing frequency on the originalagreement. You can set the begin date and make these invoices fixed or recurring,but you cannot set them to auto renew.

Note: If you need to set up an invoice for a profit center other thanDues, and you want to set a different billing frequency or set theinvoice schedule to auto renew you must switch the View toSchedules and add the invoice there. (For more information, seeManage Invoices on the Schedules View.)

For step-by-step instructions for managing invoices on the ABC view,see the following topics:

l Add an Invoice

l Edit an Invoice Amount

l Edit an Invoice Due Date


May 06, 2013


Confidential

Add an InvoiceUsing the Add Invoice option you can manually add one or more invoices to amember’s account. The billing frequency will match the billing frequency on theoriginal agreement. You can select a fixed number of invoices (from 1 to 36) ormake them recurring.

For example, a member has a one-year agreement with monthly installments andwishes to add a locker rental to the agreement. You can add invoices for thelocker and those payments will be due on a monthly basis.

To add an invoice

1. Go to the member’s Invoices page.

2. While in ABC view, click Edit in the upper right-hand corner of the page.

3. In the edit menu, click Add Invoice.

The Add ABC Invoice Schedule dialog box appears.

4. Select the Profit Center.

5. Select the invoice Type:

o Fixed – The invoice will have a set number of payments.

o Recurring – The number of payments is not set.

6. If you selected a Fixed invoice type, select the Number of Invoices: 1 - 36.

7. Enter the invoice Amount.

8. Enter the Begin Date.

9. Click Update.


May 06, 2013


Confidential

The additional invoices are added to the member’s Invoices page. In the followingexample, the member now has invoices for the Lockers profit center. The invoiceamount is $15 and is due on a monthly basis.

Edit an Invoice AmountIf necessary, you can edit the amount due for one or more invoices.

To edit an invoice amount


2. While in ABC view, click the amount in the Invoice Amount column for the invoiceyou wish to change.

The Edit Invoice Amount dialog box appears.

3. Select the Number of Payments you would like to change, or select All to changethe amount on every invoice.

4. Enter the new Amount.

5. Click Update.


May 06, 2013


Confidential

The invoice amounts are changed on the Invoices page. In the following example,the Lockers invoice amount was $15, but it has been changed to $10 per month.

Edit an Invoice Due DateIf necessary, you can edit the due date for one or more invoices.

Tip: To change the due date on only one payment, filter the list by profitcenter for that payment. Update the due date for that profit center, thenselect the next invoice for that profit center and update its due date to theoriginal day.

To edit an invoice due date


2. While in ABC view, click the date in the Due Date column for the invoice you wishto change.

The Edit Invoice Due Date dialog box appears.

3. Select a new DueDay.

4. Click Update.


May 06, 2013


Confidential

The due date is changed and the new date is displayed on the page as shownbelow.

Manage Invoices on the Schedules ViewThe Schedules view displays the ABC Managed member’s invoices for profitcenters other than Dues. Here you can add an invoice to the member’s account.Unlike the invoices you add while in ABC view, which match the agreement billingfrequency, the invoices you create here can be set to a different billing frequencyand you can set them to auto renew. If necessary, you can also cancel an invoiceschedule.

Note: If you wish to add invoices that match the billing frequency onthe member’s agreement, you must switch the View to ABC. (Formore information, see Manage Invoices on the ABC View.)

For step-by-step instructions for managing invoices on the Schedulesview, please see the following topics:

l Add an Invoice Schedule

l Cancel an Invoice Schedule

Add an Invoice ScheduleWhen you add an invoice schedule here you have more flexibility over the terms ofthe schedule. You can give the schedule a different frequency from the originalagreement, and you can set the invoice schedule to auto renew. The schedule ofinvoices will appear in the ABC view when the schedule goes live with billing.


May 06, 2013


Confidential

To add an invoice schedule


2. In the View list, select Schedules.

3. Click Create in the upper right-hand corner of the page.

The Add Invoice Schedule dialog box appears.

4. Select the Profit Center.

5. Select the Payments: Recurring or 1 - 36.

6. If you selected a number of payments, indicate whether or not the schedule willAuto Renew to Open.

If you set the payments to Recurring, the Auto Renew to Open option will bedisabled.

7. Select the Frequency:

o Weekly

o Bi-Weekly

o Monthly

o Quarterly

o Semi-Annually

o Annually


May 06, 2013


Confidential

8. Enter the Draft Amount.

9. Enter the Coupon Amount.

10. Enter the Effective Date.

11. Click OK.

The invoice schedule is added to the Schedules view. In the following example,the member has set up a tanning schedule for 12 weekly payments of $10.00.

Cancel an Invoice ScheduleYou can cancel an invoice schedule by changing the invoice schedule status. Thestatus options are Deactivate and Pending Cancel.

l Deactivate means that no new invoices will be generated, but the member willstill be responsible for all existing invoices.

l Pending Cancel means that the invoice will become inactive on the date youspecify and any invoices after that date will be removed.

To change an invoice schedule status


2. In the View list, select Schedules.

3. Click the Status link for the schedule you wish to cancel.

The Invoice Schedule Status dialog box appears.


May 06, 2013


Confidential

4. In the Change Status list, select the new status:

o Select Deactivate to immediately cancel the invoice schedule. When theConfirm dialog box appears, click OK.

o Select Pending Cancel to set an inactive date. When the Confirm dialog boxappears, click OK.

5. If you set the change status to Pending Cancel, enter the Effective Date.

6. Click OK.

The invoice schedule status is no longer shown as Active and the Status link isremoved.


May 06, 2013


Confidential

Manage ABC MembershipsIn addition to adding or editing invoices, you can perform the following actions forABC Managed members:

l Change Management Type

l Freeze a Membership

l Unfreeze a Membership

l Cancel a Membership

l Reinstate a Membership

Change Management TypeYou can change the member’s management type on the member’s Invoices page.

Note: Once the member has been changed from ABC to ClubManaged, ABC will no longer bill the account.

To change the Management Type



3. In the edit menu, click Management Type.

The Edit Management Type dialog box appears. It indicates whichManagement Type to choose.

4. Select the Club Managed radio button and click Update.

5. When the Confirm dialog box appears, click OK.

The member will now be Club Managed.


May 06, 2013


Confidential

Freeze a MembershipFreezing temporarily suspends a member's account. Depending on the type offreeze, the time or payments are stopped and added to the end of the member’sagreement. When freezing an account you can choose a Billing freeze or a Timefreeze.

To freeze a membership



3. In the edit menu, click Freeze.

The Freeze dialog box appears.

4. Select the freeze Type: Billing or Time.

5. Select the Duration:

o Fixed – The account will be on freeze until the End Date you specify.

o Indefinite – The account will be on freeze for 12 months; if it is not rein-stated or placed on another freeze, the account will be cancelled.

6. Enter the Start Date.

7. If you selected a Time freeze type and a Fixed duration, enter the End Date.

This option is not available for Billing freezes because the number of paymentsdetermines the length of the Billing freeze.


May 06, 2013


Confidential

8. If you selected a Billing freeze type, select the Number Payments: 1 - 24.

This is the total number of payments by which to freeze the account.

9. If you selected a Billing freeze type, enter the Dues Amount.

This is the monthly amount to charge the member for the duration of thefreeze.

10. Click Update.

The member’s account is placed in Freeze status. This status is displayed on themember’s Agreement page, and you can also see the status reason and the datethe status was changed.


May 06, 2013


Confidential

Unfreeze a MembershipYou can remove freeze conditions on a membership by unfreezing it.

Note: If an account has been frozen by time at any point, the timefreeze must be removed first before billing freezes may be removed.

To unfreeze a membership



3. In the edit menu, click Unfreeze.

The Unfreeze dialog box appears. It indicates which type of freeze is in place.

4. Set the date to unfreeze the account:

o If this is a Billing freeze, enter the Effective Date.

o If this is a Time freeze, enter the EndDate.

The account is unfrozen on the date you entered.


May 06, 2013


Confidential

Cancel a MembershipYou can cancel the membership if the agreement is ABC Managed. Whereasfreezing a member’s account temporarily suspends the membership, canceling amember’s account terminates the membership.

To cancel a membership



3. In the edit menu, click Cancel Membership.

The Cancel Account dialog box appears.

4. Select the Cancellation Date.

5. Select a Cancellation Reason Code.

6. Enter any Comments you wish to add.

7. In the Payables section, indicate whether or not the individual is responsible forpaying any dues or profit center invoices prior to cancellation.

o If Yes, select the invoices that the member is responsible to pay.

o If No, proceed to Step 8.


May 06, 2013


Confidential

8. In the Cancellation Fees section, indicate whether or not the member is beingassessed an additional cancellation fee due prior to cancellation.

o If Yes, enter the Cancel Fee Amount and select a DueDate.

o If No, proceed to Step 9.

9. If you selected Yes in the Payables section or in the Cancellation Fees section,the Total section will display the total amount to be collected prior to can-cellation.

10. When finished, click Update.

The member’s account is placed in Pending Cancel status and will not move toCancelled status until:

l The total amount due for the cancellation is collected.

l The pending cancel date.

The status is displayed on the member’s Agreement page, and you can also seethe status reason and the date the status was changed.

When the cancellation process is complete, the status is changed to Cancelled.


May 06, 2013


Confidential

Reinstate a MembershipIf necessary, you can reinstate a cancelled membership.

To reinstate a membership



3. In the edit menu, click Reinstate Membership.

The Confirm dialog box appears.

4. Click OK.

When the transaction is complete, you will receive an Account successfullyreinstated message. If the transaction fails, please contact ABC Technical Supportfor assistance.

On the member’s Agreement page, the Current Status is changed to OK.

mailto:[email protected]




May 06, 2013


Confidential

Previous Company Account HistoryThe Previous Company Account History view allows you to see the member'sbilling history prior to the time ABC began managing the club's billing.

Note: Only employees with access to the member's Invoices page cansee this view.

The following information will be displayed in this view:

l Club Number

l Date (this is the date of the transaction)

l Item Description

l Transaction Type (for example, Cash, Visa, MasterCard)

l Receipt Number

l Transaction Amount*

l Credit Amount* (returns or refunds, or money returned to the member)

* Since this is an import into DataTrak, the amounts in the Transaction Amountand Credit Amount columns may not line up as expected. There may be negativeand positive amounts in either column and both columns may contain data for thesame transaction.

managingmemberinvoices - abc financial · datatrak managingmemberinvoices may06,2013 3...

Documents