Renewals Wizard - Manual Process

The Renewals Wizard is used to renew membership groups due to expire and create the corresponding membership subscription invoices

You MUST complete the Renewals - Pre Planning process before you commence the Renewal Wizard

Select the Cancel button to exit the Renewal Wizard at any time to make changes to Groups, Charges, Memberships etc. The Renewal Wizard will recommence at the start; Set Dates and Notes

NOTE: WE STRONGLY RECOMMEND ALL OTHER MIMEMBERSHIP USERS ARE LOGGED OUT DURING THE RENEWAL WIZARD PROCESS AND NO REPORTS ARE SET TO RUN IN THE BACKGROUND

Step by Step Guide

Check the information returned in each Step through the Wizard carefully (especially the invoices section) and, if an incorrect entry is found cancel the renewal wizard and make the correction, then return to the Wizard to restart the process.

Step 1. Navigate to Renewals > Wizard

Step 2. Set Dates and Notes

• Enter the Show Renewals Between dates: set the date range to capture memberships that are due to end and renew for the current membership period (NOT the renewing year membership start and end dates)
  Note: If the end of the membership year is 30th June you would enter between: 30/06/XXXX and 01/07/XXXX

The information displayed in the Wizard will be relevant for the Between dates you have entered;

• Group data
• Number of members in that group
• Renewal Income for that period
• Charges that are assigned to that group
• List of members and a snapshot of their future invoice

• Set the Invoice date: the date the invoice is created
• Set the Accounting date: the start of the new membership accounting period
• Set the Invoice Due date: default to Set Date. Only use Renewal date for rolling memberships (by join date) 
• Set the Invoice Default date: the date the invoice will default and the membership status will change to inactive and unfinancial if the invoice remains unpaid
  • If the Default Date is not visible in the Renewal Wizard it will auto default to the system grace period
  • To enable the Default Date turn on the system setting: invoice.renewal.set.defaulted.date
• Set the Payment Plan Start Date: the first instalment for the new membership year due date
• Select the Promo Code (if applicable)
• Enter a Description i.e. Membership Renewal 2021/2022: this is the batch description and not visible to members
• Add Notes: these will appear on the invoice (Admin notes are not visible to members)
• Select Next

Step 3. Select Groups for Renewal

• Select All, individual or multiple Groups that are to be renewed and invoiced
  

• Invoices will only be created for the groups selected. If you would like the member to receive only one invoice for all their memberships groups (e.g. 7 Day and locker on the same invoice), you must select ALL groups
• Memberships will be renewed for Groups that do not have any charges. No invoice is created

• Select Confirmed
• Select Next

Step 4. Confirm Charges

Preview and Confirm charges that will be itemised on the Renewal Invoices

If charge amounts have altered for the membership year you can check old and new amounts

• Select Confirmed
• Select Next

Step 5. Confirm Membership Changes

Membership group changes and additions scheduled within the Renewal Between Dates will appear here

• Select Confirmed
• Select Next

Step 6. Confirm Group Restrictions

Members who no longer fit a Groups Restriction Criteria within the Renewal Between Dates will appear here

• A Renewal Invoice will still be created for these members
• If these Members require a Group change exit the Renewal Wizard and make changes, or delete these Membership Groups in Step 7. and manually renew after you complete the Renewal Wizard process

• Select Confirmed
• Select Next

Step 7. Preview Memberships

All membership groups that will be renewed and invoiced appear here

• We recommend you check members have not been renewed in multiple primary (golf) memberships or duplicated: this can occur when a MiM user has incorrectly used the action to add a group in place of the change option
• Click the Delete icon to remove any membership groups from the list you do not want to renew and invoice during the Renewal Wizard process

• Select Confirmed
• Select Next

Step 8. Preview Invoices

This step provides a preview of the Renewal Invoices

• Select the magnifying glass to open a preview of the invoice
  • Confirm group charges and discounts are itemised on the invoice as expected
    
• Select Confirmed
• Select Next

Step 9. Preview Payment Plans

This step allows a preview of the payment plans to be created during the Renewal Wizard process

• Select the toggle button "create payment plans"
  • This button needs to be on (blue) to allow the creation of payment plans through the renewal wizard.
  • Only members with a payment plan template in their financial details will have a payment plan created.
    

• Select the magnifying glass to Preview payment plan
  
• Select Confirmed
• Select Next

Note If invoices have negative charges payment plans will not create during the renewal wizard process; for instructions on creating them after renewals are submitted, click here

Step 10. Submit Renewals

Review, Create and Email the Renewal Invoices

• Create Payment Plans (default OFF): enable to create the payment plans on Submit
• Create Draft Invoices (default ON): disable to auto create invoices on Submit - invoices cannot be deleted
• Email Invoices (default OFF): enable to auto email invoices on Submit
  • Leave the email option OFF if you have credits to apply to renewal invoices
  • To email invoices on Submit, the Draft Invoices must be OFF and Email invoices must be ON, alternately invoices can be emailed from the batch history in Step 11.
• Displays the number of invoices to be created and the total value of these invoices
• Select Submit: the renewal processing task bar will appear at top of screen

Step 11. Review Renewal Batch

When the Renewal Wizard process is complete a batch is created for each action processed: Membership Invoices, Memberships Renewed and Payment Plans Created. Fee Invoices are separate invoices created when a fee is applied to a payment plan.

Actions that can be processed from the renewal batch include;

• Review Renewal Invoices
• Reverse All Renewal Invoices
• Email All Renewal Invoices
• Send Message to All Members with a Renewal Invoice
• Print All Invoices
• Delete Draft Invoices

There are two options to navigate to the Renewal Batch:

• Select the magnifying glass icon in the Renewal background task, or
• Navigate the main menu to Renewals > History

To review the invoices, memberships or payment plans created, click on the relevant button under the Batch Items column header in the batch history

Important Note: If the Draft Invoice setting in Step 10 of the Renewal Wizard process was ON, the renewal invoices and payment plans batches will have a yellow/orange shaded background and a Status equal to Draft. Once you have reviewed the invoices and payment plans, you MUST update their Status to Outstanding (before sending the Invoice Email);

• Select all Invoices in the batch
• From the Bulk Action drop menu select the "mark as outstanding" option
• The status update process will run as a background task. Once complete, you can view the batch (the background colour will change back to white and the Status updated to Outstanding)
• Repeat this process for any Payment Plans created during the Renewal Wizard process
• To Email the invoices;
  • Select all Invoices in the batch
  • From the Bulk Action drop menu select the "send email' option
  • The email process will run as a background task