Change Group - After Renewals Prior to Membership Start

Modified on Fri, 12 Jul at 9:40 AM

Process a membership Group change after renewals have been run (invoiced) and prior to the membership Group Start Date. This solution is only for members that have an unpaid invoice (full owing amount). Please contact MiClub Support to change a group for members with a paid invoice.

Quick Guide

Step 1 - Navigate to the member record Memberships page

Step 2 - Unlink Invoice from the renewing membership group

Step 3 - Reverse the invoice (Important: match the accounting date with the date on the original renewal invoice)

Step 4 - Remove the Renewal, OR Delete the renewing group (Future starting group)

Step 5 - Complete the group change on the current (active) group

Step 6 - Invoice the new group (remember to check the Accounting, Due and Defaulted dates on new the invoice)

Step by Step Guide

Step 1 - Navigate to the member record Memberships page

Step 2 - Unlink the invoice from the renewing group

Select the Unlink Invoice option from the Action drop menu on the renewing membership that has the Membership Status Staring On... date
Select the renewal invoice (plus all other invoices or credit notes that appear in the list) and click Unlink button

Step 3 - Reverse the renewal invoice

Navigate to the member's subscription account
Select the Create Reversal option from the Invoice Reference Action drop menu

Important notes:

Ensure the reversal accounting date matches the accounting date on the original renewal invoice
Create Reversal is the preferred option as this leaves an audit trail
The Document Status for all membership Groups that had charges on the reversed invoice will change to 'Invoice Required' - no action is required until Step 6 below

Step 4 - Remove the renewed membership change, OR Delete the renewing group (future starting group)

Navigate back to the member's current memberships, then action either Option 1 or Option 2;

Option 1:
Expand the Scheduled Memberships Changes display menu
Click the Action menu for the Change Type Renewal, and select Remove Change, OR

Option 2:
Select the Delete option from the Action drop menu for the renewing membership that has the Membership Status Staring On... date

Step 5 - Complete the group change on the current (active) group

Select the Change Group option from the Action drop menu on the current active membership
Set the change Effective Date to the start of the new membership year
Select the new membership group from the Changing To membership groups list
Select the Change Group button

Step 6 - Invoice the new Group (remember to check the Accounting, Due and Defaulted dates on new the invoice)

From the Membership Change Taskbar select Create Membership Invoice, OR click on the Invoice Required link for the new membership
Create the invoice for the new membership group, and combine membership documents where charges for secondary memberships i.e. storage and hire facilities, were itemized on the original renewal invoice reversed in Step 3