Change Group - membership on payment plan (end plan method)

Modified on Wed, 16 Jul at 10:33 AM

Complete this process when the current membership group and invoice have the On Payment Plan status and a new payment plan is required for the new membership group and invoice.

Step by Step Guide

Step 1 - End the membership invoice Payment Plan

From the member's record navigate to their Payment Plans page
- Click the Member Action button and select the the Financials > Payment Plan options
Click the Action button for the plan applied to the current membership invoice and select the End Plan option
Select Yes in the confirm end plan dialog window

Step 2 - Apply a credit note to the outstanding membership invoice

Navigate to the member's Subscription (or membership) account
- Click the hyperlink on the Subscription account tab
Click the Invoice Awaiting Payment display menu to expand and view outstanding invoices
Click the Action button on the outstanding membership invoice and select the + Credit Note option
Review the Unit Price for each line item on the credit note - these amounts will match the outstanding amounts on the membership invoice
Optional - enter additional information in the member or admin note
Click the Save button

Step 3 - Change the membership group

Navigate to the member's Memberships page
- Click the Member Action button and select the Memberships option
Click the Action button on the membership group that is to change and select the Change Group option
Enter the Effective Date the new membership group change will start from
- Only enter an End Date if it is to be different from the date your default membership year ends
- For rolling memberships (by join date) the membership end date will default to the number of years or months entered in the membership group configuration settings
Tick the New Membership Group from the group options and click the Change Group button

Step 4 - Update membership document status and create new invoice

Click the Action button on the Ended membership group and select the Credit Note Not Required option (this credit note was completed in Step 2)
In the dialog window select Yes to confirm the document status change
Click the Create Membership Invoice button located in the change task bar at top of screen, or click the hyperlink Invoice Required on the new active membership group - both actions will redirect to the create invoice page
Update the membership invoice Dates
Optional - update the Unit Price for invoice line items
Remove any ancillary charges that may have already been paid by the member i.e. affiliation, house levies, insurances, etc. Click the Red Cross located on each line item to remove them
Optional - enter additional information in the member or admin note
Click the Save button
Optional - email the invoice or skip to Step 5
- Select the Email Invoice button (or print) located in the invoice task bar at top of screen

Step 5 - Add new invoice to a Payment Plan

Select the Add Invoice to Payment Plan button located in the invoice task bar at top of screen or, navigate to the member's Subscription account and click the Invoice Reference Action button and select the $ Add to Payment Plan option - both actions will redirect to the add payment plan process
The selected invoice will appear in the Invoices on Plan window. Click the Next button
- Optional - to add other outstanding invoices to the same payment plan use the blue arrows or drag/drop invoices from the Unpaid Invoices window to the Invoices on Plan window
Select the Payment Plan Template from the menu options
Click the Apply Template button - this will apply the default payment plan settings configured in the payment plan templates
Click the Next button
Review the payment plan instalment dates and amounts
- Optional - instalment dates and amounts may be changed. To view instalment breakdown tick the Show Instalment Breakdown check box
Click the Next button
Click the Save button
Select the Email Payment Plan button located in the payment plan task bar at top of screen, or print
The process is finished.