Change Group - After Renewals and Membership is Paid

Modified on Tue, 16 Jul, 2024 at 10:10 AM

Process a membership group change after renewals have been run (invoiced) and the renewed membership has been paid in full

Quick Guide

Step 1 - Search MiMembership for the member record

Step 2 - Navigate to the member's memberships and action to Change Group on the current membership

Step 3 - Complete the Change Group details; set the Effective date to the date the change is made (do not back date)

Step 4 - Create the membership change invoice or credit note and Save

Important Notes: After actioning Step 3;

The original paid membership and new membership will have document statuses of 'invoice or credit required', combine the documents and consolidate duplicate (+/-) invoice charges and remove pre-paid bar or house levy charges that have already been credited to a members bar/house account
Where the start of the new membership period has passed;
- set the Effective Date of the group change to the date the change is made (do not back date to the start of the new membership period)
- when pro rata settings are enabled, manually change the group charges unit prices to the full year amounts, remembering to match unit prices paid on the original invoice
Where the credits on the new invoice are greater than the debits; a credit note will be created. Credit notes may have an expiry date added and can be refunded

Step by Step Guide

Step 1 - Search MiMembership for the member record using the Quick Search feature or Members Directory

Step 2 - Navigate to the member's memberships

Select the Change Group option from the Action drop menu for the current paid membership Group (this is the membership Group to be changed)

Step 3 - Complete the Change Group details

Set the Effective Date of the group change to the date the change is made (do not back date to the start day of the new membership period)
Select (check box) the new Membership Group from the Changing To groups list
Click the Change Group button

Step 4 - Create the membership change invoice or credit note and Save

From the Membership Change Taskbar select Create Membership Invoice, OR click on the Group 'document required status'
The system will open the Other Memberships window and prompt you to credit the original membership group and invoice the new one;
- Tick the membership check boxes and select Combine Documents to combine the credit and the invoice into one document
- Select No Thanks to raise these as two (2) separate documents
Set invoice or credit note dates
Review invoice and credit charges, consolidate or remove charges and Save

Important Notes:

When combining membership documents we recommend to consolidate duplicate (+/-) invoice charges and remove pre-paid bar or house levy charges that have already been credited to a members bar/house account
Where the start of the new membership period has passed and pro rata settings are enabled; manually change the group charges unit prices to the full year amounts, remembering to match unit prices paid on the original invoice
Where the credits on the new invoice are greater than the debits; a credit note will be created. Credit notes may have an expiry date added and can be refunded