Change Group - After Renewals and Membership is Paid

Modified on Mon, 7 Jul at 9:08 AM

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

Eg. 5 DAY member decides to upgrade to a FULL 7 DAY membership after paying their invoice.

The same process below is used if they decide to downgrade their membership.

Step by Step Guide

Step 1 - From the member's profile, navigate to their memberships page.

Select any of the membership group tiles (from the top right of their profile) to go to the memberships page.

Step 2 - Select Change Group on the membership that has been paid.

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 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.

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 2 separate documents.

Set invoice or credit note dates.
Review invoice and credit charges, consolidate or remove charges and Save.

The membership group will now be changed and the invoice/credit note amount will appear in their account.

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.