Resign Members - Bulk Action

To reverse defaulted invoices and resign unfinancial members using the bulk actions each of the Steps outlined below are to be completed in order.

Step by Step Guide

Step 1 - Clear Invoice Required tab in Memberships Repository

Memberships listed in the Invoice Required tab must be invoiced or have the document status changed to ‘invoice not required’ before proceeding.

1. Navigate the main menu to Members and then Memberships
2. Click on Invoice Required tab
3. Select All members
4. Click on Bulk Action Menu button
5. Select Document Not Required option from the drop menu. A task progress bar will appear as the process runs to change the document status

Step 2 - Reverse Defaulted Invoices

Reverse the defaulted membership invoices.

Notes: 

• Where there are defaulted invoices with different accounting dates; depending on the required accounting reversal date you may need to reverse these invoices manually or in separate bulk batches. 
• Defaulted invoices that have partial payments allocated can only be cleared by creating a manual credit note and must be resigned manually and excluded from the bulk actions i.e. invoices that were on a payment plan

1. Navigate the main menu to Financials and then Invoices
2. Click on Defaulted Tab
3. Select All Invoices to be reversed (or batch defaulted invoices by accounting date)
4. Click on Bulk Action Menu button
5. Select Reverse Invoices option from the drop menu
6. Enter a Reversal Date
7. Enter a Reversal Accounting Date
8. Add any required notes in Reason text box (optional)
9. Click Reverse Invoice button
10. Repeat steps 1-9 if reversing invoices in batches

Step 3 – Change defaulted memberships Invoice Status to Document Not Required

After reversing the defaulted invoices, the members will appear under the Invoice Required tab in the Memberships Repository. Change the invoice status to 'invoice not required'

1. Navigate the main menu to Members and then Memberships
2. Click on the Invoice Required tab
3. Select All members
4. Click on Bulk Action menu button
5. Select Document Not Required option from the drop menu
6. The ‘Mark as Document Not Required’ task progress bar will appear at the top right of screen as the process to change the document status runs – wait for this to complete
7. Click the magnifying glass icon in the Mark as Document Not Required task bar when complete, per image below – this will redirect you to the Memberships: Batch

Step 4 - End Memberships

In the Memberships: Batch screen you can end the members' memberships in bulk.

Note: for members who have a discount group, as well as a membership group, you must end both groups for each member manually.

1. Click on Show/Hide Columns icon and tick Groups box
2. Select All members in the list
3. Scroll through the list and untick members who have multiple membership groups
4. Click on the Bulk Action Menu button
5. Select the End Memberships option from the drop menu
6. Enter the Effective Date
7. Click on Continue; you will be redirected to the Memberships: Cancelled Batch

Step 5 - Resign Members

From the Memberships: Cancelled Batch screen you can bulk resign the members by completing these steps.

Note: we recommend member account balances are cleared (balance = $0.00) before they are resigned

1. Select All members in the list to resign
2. Click on Bulk Action Menu button
3. Select the View Associated Members option from the drop menu
4. Click on Show/Hide Columns icon and tick each of your member accounts boxes i.e. House, Subscription, Prize
5. Select All members with $0.00 account balances only
6. Click on Bulk Action Menu button
7. Select Resign Members option from the drop menu
8. Click Yes in Resignation Confirmation box
9. Select the resignation reason
10. Enter any notes in Explanation text box (optional)
11. Select the resignation Effective Date
12. Click the Save Reason button
13. The ‘Resign Members’ task progress bar will appear at the top right of screen as the process to bulk resign the members runs – wait for this to complete
14. Click the magnifying glass icon in ‘Resign Members’ task when complete, per image below – this will redirect you to the Resign Members: Batch