Add Membership Dues Batches

From Memberships and Revenue, you can add membership dues batches to enter payments applied toward membership dues, such as for a renewal, join, or gift of membership. When you start to add a membership dues batch, you select the template to use with the batch. The template determines the fields available and any default values. For example, you may set up a batch template for each membership program. The template also includes the batch workflow, which determines the steps your organization requires before you commit the payments to your database. For example, your organization may require a review and approval process for all membership dues payments.

When you add a payment for membership dues, you enter information about the membership, its members, and any additional information such as benefits or add-ons. Additionally, if a payment applies to more than only the membership, such as a payment that includes a donation to your organization, you can enter information about how to apply the payment.

Warning: You cannot apply a payment toward multiple memberships. For example, you cannot apply a payment to both a gift of membership and a membership join or renewal.

Enter multiple membership transactions

Note: If you are adding a membership to a program whose payments are made in another system, several fields and sections on this screen are not available. In the What are they paying for section, the payment options do not appear. The Is there a discount or promotion section does not appear. The Do they want add-ons section does not appear. The Are they also giving a donation section does not appear. The How are they paying section does not appear. In addition, the Do not receipt, Tax deductible amount, and Total amount fields do not appear. For information about these types of programs, see How to Set Up a Program for Memberships with Revenue in Another System.

From Memberships or Revenue, select Enter membership dues under Tasks. The Enter Membership Dues page appears.
On the Uncommitted batches tab, select Add. The Add a batch screen appears.
Select the membership dues batch template to use to create the batch.

Tip: The template determines the fields available to enter payments into the batch. To adjust the template, such as to set any field defaults or hide selected fields, select Field options.
Enter the properties of the batch, such as its batch number, description, owner, and any projected totals or amounts.

Tip: If the numbering scheme of the template assigns batch numbers, it automatically appears in the Batch number field. To manually enter a batch number, select Override and enter the number to assign the batch.
Select Save. The Enter membership dues screen appears. Most of the items on this screen are the same as the Add a membership screen. For more information, see Add a Membership Screen.

Note: The batch template determines the fields available on the Enter membership dues screen. If you hide fields in the template, they may not appear on the screen.
For each membership dues transaction, enter information about its membership and payment.
1. If your organization configures multiple general ledger account systems and implements site security, and you have rights to work with multiple account systems, the Account system link appears. To select the account system to apply the payment toward, select the link.
  
  Warning: After you save the payment, you cannot edit its account system. To apply the saved payment to another account system, you must delete the payment and add it again.
2. Select whether to create the dues for a membership for the constituent or toward a gift of membership for another constituent.
  
  If you select Giving a membership to someone else, search for and select the constituent to receive the membership, and select who receives renewal notices.
3. Under Who is paying for this?, search for and select the name of the constituent who pays the membership dues. Or, if you received the payment in response to a membership renewal effort, enter the finder number from the reply form to identify the constituent.
4. In the Date field, select the date of the payment. For example, select the current date or the date you received the payment.
  
  If you received the payment in response to an appeal or membership renewal effort, search for and select the appeal or effort to track its effectiveness.
  
  Note: If you identify the constituent by finder number, the Appeal or Effort field automatically displays the communication associated with the finder number.
5. In the Inbound channel field, select the channel through which you received the payment, such as Mail, Phone, or Walk-in.
6. Under Transaction notes, enter any additional information to track about the transaction.
7. Under What are they paying for?, select whether to use the payment to add, renew, or upgrade a membership.
8. Select the program, level, and term of the membership transaction.
9. By default, the Expires on field displays the expiration date of the membership, based on the transaction date and term of the program. Edit the expiration date as necessary.
10. If the membership program allows you to pay its dues in installments, select whether to pay for the transaction in full, pay only one installment, or create a membership installment plan without adding a payment.
  
  If the payment amount includes additional revenue to apply toward the next installment, select Pay other amount and enter the amount to apply. If you want any additional amount to count as a donation instead of a payment toward the next installment amount, you can still use the "Are they also giving a donation" fields on the screen.
  
  If you select Pay first installment or Create installment plan, a revenue transaction with a transaction type of Membership installment plan is created. For information about membership installment plans, see Membership Installment Plans.
11. By default, the Amount field displays the cost of the membership dues, based on the program, level, and term. Edit the membership amount as necessary.
12. Select whether to apply a membership promotion to the transaction. If you select to apply a promotion, enter the applicable promotion code.
13. If the membership program allows add-ons such as guest passes, select the add-ons to include in the transaction.
14. If the selected program level allows multiple members, under Who else should be included on this membership?, search for and select the constituents to include as members and enter the number of children to include.
15. Under Which members should receive a card?, select the members to receive membership cards. For each member selected, enter the name to appear on the card and adjust the expiration date as necessary.
16. If the payment includes a donation to your organization in addition to the membership dues, under Are they also giving a donation?, enter information about the donation.
17. If the constituent pays for the first installment or creates an installment plan without making a payment, set up the installment schedule.
  
  Tip: If you have an irregular installment schedule that is similar to one of the "regular" schedules (such as annually, quarterly, or monthly), you can select the regular frequency first. The payment schedule and amounts default according to the frequency you select. You can then modify the dates and amounts to meet your needs. For example, if you want a 12-month installment plan with a first payment of $50 and subsequent monthly payments of $5, you can first select a frequency of monthly. The 12 monthly installment dates and amounts will default into the schedule with the amounts evenly divided. You can then easily modify the amounts to reflect your payments.
18. Under How are they paying?, enter information about how you receive the payment, such as by check or credit card. If this is a recurring membership and you chose to create the recurring gift, but not make the first payment, you can still enter credit or debit card information. The token will be saved to use for future recurring gift payments for the membership.For a payment method of Credit card or Direct debit, the Mark this membership for automatic renewal for later query checkbox appears. To include the membership in query results for memberships to convert to automatically paid memberships, select this checkbox.
19. In order to process direct debit payments in euros from a constituent with a bank account which uses the "Europe (SEPA)" banking system, the organization must have a signed SEPA mandate on file from the constituent which authorizes the organization to draw funds from the constituent's account. In the Mandate field, select an existing mandate or select Add to add a new one.
20. Select whether to send an acknowledgement to the constituent for the payment.
  
  If the constituent requests to pay for the membership anonymously, select Is anonymous.
21. To apply the revenue to a tribute, search for and select the tribute.
  
  You can also select the post status and date.
22. The Total amount field displays the total amount of the payment. In the Tax deductible amount field, enter the monetary value of the payment, such as for a receipt. For example, if the constituent receives benefits for the payment, this amount is the total amount minus the total benefit amount.
23. Your organization may run a receipt process to automatically generate a receipt for the payment. To exclude the payment when you run this process, select Do not receipt.
24. Select whether to send a receipt for the payment.
25. Select Next Payment. Under Summary - Batch #, the payment appears.
26. To quickly clear all information entered for a payment before you add it to the batch, select Clear.
To view the payments in a standard batch data entry grid, such as to verify correct data entry, select Review. The batch data entry screen appears and displays the membership dues batch.
To edit the number, description, owner, or projected totals of the batch, select Edit properties. To update the projected totals to match the current actual totals, select Update projected totals.
You can change the post status of a membership transaction from the batch grid, but not from the Enter membership dues screen. To return to the Enter membership dues screen, select the Main tab on the batch ribbon bar and select Return to form under Processes.
After you add all payments to the batch and verify correct data entry, select Done to save and close the batch. You return to the Enter Memberships Dues page.
If the batch contains payments by credit card or direct debit, you must process these transactions before you commit the batch. To process credit card transactions from the Enter Membership Dues page, select Credit Card Processing under Tasks. To process direct debit transactions, select Generate direct debit file process under Tasks. For information about how to process credit card or direct debit transactions, see the Revenue Guide.

You can manage the batch as necessary from the Enter Memberships Dues page or Batch entry.