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Setup> Finance, General Settings
These settings enable and disable different features in the system. Since these dues are typically billed once a year, these suggestions favor giving your team control over your billing instead of automating the process.
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Setup> Memberships, Membership Settings
This setting prevents you from unintentionally changing the Next Bill Dates for scheduled billing items linked to memberships that renew on a certain date. This will prevent most situations where a member does not receive a membership dues invoice when they should have.
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Setup> Memberships, Types> Select desired membership name
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Fixed renewal Membership Types for association dues should be set to have everyone renew on the start date of the membership period. Even if you bill for memberships in advance or in arrears, this date should be the start date of the membership term (often the start of your fiscal year or the start of a new year).
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Setup> Memberships, Types> Select desired membership price
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This feature allows you to define when to charge increased membership dues and have the system automatically bill at that new rate for charges on or after a certain date. You can set this for 1 or more fee items on a membership. This feature does not yet work with formula-based pricing.
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Setup> Membership, Review Next Bill Dates
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We’ve built a tool to help associations identify members (if any) that may have the wrong next bill dates for their annual scheduled billings. When you previously set the “renew everyone on” date in step 2.2, the system is able to use that information to identify next bill dates that potentially do not align with the expected date. This tool can be a great way to double-check that members will be billed/charged on the dates that you expect.
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Setup> Email Templates> edit/copy desired template
The following emails will be sent to members throughout the invoicing and payment process. Review the templates listed below to make sure they accurately describe your association’s processes and that they follow your brand standards.
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Account Menu (Top, Right) > My Notifications
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Auto Payment Failed - Sent if eCommerce cannot charge a saved credit card.
Charge Capture Failed - Very rare; this is sent if eCommerce successfully authorizes a charge with a card but cannot capture the payment. (Credit Card Lingo 101: An authorization is sometimes called a “hold” on a credit card and is used to check if a card is valid and if the card can accept a charge for the total amount. A capture is a request to move money from the credit card bank (e.g., Visa) to eCommerce).
Duplicate Charge Detected - Sent if a member tries to pay the same amount twice in a short period of time. There are guardrails in place on the invoice payment page and in the Info Hub to prevent this from occurring, but sometimes members find a way.
Failure to Send Receipt - Sent if a GrowthZone issue prevents a member from receiving a receipt. Members can access receipts from the Info Hub, or you can email the member a receipt from the Contact → Billing tab → Actions button next to the payment.
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Billing > Upcoming Billing tab
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Click on the Customize Results button to filter to the memberships you want to generate invoices for.
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TIP: Start by generating an invoice for just one member by searching for them on the Upcoming Billing tab. Running the billing for a small subset allows you to review the invoice prior to running it for all members.
5.2 – Generate Invoices
Billing > Upcoming Billing tab
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Click on the Actions button and choose Run Upcoming Billing. There are a few fields on this screen you’ll want to set:
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Billing > Sales/Invoices tab
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To deliver the newly generated invoices, go to the Sales/Invoices tab, and customize your filters to the following:
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