5 | Scheduled Billing for Membership Renewals

This article outlines Scheduled Billings for Membership Renewals and the configurations that can be made within BackOffice.

Scheduled Billing for Memberships allows Membership Renewals to be set up to follow Schedule Payments as opposed to a Payment in Full.

There are several ways this can be set up based on the operational workflow of the Venue.

Prerequisites

To access Scheduled Billings features, the applicable Operator Privileges will need to be enabled

Renewals w/ Scheduled Billing Enabled

After Scheduled Billing is enabled, a Payment Type drop-down selector will appear within the Edit Renewals windows
Also after Scheduled Billing is enabled, a flag called Auto Renewal Allowed will also display in the Edit Renewals

When this flag is enabled the Membership Automatically Renews on the next "Paid to" Date using the Member's Stored Card

Payment in Full

Payment in Full is the default and Normal mode for Renewals
- This will mean the total amount for the Renewal must be paid in full to become a Member
- The Early Renewals section will remain when Payment in Full has been selected

Scheduled Payments is the ongoing mode for Renewal
This will mean that the total amount for the Renewal will be split into more than one payment based on the Billing Schedule set up in the Scheduled Renewal Payments Section

When Scheduled Payments is selected as a Payment Type, Early Renewals are not supported

Scheduled Payments

When Scheduled Payments is selected from this drop-down, the Renewals and Early Renewal sections will change to Scheduled Renewal Payments
Also, a new flag will appear in the 'Joining' section, and a drop-down box 'Auto Create Billings' will appear beneath the 'Auto Renewal Allowed' flag

A flag 'Account Charge' has been added in both the Joining section and Schedule Renewal Payments section
These flags, when ticked, will allow operators to charge the Membership Joining Fees and Renewal Fees to be charged against Accounts
Once this flag is ticked, operators can now choose from 'Auto Create Billings' type to be implemented for the renewal
This will include a list of all the active billing types created in 'Scheduled Billing Setup' Menu
Operators can select the one that suits the renewal type the most and it will follow the setup

NB: The remainder of this article focuses on settings & options that are specific to Scheduled Payments; for more comprehensive information regarding settings not explained herein, please refer to Membership Renewal Types

Flag	Description
Account Charge	Turning this flag On will allow operators to charge the Membership Joining fee using a Member's Account Balance

This allows operators to select a Scheduled Billing Type on the basis of which the Account will be charged
This ties back to the Scheduled Billing Setups as this is an additional Scheduled payment that’s being added to an Account whenever this Membership Renewal is used
- The idea here is that we can add a payment using one of the Billing Types, set the Amount to be paid and then choose whether we want to schedule for the billing to be independent or to use the Renewal Schedule

Scheduled Renewal Payments Section

Configuration Option	Description
Renewal Fee	This is the fee to be charged when Renewing the Membership
Award Voucher	Select a Voucher or Voucher-Set to be issued upon the Renewal Fee being paid
Award Points	This amount of Points will be Awarded to the Account upon the Renewal Fee being paid
Award Credit	This amount of Credit will be paid into the Account upon the Renewal Fee being paid
Award Discount	The Account's Discount Limit will be increased by this amount upon the Renewal Fee being paid
First Payment min 1 full Payment	If this flag is enabled and the next Payment Date Billing Amount is less than a Whole Billing Period, the First Payment will be a Full Billing Period plus the Current Billing Amount
Pro Rata Payments	If this flag is enabled and if the Period to Charge is not a Full Billing Period, the system will Pro-rata the amount to be Billed If this flag is disabled, the Standard Billing amount will always apply
Account Charge	When turning this flag on, operators can charge the renewal fees against the membership accounts
Billing Date is Anniversary of Start	If this flag is enabled, a Member will be billed on the same day as they Renewed I.e., if billed monthly, then the member will be billed on the same day of the month that they joined
Billing Schedule	This is the schedule that defines when Billing for the Renewal should occur