When configuring a membership paid by Direct Debit, you must describe the schedule of payments price range. The choices made in the rate screen determine the schedule of payments and invoicing. So, it must be carefully thought over.
You will observe here that many decisions have to be made, so it is paramount not to engage in any sale without being 100% sure about configuration. This article will help you make the right choice regarding membership configuration. Should any doubt persist, please contact your Resamania interlocutor.
DETERMINE MEMBERSHIP MONTHLY
This step is the simplest: it simply consists of determining what the member pays every month.
DETERMINE WHETHER THE MEMBERSHIP IS TIME LIMITED OR PERMANENT
This field is used to define whether the membership is a time-limited Direct Debit membership or a Direct Debit membership permanent contract.
Si you choose during x months → it is time-limited then the membership will stop after the membership period indicated in the tab Memberships.
Si you choose for an unlimited period of time → it's a permanent contract then the membership will be renewed: or following the duration of the commitment indicated on the tariff. if there is one, or after the membership period indicated in the Memberships tab, if there is no commitment period on the tariff. The action that will make it possible to stop the membership will be the termination by the member. For more information on termination, I consult this article.
DETERMINING THE INVOICING RATE
By default, the invoicing rate is monthly* : for each due date, a new invoice is generated and therefore the due date appears month by month.
To know
Invoices resulting from a monthly invoice are generated 15 days before the expiry date of the current month (status: anticipated) and their date accounting entries (in the sales, collection and bank log) will be made at the time of the confirmation of the direct debits in the bank, it is possible to view the schedule of a membership from the tab Memberships of the member's member file.
CASE 1 - 1ST MONTHLY PRO RATA INSTALMENT ONLY
On sale, the member will pay at the club reception (credit card, cash...) the pro rata calculated on the amount of the service used over the current month in relation to the price of a classic monthly payment. The first complete month will also be invoiced (also paid if you tick the box "The first full month is paid during the sale".
To know: if you use the pro rata per step.
Here, according to the day when the membership starts, the member will pay the agreed rate. The next month he/she will be debited of a whole month.
If the member arrives between the 1st and the 10th, s/he pays £20 pro rata, if s/he arrives between the 11th and the 31st, s/he pays £10.
Example : if the member arrives between the 1st and the 10th, s/he pays £20 pro rata, if s/he arrives between the 11th and the 31st, s/he pays £10
CASE 2 - 1ST MONTHLY PRO RATA INSTALMENT ONLY + 1st FULL MONTH INVOICED
During the sale, the member will pay to the club (credit card, cash…) the percentage calculated in accordance to the rate of the service used in the current month in comparison with the rate of a full month.
If you don't tick the box "The first full month is paid during the sale", you will have this kind of due schedules... Here, the member will pay the percentage of days used during the first month.
Example: the membership starts on March 11th. The member will pay the percentage of what s/he has used during the current month and will be debited the next month of a whole month.
If you tick the box "The first full month is paid during the sale", you will have this kind of due schedules...
Here, the prorated level will be paid during the sale and the first whole month of the membership will be charged.
To know: if you use the pro rata per step.
It is possible to activate the pro rata by step which allows you to choose the amount of the pro rata according to the start date of the membership.
If the member arrives between the 1st and the 10th, s/he pays £20 pro rata, if s/he arrives between the 11th and the 31st, s/he pays £10
Example : if the member arrives between the 1st and the 10th, s/he pays £20 pro rata, if s/he arrives between the 11th and the 31st, s/he pays £10
CASE 3 - No pro rata, 1st invoiced from "date to date".
When selling the membership, the member doesn’t pay anything, s/he will pay the first month on the next debit date.
Example: the membership starts on the 11th March. If the debit day is on the 5th, the member will be debited for the first time on the 5th April.
CASE 4 - 1ST MONTHLY PRO RATA INSTALMENT ONLY + 1st FULL MONTH PAID
At the sale, the member pays nothing, s/he will pay her/his first month at the nearest future collection day. In the event that a processing fee is set up on the member, the first month will also be invoiced on the day of the sale. (invoiced, not paid)
CASE 5 - “Date to date”: Only the admin fees are charged at sale, the 1st month will be charged at the start of the membership
This mode is adapted in the case of date to date pre-sales. In this mode, when registration fees are configured, the invoice for the sale only includes the admin fees. The first month will be invoiced on the first due date. This mode is particularly suitable for pre-sales when you are in date to date mode as it allows you to invoice the first month when it has actually been collected.
IN CASE OF A SPECIAL OFFER PERIOD...
To set up a special offer period, you just need to click on the three small points :
Then, you are able to configure the period and the price wanted :
Here are the patterns that show when the due will be paid and invoiced in case of pro rata and date to date :
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