1.
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Click Billing in the left-hand menu.
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3.
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From the Batch Type drop down menu, select Monthly Renewals.
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4.
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From the Billing Month drop down menu, select the desired month.
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- If invoices have not been created you will see a message that says: New Batch
If Transaction Classes have been created, an Invoice Class drop-down selection will appear on the screen. Select the desired Invoice Class for this batch of invoices.
9.
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Click Save Batch or Deliver Invoices. If clicking Save Batch, you can return to a batch of invoices at any time to deliver them (email or print them). If clicking Deliver Invoices, continue to the next step.
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Either choice, Save Batch or
Deliver Invoices, will create the batch of invoices.
Deliver Invoices will create the invoices and immediately open a window with options to print and/or email the invoices.
10.
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The Deliver Customer Invoices window will appear. The Delivery Method of Print Invoices is already selected. Those invoices with an Output selection (from the previous window) of Print or Both will be selected. Those invoices with an Output selection of Email or None will not be selected. Also, any invoice that does not have complete mailing address information will not be selected.
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Changes made to the Contact Name or address on the
Deliver Customer Invoices window does not modify the Member’s
Account information. Permanent Billing Rep or address changes must be made in the
Members module.
Suggestion: Click Mark invoices as Delivered after printing when printing the labels. (if not printing labels, click
Mark invoices as Delivered after printing when printing the invoices). This will make it easier to determine later if the invoices in that batch have been printed or not. Later, the selection
Print/Email Invoices on the
Reports tab will easily identify any outstanding invoices that have not been “delivered”, regardless of which batch they belong to. See “
Print/Email All Undelivered Invoices”
Note when viewing the Members’ Account tab after billing: The
Next Billed column in the
Membership Fees and Dues area reflects the name of the monthly batch that this fee/due will be included in or already has been included in. This column will automatically display the next billing month when the current date passes that month. For instance, if the current date is February 2011 and a fee/due is set to be billed in Februrary 2011, the
Next Billed column will display February 2011 until March 1, 2011; then it will automatically switch and display February 2012. To see if a particular fee/due has been billed, refer to the transactions displayed in the
Transaction History area.