Dues Tab (Members)
The Dues tab is used to record postings to a member's "dues" account. The current account balance is displayed at the bottom of the list, as well as a subtotal if the list is filtered by Posting Type (posting types, shown in the example below, only apply to MemberTies Professional).
Note: If you are creating a new record, the member must be saved first (click Apply) before you can access this tab unless you turn on the "Auto Save New Members" Financial preference.
Note: The tab pages to display, and the order in which they appear, are controlled via Membership Preferences.
Filtering the Display
If you are using MemberTies Professional, you can create a system of dues "posting types" to better categorize the type of payment or charge being posted (such as Dues Charge, Dues Payment, Refund, T-Shirt Sale, Food Order, etc.). If you are using corresponding debits and credits to balance the member's account, the number of entries can become fairly lengthy; therefore, the Dues tab includes a dropdown at the top labelled, "Show by Posting Type," which enables you to filter the display by a specific type. (The dropdown is not displayed in the standard version, which does not use posting types.)
Note: If you add or change an entry and give it a different posting type than the one currently being used to filter the display on the tab, the entry will not appear in the list until you select the appropriate posting type or choose "(All)".
Adding (posting) Dues
|1||On the Dues tab, click Add.|
|2||The following fields are available:|
Posted - The date on which the dues entry is recorded.
Recognized - The date on which you want the amount to apply to your organization. i.e., if someone pays for the following year on December 15th, you might want to leave the Date Posted as Dec. 15, but set the Date Recognized to Jan. 1. That way, a report run for the first quarter of next year will show this dues entry, even though it was actually posted the year before.
Posting Type - (MemberTies Professional only) the posting type to be applied to this entry. The debit/credit action of the type is displayed in the dropdown, and any minimum or maximum amount requirement is displayed to the right of the field. See Maintaining Posting Types for more information.
The posting type will be defaulted to either, a) the currently selected posting type on the Dues tab if the display is being restricted to a particular posting type, or b) the default posting type specified in the Posting Types list, if available. If neither of these apply, no default value will be entered.
Status - The membership status being purchased. You do not have to enter the status of the actual membership record (you might be entering a historical dues payment for a previous status, such as "prospect", even though the member is actually a full member now). There is no connection between the status entered here and the status of the main record, though you can have the system synchronize them (see below).
Update Record - (MemberTies Professional only) Select this option if you want to synchronize the status of the record with the status being purchased. If they already match, this will have no effect. Note that this option does not create a "link" between the statuses. If you subsequently change the status on the main record, it will not have any effect on the dues entry that updated it.
Amount - The amount to be recorded. Only positive numbers may be used. In the professional version, the posting type determines whether the amount is applied as a debit or credit to the account.
If you have entered yearly dues values for your statuses, you can click the calculator button to the right of the Amount field to use the Dues Calculator to quickly determine the prorated (or normal) amount to charge. See Using the Dues Calculator for more information.
In MemberTies Professional there are several ways to enter the amount. In addition to typing in an amount, you may have other options depending upon the way you set up your Posting Types and Status codes. If you associated minimum or maximum amounts for the posting type, or a yearly dues amount for the status code, you can quickly enter any of those amounts by clicking the appropriate icon next to the amount.
Cheque - The cheque number or other identifier for the entry. If you have stored credit or debit card data for the member, you can click the credit card icon next to the Cheque field to select a stored card. A representation of the card number will appear in the Cheque field (so that the card number itself is not visible on standard reports. See Maintaining Member Credit Card Data for more information.
Receipt Number/Book - (MemberTies Professional only) These fields are enabled whenever the selected posting type is one that has been defined to generate a receipt number. The fields are disabled for all other posting types. The Receipt Number is a sequential number generated by the system. The Receipt Book is the value set as the Dues Receipt Book Nbr in preferences.
The receipt number is not automatically generated until the record is saved or a Receipt is printed via the Receipt button. This ensures that the next receipt number is not used until it is needed.
Assign Now - (MemberTies Professional only) Click this option if you want to force the system to generate the next receipt number immediately. Note that once a receipt number has been generated, it is "used" permanently, even if you choose not to save the entry. The only way to reset it is via the Dues Receipt Book Nbr preference. If you want to "regenerate" a new number for an entry that already has a receipt number, you must clear the field first, then click Assign Now to generate a new number. If you do not want the Assign Now option to be available at all, it can be turned off via the Allow Assign Now preference.
Comments - General comments about the entry.
Private Comments - Comments in this field are not printed on any system report. They can be placed on a user-defined report (MemberTies Professional only) if you wish.
Print Receipt - (MemberTies Professional only) This option controls when a receipt should be printed for the entry:
|•||No Receipt - indicates that no receipt needs to be printed at all|
|•||Print on Save - indicates that a receipt will be automatically printed when the OK button is clicked to save the entry. Note that the system will automatically switch the setting to "No Receipt" after printing. You can also print a receipt by selecting the saved record on the Dues tab list.|
|•||Mark for Printing - indicates that the record should be marked so that you can run a receipt report from the Reports window, and use report criteria, "Dues Print Receipt = Selected" to print all marked receipts at once.|
Update the Start Date To - If the member should receive a new Start Date because of this entry, select this option and enter the new date. The system will update the date on the member record automatically.
Update the End Date To - If the member should receive a new End Date because of this entry, select this option and enter the new date. The system will update the date on the member record automatically.
The Suggest New End Date dues preference (MemberTies Professional only) can be set to make the system automatically select this option and enter a suggested date in the "Update End Date To" date field. This preference lets you specify the number of months the End Date should advance when posting debits or credits. If you set this preference and then use the appropriate debit or credit posting type, the system will automatically fill in the date (though you can override it by clearing the checkbox).
|4||When you're finished, click OK to save.|
|5||If you have filtered the display by Posting Type (MemberTies Professional only) and you add a dues entry that uses a posting type that has been filtered out, the new entry will not appear until the filter is changed to one that will include it.|
Changing a Dues Entry
|1||On the Dues tab, click the entry you want to change, then click Open.|
|2||When the Edit Dues window opens, make your changes, then click OK. The current balance will recalculate automatically if necessary.|
Deleting a Dues Entry
|1||On the Dues tab, click the entry you want to remove, then click Delete.|
|2||Confirm the deletion.|
If you need to delete multiple postings from multiple records, see Deleting Postings from Multiple Records.
Printing Receipts as a Group
(MemberTies Professional only) As described above for the, "Printed Receipt" field, you have the option of marking many entries for future receipt printing. Any entry that has been marked for printing will include a checkmark in the "Rcpt" field on the list. (Note that this checkmark does not prevent you from selecting an entry on the list and printing it immediately.)
If you choose to print a batch of receipts via the Reports window, you will probably want to clear the "Print Receipt" checkmark from your records. This is not done automatically because the system has no way of knowing whether or not the printing was successful. Your printer may have jammed, been out of ink, printed poorly, used the wrong paper, etc., so you must clear the checkmarks manually. To clear the checkmarks from the tab, simply right-click the desired entries and choose "Toggle Print Receipt Option" from the popup menu. Of course, it is more likely that you will want to clear ALL Print Receipt entries for the entire system at once. To do this, choose Tools > Database Tools > Clear Print Receipt Settings, and the database will be updated automatically.
Additional Dues Capabilities
If you are using MemberTies Professional, there are some other dues-related options:
|•||You can post dues directly from the Membership List to any number of selected records, or records with a specific status. See Posting to Multiple Records for more information|
|•||The system can automatically post dues on new records, the start date, the end date, or on specific dates, all based on the member's status. See Maintaining Status Codes for more information.|
|•||The system can automatically post interest charges to past-dues accounts based on the member's status. See Maintaining Status Codes for more information.|
|•||You can maintain a separate list of Donations that do not affect the dues account at all. See the Donations Tab for details.|
|•||You can create a Deposit containing any number of Dues, Donation, and Activity Income entries. See Tracking Deposits for details.|
|•||You can clear ALL Print Receipt checkmarks for the entire system by choosing Tools > Database Tools > Clear Print Receipt Settings.|