F107 - Billing

Overview:

Billing Information
The Billing Tab
Payment History
Invoice History
Current Due
Future Due
Customer Account
Payment Methods
Statement

Introduction

This cell is about the Billing tab located in the Members Record, and how Billing works in general for the Member.

The Billing tab has other tabs further down the page that we also will be going through.

Billing Information

If a member has a prepaid membership, then they would have paid for the amount of time they have access to the facility in advance and would not be billed again. Once their term has come to completion, they will be Terminated.
A recurring membership is just that, it bills the Member on a recurring cycle. How long the cycle is depends on how the Membership was set up by the Owner.
Recur - No End Date means that there is no term to the Membership. The Member will be billed per frequency until the end of time or until manually canceled. Sometimes you will see a box when converting a membership that gives you the option to continue the membership past the Term date. This box will always have recur - no end date as the billing option.
The system will attempt to bill members twice a day. Once in the morning and again in the afternoon. If a member was missed the first time, it will be picked up on the second.
On the members payment date, the system creates an invoice minuets before it bills for that invoice, and any other unpaid invoices. The system will automatically always try to get payment from any unpaid invoices on the members payment date.
You can always see if a payment went through or not in the Billing > Payment History tab. It will have a status of Approved or Failed. Failed status will always be clickable to see the reason why it failed.

The Billing Tab

The Billing Tab has some at a glance information and several tabs below.

This shows if the Member owes any Dues (Current Due), has an invoice that is due in the future (Future Due), has a credit on their account (Credit Balance, this will always show as negative -$), If the Member has a Credit that they got from Referrals (Referral Credit Amount), and if Auto Apply Credit is on/off.

Current Due shows the amount due if there is currently an unpaid invoice.
Future Due shows that there is an invoice already created and it is not due now, but in the future. (Remember that Membership invoices are created by the system minuets before they are billed, so you will not see them here.)
Credit Balance is any credit that is not referral credit on the account. This will always appear negative (-$). You can learn more about credit Here
Referral Credit Amount is credit gained from referrals. Not every facility does referral credit, so make sure to ask your manager or the owner.
Auto - Apply Credit this can be set to Yes/No in the Edit Button on the Relate Bar. If set to Yes, the system will automatically pull from the credit first to cover any system generated invoice, before trying any other payment method.

Note: Auto - Apply Credit only works for invoices that the system is automatically billing for. Not for POS. Please click Here to learn how to apply credit at POS.

This shows the Next and Last Billing Date if applicable and how much the Member is charged per Billing Frequency for Memberships and Services such as Additional Services.

3. Payment History Tab

This is the Payment History Tab and it shows what the member has been charged. This can be from Membership and Services to Classes, Sessions, and any POS items. Some things to note:

The Receipt will show when the Receipt Number is clicked. The Receipt will show what items where charged, what payment method was used, and any notes left on the receipt at the time of purchase.
The status of the payment is also clickable if underlined. Failed Status on a payment can be clicked to show the reason it was Failed. Approved Status is only clickable to reject the payment with facilities that are not integrated with a payment processing system, otherwise Approved Status' are non-clickable.

Hint: U83 is the most common failed error and most likely means that the Member needs to contact their bank.

Any Voided Payments (different from Voided Invoices) will appear red.
If you need to edit the salesperson or refund the Member, you would do it in this tab. Click Here for more information about Refunds.

4. Invoice History Tab

Invoice History Tab shows all invoices that where generated, either automatically by the system or manually through POS. All Voided Invoices will appear red. You can Void an invoice here if it had not been paid in full, meaning partially paid invoices can be voided.

5. Current Due Tab

Current Due Tab shows all invoices that are currently due. If a Member is Delinquent or Pending Delinquent, this would be the invoices that are making their status so. You can either Get Payment or Void the invoice to restore the Members Status. To learn more about how to Get Payment click HERE, and to learn more about Member Status, click HERE.

6. Future Due Tab

Future Due Tab will show if there is an already generated invoice that is due in the future. Any invoices under this tab have been done manually. Remember, Member Dues would not appear here since the system creates the invoice minutes before it charges for that invoice.

7. Customer Account

Customer Account Tab shows all invoices that are unpaid. This includes non - scheduled invoices and scheduled invoices, so invoices that appear in the Future Due tab will also appear here.

8. Payment Methods Tab

Payment Methods Tab will show all payment methods that are saved to the Members Record. Here, you can add, delete, edit, and select a Primary Payment Method. If a Bank or Credit Card is not saved, then the default Payment Method will be set to Statement. All Members and Prospects automatically have Statement added as a Payment Method. This cannot be changed or deleted.
You can change the Primary Payment Method by selecting the bubble to the left. If a member has a Credit Card or Bank selected as the Primary, the system will only charge that method. It will not go down the list of Payment Methods on file. If a member is set to Statement, then the Member will receive an email with a Pay Now Link that will allow them to make a payment online however they choose. Statement Emails ignore Subscription Email Status. Meaning even if the Member has unsubscribed from emails, they will still get emailed a statement.

9. Statement Tab

Statement Tab shows the statement that the member will receive if on statement or if manually sent to them via the Send button in this tab. It will only populate if there is an invoice in Current Due. Otherwise it will say that they owe $0 or be blank. This statement cannot be edited.