Entering Member Payments

Member Payments Screen Details

• Demo Video
• Shortcut to individual's Member Payments
  • Shortcut from Home/Overview/Dues&Arrears
  • Shortcut from Member Record
• Finding Member Payments from Financials > Member Payments
• Member Payment Screen Layout & Use
• Add/Remove Dues Owed
• Add/Remove Member Payment
• Payment Types
• Accepting Online Payments
• Regarding Overpayments/Historic Credits
• Additional Notes

Demo

Access: Secretary, AssistantSecretary, ActingSecretary

Shortcut to an individual's Member Payments screen:

• The fastest way to enter a member payment is to click the Dues Owed $ link on the Home screen or in every Member Record 

From the Home/Overview or Dues & Arrears screens

From the Member Record

Finding Member Payments Screen

Select a Member:

• Financials > Member Payments

Click the Search By Name box:

• Search by first or last name
• At least three letters required
  • When a member has a last name containing two letters followed by a space ("de Winn"; "Mc Donald") please search by FIRST name or use their Member Payments shortcut from a Member list.
  • When the last name contains three letters followed by a space, you can search by last name ("Von 
  • When the last name includes an apostrophe (O'Brien) be sure to begin your search with a quote " ie: "O'B"

Member Payments Screen Layout & Use

Sections:

Current Member

• Dropdown search box - start typing three letters to select and switch to another member payments screen.
• Member Name (link to Member Record)
• Member Degree
• Chapter/Club/Lodge Name and Number
• Member Type (Regular, 50 yr, etc as set up by Secretary)
• Edit Member Type
• Dues Rate
• Status (Good Standing, NPD, deceased)
• Years of Good Standing (YGS)

Dues Owed

• Add new Dues Owed Year
• Dues Owed by Year
  • Edit Dues Owed by Year
  • Delete Dues Owed by Year
• Total Amount Owed

Payment History

• Add Payment(s)
• Delete Payment
• Transaction details
  • Date of transaction
  • Dollar amount
  • Payment type
  • Category and Year Applied
  • comments (check number, details)
  • Transferred to Treasurer (aka Deposited)

Add/Remove Dues Owed

• When Deleting a Dues Owed Year, use the trash can.
• When editing a Dues Year, use the pencil.
• When adding a new Dues Year, use the green plus symbol.
• Note: you cannot have two lines for the same Dues Year, and Dues Year cannot be zero.

Add Member Payment

Enter New Payments Fields

• Date (MMDDYYYY format)
• Amount (numerals only)
• Payment Type (alphabetical)
• Category (Income Categories, DUES should always be used when entering a Dues Payment)
• Dues Year (only applies to Dues)
• Comment (check number, custom notes)
• Post Payment

Member Payment Screen Behavior

• Tab to move between fields.
• Type the letters of your payment type and Income Category selection (ie: "DU" for DUES).
• If the member is paying multiple dues year at once, enter total Dues Payment in one total line amount - the system will split it and allocate it to any Dues Owed Years, from oldest to recent receivable until Dues Owed = zero. 
• When Dues Payment is larger than Dues Owed, the system will ask you to allocate this overpayment to another Dues Year OR another Income Category.
• When there are no Dues Owed, the system will automatically request that you allocate a Dues Year or Years for any Dues Payments.

Deletion of Member Payment

• When a member payment line is deleted, this will revert the amount of the payment to Dues Owed.
• If necessary, delete or edit Dues Owed to correct the Dues Owed amount.
• Note: Payment cannot be deleted when the payment has been Transferred to Treasurer. To change a Dues Year or Category for an already-transferred payment, see instructions in notes below.

Payment Types Available

• cash
• check
• Credit Card
• Direct Deposit
• Money Order
• Online Credit Card
• Online Debit Card
• PayPal
• Remit (does not affect Cash to Treasurer $)

Income Categories Available

• DUES (use of this Income Category will adjust Receivables (Dues Owed)
• Additional Income Categories must be added manually by Secretary in Budget Setup

Accepting Online Payments

• Please see WePay Setup Instructions to set up Online Payments in Our Lodge Page with WePay.

Notes:

• This screen cannot be used in Internet Explorer or AOL Web. For further details see Technical Requirements for Our Products
• See Overpayments and Advance Dues Payments when a member has a credit for prior Dues Years.
• Once entered, payments are immutable. You may delete and re-enter correctly until the transaction has been transferred.
• When entering a Dues payment above that which is owed, you will be prompted to enter a dues year (future payments are allowed) or to change the Income Category to Donations/Other Category.
• When entering more than one Dues Year payment, enter them in one total amount of Dues payments, and they will be allocated directly to the Dues Owed dollar amounts.
• To correct a mis-entered payment after Cash-To-Treasurer (Transferred = Yes), simply enter the same payment again, but with the amount being negative. Explain that that is a VOID TRANSACTION in the comments. Re-enter transaction correctly as necessary.