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Member Manager Help/User Guide

Getting Started with Member Manager Dues


Note: Print a copy of this Tutorial as a way to learn how to use the Dues function.
  1. General Description

    1. Dues by Group vs Dues by Anniversary

    2. Fixed Price vs Per Unit Cost

    3. How it Works

      1. How Dues by Groups Works

      2. How Dues by Anniversary Works

      3. How Per Unit Cost Works

  2. Starting Out

  3. Using Dues with Per Unit Cost

  4. Using Dues by Groups

  5. Using Dues by Anniversary

General Description

The Dues Management function is used to define Dues Items, accept dues payments and track the organization's Membership Dues and other payments not tied to Events. (For payments tied to Events, see  Event Fees . For information on setting up your PayPal account, click on  PayPal . ).

The key elements in Dues Management are Dues Items, Due Dates and Dues Transactions.

For information on using Signup with Dues: Click here.

How It Works

  • The Dues Coordinator (usually the Treasurer) sets up one or more Dues Items
  • The Dues Coordinator (usually before the last of the month) may choose, as a test, to run the "Run Invoices" selecting to have all emails come to the coordinator instead of the members.
  • The Dues Coordinator (usually around the 1st of the month) runs the "Run Invoices" which then are automatically emailed to each member who has an email address and has unpaid Dues items.
  • At the same time, a PDF is emailed to the Dues Coordinator containing a Dues Summary and a PDF with Dues Invoices for all the members who do not have email addresses. The Dues Coordinator can then print out paper invoices and mail them to those members not using email.
  • The Dues Coordinator can see status in the "Existing Dues Item Status" box on the Dues Management screen and can see even more detail by clicking on Learn More.
  • The Dues Coordinator can also run Dues Status Reports in Money Manager.
  • Members can View their payment history and/or pay due items by going to Dues Payments.
  • The Dues Coordinator can handle checks that were mailed in by using Accept Direct Payments to mark Dues Items paid.
  • The Dues Coordinator can Void Dues Items that are in error or will never be paid .
  • If the Member needs an invoice for reimbursement and no longer has the email, a custom Invoice can be created via the Create Invoice button on the Dues Payment screen. Also, the Dues Coordinator can create a specific invoice using the same screen accessed via the Accept Direct Payments button.
  • A Member can go to the Dues Payment option under Applications to see their paid and unpaid Dues items. Then they can check off their unpaid items they wish pay at that time online.
  • If the member wants to pay the Treasurer via check, the Dues Coordinator can use Accept Direct Payments on the Dues Management screen to mark that person's Dues Items as "Paid".
  • Through Dues Payment, the member can see their Dues history. The "Deposit" Transaction is dated with the Due Date and the "Payment" transaction is dated with the Payment Date.
How Dues by Groups Works:
  • First the Dues Coordinator or an Administrator creates a Group of the members that apply to that Dues Item. If the Dues Item applies to all members, then the default group named Member (or another existing Group) are fine to use.
  • The Dues Coordinator then creates a Dues Item which contains the Dues Amount and links to the Group (or Groups) for that item. Next, the Coordinator creates a Due Date for each occurrence of the item, for example, if the dues is quarterly, the Coordinator will set 4 Due Dates each year as they come up.
  • When a Due Date is created, a Dues Due transaction is created for each member of the Group(s) assigned to that Dues Item.
  • When the Dues Item is paid, a "Payment" transaction is entered with a equal, but negative, amount to offset the "Deposit" transaction.
  • Since the Dues Account is a regular Money Manager transaction account with regular transactions, the Dues Account can be included in Money Manager's Treasurer's Report.
  • Dues Items and Due Dates can be deleted. When they are, the history for that Dues Item and/or its Due Date(s) are also deleted.
  • Adding New Members
    • When members are added to the Dues Group, no transactions created immediately. When the next Due Date is added, all members of the Dues Group(s) at that time will have Dues Transactions created for the new Due Date.
    • To add the new member to an existing Due Date (perhaps even on a pro-rated basis), you use the Add Missing Payment to add Dues Items for that member (after adding the member to the Group(s)).
How Dues by Anniversaries Works:
  • For Dues Items based on Anniversaries, a member will have a Dues Transaction created each time their Dues Anniversary Date matches the current date (considering the Dues Frequency for that Dues Item, i.e. monthly, quarterly, yearly, etc.).
  • First a Custom Field is created to hold the Anniversary Date for each member to which this Dues Item applies. No Groups.
  • If the Anniversary field is filled in, then the Dues Items linked to that field are generated at the correct times, that is, when the coordinator executes the Run Invoices function whether testing or not.
  • The anniversary date can be inserted into the Anniversary fields via a Bulk Upload or individually.
  • One Anniversary field can be attached to more than one Dues Item. For instance, there may be a yearly dues item and a quarterly dues item, both applying to the same Dues Anniversary Date.
  • Members with the Anniversary field empty will not have Dues Transactions created.
  • Members with a valid anniversary field and the Units field empty for a "Per Unit Cost" Dues Items, will have a Deposit Transaction created for $0.00 which is flagged as being "a potential error".
How "per Unit" Dues Items Work:
  • You can create as many "per Units" Units fields as you need. For instance, one could be the size of the boat slip you need in feet and another might be the number of members in your family.
  • When a Dues Transaction is created, the amount for the Transactions is the Amount in the Dues Item times the number in the Units field, i.e. $4.00 per foot for the slip times 30, the size of your slip in feet, equals $120.00. In the next quarter, if you have changed boat slips and if the field was updated, then the amount in that Dues Transaction will be different.
  • "per Unit" dues are available for both Dues by Groups and Dues by Anniversary.

Setting up the Dues Function

  • A site Administrator gives the "Dues Coordinator" (usually the Treasurer) Manage Dues authority by:
    • Creating a Dues Coordinator Group
    • Assigning the Coordinators to the Dues Coordinator Group
    • Assigning the Dues Management authority to the Dues Coordinator Group
    • Also, Assigning Dues Payment authority to the basic Member Group (or each Dues Group, see later)
  • The Dues Coordinator then uses the Dues Management function (found under the Administration dropdown) to:
  • The Dues Management option in the Site Maintenance dropdown is only seen and used by the Dues Coordinator.

    Using Per Unit Cost

    Adding a Cost Per Unit Custom Data Field:

    1. Have an Administrator use Custom Data Fields under Site Maintenance and then the + Add Custom Data button to add a field for you to use as the number of units (i.e. NumHorses if part of the dues is based on the number of horses times the per horse cost.)
    2. That field is exclusively intended to drive dues. If a number is placed in it, then that member, at the next dues cycle, will be charged the number of units times the per unit cost specified in the dues.
    3. You can have as many of these fields as you need, say # of horses and # of riders and # of riding events, etc.

    Dues by Group

    (Assume a fixed cost yearly dues of $200 due on Jan 1 of each year)

    Initially creating the Dues Item:

    1. Set up a group with the correct members in it
    2. Fixed cost of $200, but if not fixed cost, set up a Custom Field to hold each member's # of Units
    3. Create the Dues Item (+Add Dues Item) specifying:
      1. Name of the Dues Item: Yearly Dues
      2. The fixed cost: $200
      3. The group (or groups) to use
    4. Create a Dues Date: 2010-01-01 (+Add Dues Date)
    5. Then, on (or near) the first of the month, the Dues Administrator can run the invoices via the button on the Dues Management screen. A Dues Invoice is created for any member with any unpaid Dues Line Items. If the member is all paid up, no invoice will be generated for that member that month. The Dues Coordinator(s) will receive, via email, a log and a PDF of invoices for all members who do not have email addresses.

    When ready for the next year's Dues:

    1. Just add a new Dues Date (using +Add Dues Date): 2011-01-01 and each member currently in the group(s) will get a new line item on their invoice.

    When a new member joins:

    1. Add the member to the group and a line item will be generated when the next Due Date is created
    2. To add the member to the current (or any previous due dates), use +Add Missing Payment which can even prorate that first payment

    When a member leaves:

    1. Remove the member from the group(s) that control that dues item (so that no new dues items will be created in the future)
    2. Remove any currently unpaid dues items for this member that will never be paid using:
      1. Select Accept Direct Payments
      2. Select View for the person leaving (only members with un-paid items are listed)
      3. Select one (or more) items that will never be paid and then click on Void to mark the items void (i.e. Paid).

    Dues by Anniversary

    (Assume that another component of their dues is a quarterly $30 fee for each member of their family due quarterly based on the anniversary of the date they joined which was 2010-02-22)

    Initially creating the Dues Item:

    1. Create a Custom Field to hold the date of the dues anniversary (yyyy-mm-dd) – Every member whose anniversary field is non-empty will have dues line items created.
    2. If not fixed cost, set up a Custom Field to hold each member's # of Units
    3. Create the Dues Item (+Add Dues Item) specifying:
      1. Name of the Dues Item: Anniversary Family Member Dues
      2. The per family member unit cost: $30
      3. The Custom Data Field to use for the Anniversary
      4. The Custom Data Field to hold the # of units (# of family members)
      5. The frequency of the dues (Monthly, Quarterly, Semi-Annual or Annual)
    4. Then, automatically, on (or near) the first of the month, Dues Line Items (due the 1st of the month) are created for any members whose anniversary date is during that month.
    5. Also, automatically, on (or near) the first of the month, Dues Invoices are created for all members with any unpaid Dues Line Items. If the member is all paid up, no invoice will be generated for that member that month. The Dues Coordinator(s) will receive a log and a PDF of invoices for all members who have no email address specified.

    When ready for the next year's Dues:

    1. Nothing to do, it just keeps going.

    When a new member joins:

    1. When a member is created and the Anniversary date is this month or into the future, nothing has to be done. A Dues Line Item will be created.
    2. If the starting date which was specified in the Anniversary field is in a previous period, Add Missing Payment can be used to specify the missing payment.

    When a member leaves:

    1. Remove the anniversary date which controls that dues item (so that no new dues items will be created in the future)
    2. Remove any currently unpaid dues items for this member that will never be paid using:
    3. Accept Direct Payments
    4. Select View for the person leaving (only members with un-paid items are listed)
    5. Select one (or more) items that will never be paid and then click on Void to mark the items void (i.e. Paid).

     

    Note: The Dues function does not have to be used with online payment, but if not, the Treasurer has to do all the work rather than have most of it done through the online payment process. If you do not want to use PayPal, then leave the PayPal Account ID (email address) empty.

    Integrating PayPal Dues Management payments with Money Manager

    After members pay online via PayPal, the Treasurer goes into PayPal on a periodic basis (monthly?) and moves all the money from PayPal into your organization's Bank account. To represent that in Money Manager, do the following:
    • Use PayPal to transfer your balance into the organization's Bank account.
    • Use PayPal's Download History function to download all the PayPal transactions represented in that transfer onto your PC using the Tab-Delimited option. (It is easy if you, each time, transfer all the money and download all the transactions since the last download.)
    • In Money Manager under Administration, select Import and then the option Upload transactons downloaded from PayPal. This will create everything you need to represent in Money Manager the PayPal transactions and expenses due to the PayPal fees.
    • Generate a "Transfer to Bank Account" payment in the Money Manager "PayPal Account" representing the total amount transferred to the Bank from PayPal.
    • Generate a "Transfer from PayPal" deposit in the Money Manager Bank Account representing the total amount transferred to the Bank from PayPal.
    All this takes about 10 minutes of your time each month and gives you complete records.

    For also handling Event Fees, just split the deposit amount over several categories in the transfer (deposit) transaction just as you would represent the transactions from a meeting as one deposit split across several categories.

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