Batch Renewals allow you to renew groups of memberships at once. This feature is most often used by organizations which send invoices to all their memberships for renewals. On the Memberships Summary grid you will filter the list to include only the transactions you wish to renew. You must include each membership page and membership level in a separate filter.
After filtering the grid, under the Actions menu you can select the Batch Renewal option. This will launch a prompt window that allows you to make all the selections for the membership level, dates and payment options.
Please note that Batch Membership Renewals must be scheduled to run and will take place overnight. Below are the descriptions for all the Status values that appear under each of those two fields.
Membership Name – Select which Membership Form the Membership Level is connected too.
Membership Level – Select which Level is the renewal for.
Renewal / Run Date – Enter the date you wish to have the renewal process run and appear as the date of the transaction. This date must be a future date (tomorrow at the earliest), it cannot be set for today or a day in the past.
Expiration Date – Enter the date this Membership renewals will expire on and become inactive.
Payment Type – If the transactions are to show as paid you can enter the Payment Method that will be shown on the Memberships.
Pay Later – If the transactions are to show as unpaid change this setting to Yes and do not enter a Payment Type.
Automatically Generate Invoice – If the renewals are unpaid you are able to have Invoices generated that can later be sent to the Membership Owner. Change this setting to Yes if you wish for an Invoice showing the owed balance for this transaction to be generated.
Invoice Payment Page – Which online payment page should be connected to this invoice to allow the Membership Owner to pay the owed balance online with a Credit Card.
Number of Days Invoice Due – Select how many days from the transaction date this invoice will be due.
Allow Partial Payments – If set to Yes, the Membership Owner will be able to make multiple smaller payments at their discretion.
Batch Renewals will be shown in the Membership Renewal Queue grid in the Membership Module. It takes approximately 12 hours to complete the batch renewal process.
Once the renewal process is complete, if invoices were generated you will find them on the invoices grid. The final step in the process is to send the invoices to your members using the Print/Email Mail Merge feature in the Actions menu. You must have at least one Mail Merge Invoices Template created to use as a cover letter to send your invoices.
Select the Mail Merge template letter in the top box and be sure to select either the Invoice Details - Amount Due or Total Amount to attach to the letter. When finished making all your selection click OK to print or create the email to send your invoice cover letter and invoice to the members.
