To enter a membership transaction on behalf of a constituent using the Internal Entry form, you can navigate to Workspace > General Membership > Memberships. Once on that page, mouse over the +New menu and select Membership Internal. This will launch the internal entry form. This form will allow you to enter in all the basics about a membership transaction through the following fields.
Note that this form can only be used for existing constituents. You cannot add new constituents via this form. Use a membership page to create a new constituent and membership transaction simultaneously.
Membership Name: Select the name of the membership page that the desired membership level is setup under.
Membership Level: Select the name of the membership level that you wish to use for this transaction.
Transaction Date: Enter the date that should display as the date of purchase or start date for this membership.
Expiration Date: Enter the date that should display as the expiration for this membership - when this membership should become inactive.
Price: Enter the cost for this membership level. This will be pre-populated based on the selected membership level but can be customized as desired.
Amount Paid: Enter the amount that was paid by the membership owner. If payment has not been made leave as $0 and make sure to turn on the pay later option below.
Payment Type: Select what method was used for payment by the membership owner. If no payment was made, do not make a selection. For credit card purchases, please see the information below "Membership Internal Credit Card Purchases."
Check Number: If the payment type is "Check" you can enter the check number.
Source: Choose the source of the transaction from the dropdown menu. This field is not required.
Source Name: Choose from a constituent in the database if you would like to identify who is responsible for recommending or referring this member. This field is not required.
Source Code: Enter a source code for the transaction if desired. This field is not required.
Memo: Enter text in this field if you would like to include a memo about this transaction in the record.
Description: Enter text in this field if you would like to include a description about this transaction in the record.
Pay Later: Turn this setting to YES if no payment has been made for the transaction. This will ensure the transaction goes in with the price listed as the Amount Due.
Automatically Generate Invoice: Turning this setting to YES will activate new fields to select the invoice payment page, due date, and partial payments. Note that this feature only creates the invoice, it does not send it to the constituent. That must be done from the Invoices grid.
Invoice Payment Page: Select the appropriate invoice payment page from the drop down list.
Invoice Due Date: Use the calendar icon or enter the MM/DD/YYYY date when the invoice will be due.
Allow Partial Payments: Set to YES if you will allow the member to make partial payments on the invoice.
Membership Owner
Select Contact: Search and select which constituent the membership transaction should be attached to and assigned as the membership owner.
The form will also automatically detect if additional primary or secondary members can be included in the selected membership level. If so, it will allow you to search for and select the desired constituents and indicate if they should be set as a primary or secondary member within this membership.
Primary/Secondary: With the exception of the membership owner, any sub-members can be identified as a Primary or Secondary member depending on the options created in your membership level. You can make that selection within the dropdown.
Once you have completed the entry, click Save to submit the transaction. It will then appear on the Membership grid.
If you need to make changes after submitting the transaction, you can find it on the grid, select it and mouse over the View/Edit menu, then click on Membership Internal. This will launch the same internal form you just used to submit that transaction with all the fields pre-populated from the selected transaction. From here you will be able to adjust the level, dates, paid amount and the constituents listed as sub-members. Please note, you are unable to change the membership owner. You will need to use the transfer feature to transfer the membership owner. See more information about transfers in this article: https://support.associationsphere.com/en/support/solutions/articles/67000716132-membership-transfer
Membership Internal Credit Card Purchases
If the member would like to pay for their membership using a credit card and you are using the Membership Internal feature, you will need to record the transactions as "pay later" then record the payment in the pay later window.
1. Make your membership name, level, dates and price selections. Do not select a payment type and mark Pay Later as YES. Click Save to record the transaction.
2. Proceed to the Membership >Details grid.
3. From the Membership >Details grid, find the constituent and click on the $ dollar bill icon on the left side of the row. You can also go directly to the member's constituent record and find the $ dollar bill icon in their Membership tab.
4. Mark the toggle YES under Pay for all the items included in this payment.
5. Select Credit Card under Payment Type.
a. If the member already has a credit card(s) on file, you can select from the list under Payment Option.
b. If they do not have a credit card on file or you wish to use a different card number, select New Credit Card and enter the card information below.
6. Click Save to complete the transaction.