Renewals - How to batch process subscription renewals

Please check the before running the renewals

• Invoice/Category details have been updated to reflect the new sub year
• The email address at the bottom on the invoice is correct

Once the invoices have been created and sent out these can NOT be updated

1. Click Subscriptions from the menu, then click Process Renewals
   
   
2. Fill-out the form. Click Preview.
   
   
   
   LEGEND
   
   Invoice Details to Use
   
   

   Invoice Document Date

   This is simply the Invoice Date or Document Date to be used on the invoice to be generated

   Invoice Due Date or  First Instalment Due Date

   This is the Due Date of the invoice to be generated; or if the member is on instalments, the first instalment due date. For cyclical clubs: in the next step (Preview table), you could tick "Show Invoice Due Date" and you'll see the Due Date assigned for each member. This could vary since the members could have different subscription start and end dates. By default, the Invoice Due Date value is the day before the new subscription starts.

   
   
   
   Search Filter (filters the members you'd like to process)
   
   

   Get all members with subscriptions due on or before	This allows you to get all the members for renewal due on or prior to the date specified Note: For new cyclical billing clubs if you are invoicing your members in DG for the first time, this date will be the start date of the first invoice (E.g., if the member joined 31/01/2023 and you are only invoicing them after 2 months then you will need to put 31/01/2023 in here so it will be the start of the player's invoice. We advise for the club do to this per join date)
   Get members with / without email address	This allows you to get only member with or without an email address on their profile. This can be helpful if only wanting to renew all members with an email address and email all these members.
   Get members from categories	This allows you to filter the members by membership category.
   Get members on installments only?	This is optional, it allows you to select members that pay by installment only. This can be helpful if you want to generate all members on direct debit. NB: You could update a member's default payment schedule by going to their details > membership tab > selecting a Default Payment Schedule (e.g. Monthly).

   
   
   
    
3. After clicking Preview, the page will display all the members found based on the Search Filters applied in the previous step.
   
   LEGEND
   Amounts in grey background - this is just an indicator to easily determine which members will be invoiced an amount that is different from their previous subscription period
   Blue text - the text is clickable. Clicking on the Current Subs and New Subs will show the items included in the amount. Clicking on the Payment Schedule will show a preview of the installments.
   
   
   
   
4. Optional Step: Invoice Due Date
   
   We now could show (and optionally edit) the Invoice Due Date for each record. Tick "Show Invoice Due Date" on the top-left hand side of the table:
   The default value shown here could be one of the following:
   1. If the subscription is cyclical, this is the end date of the previous subscription. Hence, the member will need to pay before the new subscription starts.
   2. Invoice Due Date entered in Step 2 above.
      
      
      
      
5. Optional Step: Upfront Payment
   
   If you'd like to enter an upfront payment for a member, tick "Show Upfront Payment Options", and two additional columns will appear.
   Enter an amount and after clicking outside the amount field, the Upfront Payment Date field will appear beside it. Change the date as needed. This defaults to the start date of the subscription item.
   
   
   Upfront payment usage examples:
   a. The member chooses to pay a certain amount upfront before the regular monthly payments start.
   b. The club needs the member to pay a certain amount on a certain date in the near future, before the regular monthly payments start.

   
   

   
   
   
6. Select the members for renewal by ticking the checkbox before the Membership Number (you can also select all the rows by ticking the topmost checkbox of that column).
   If you intend to email or print these invoices, you will need to tick either column at the end of the line (you can also select all the rows by ticking the topmost checkbox of that column).
   Click "Confirm and proceed", then "Process".
   
   
   
   DO NOT Close the process page until the process states it has been completed - you can open another tab and to complete any other work in DotGolf is needed.