Cancel vs. Terminate at End

When to Use Cancel vs. Terminate-at-End

Cancelling Memberships:

  • Use the “Cancel” option when notified a member does not wish to continue his/her membership
  • Cancel can be used to drop a member at anytime from January 1st – March 31st of the current year. If notified of the drop after April 1st, the membership should be Terminated – NOT cancelled.
  • Do NOT cancel a membership that already has payments applied to the order (excluding Changes in Classification). If a member has already made payments prior to this drop, the you would use the “Terminate” process to drop the member.
  • To Cancel Membership Order:
    • Open the current year order so you are on the “Order Entry” screen
    • Right-click on the top line, then choose “Cancel”
    • A window titled “Cancellation and Refund Control” will appear
    • Verify the “Scope of the Refund” section shows Cancel Only
    • On the left side of the screen, change “Reason Code” to the appropriate reason for the drop. (Reason codes are listed in alphabetical order and are listed as “Dropped” or “Resigned”).
    • After verifying that no payment has been made, then choose “Process”. 
    • This will change the “Line Status” to “Cancelled” and zero-out the order to show $0 balance due

 

Terminating Memberships:

  • Use “terminate-at-end” for members who are dropping their membership anytime after April 1st, OR if the member has already made a payment prior to April 1st
  • To Terminate the Membership Order:
    • Open the current year order so you are on the “Order Entry” screen
    • Right-click on the top line, then choose “Show Full Line Item Detail”
    • A window titled “Line Item Details” will appear
    • On the “Product Specifics” tab, choose the appropriate “Status Change Reason” code
    • Enter the correct date in the “End Date” section and click “Save”
    • After the window is closed, the member’s end-date and total dues obligation will be updated appropriately
    • Right-click on the top line, then choose “Terminate at End”
    • If there is an outstanding dues balance remaining on the order, that amount will need to be written-off
    • On the left side of the screen, under “Work With Orders”, choose “Show Financial Analysis”
    • Choose “Write-off/Waiver” option, which will open a new box
    • Enter the appropriate code in “Write-off/Waiver Reason Code” section, and write any comments, as needed. The Write-off amount should automatically default to the member’s remaining dues balance (per line).
    • After verifying all information is correct, choose “Write-off”
    • Complete the same process for each line with an outstanding balance
    • After closing the tab, click the Refresh button on the Order Entry screen. The member’s order should show “Terminate-at-End” in the Fulfill Status, and the Order Balance should be $0.00
Was this helpful?
0 reviews
Print Article