Introduction
To facilitate the reclamation of a dropped member that has paid for reinstatement, instead of terminating the order at the point of drop, AOA prefers to suspend the membership order to keep financial transactions in place. If a full payment for quarters in arrears is then made to the order, the suspension status can be returned to active status. AOA wishes that this process happens automatically based on a sufficient payment being made on an order. Should the members not reinstate, AOA will terminate all orders still unpaid at their discretion.
To meet this requirement, a batch process was created (USR_MBR103) to evaluate all orders for open balances, calculate the amount due for each quarter, compare the amount that has been paid to the order line, and if the calculated dues amount is greater than the paid amount, change fulfill status to suspend. This process allows for the running of the process any time during the year, with specified date to consider for suspension.
Associated Bylaw
Payment of Dues: Dues are assessed on an annual basis but may be remitted on a quarterly basis. Dues paid quarterly shall be attributed equally and proportionally among the four quarters beginning with the first quarter of the year, which ends March 31, and progressing chronologically to the last quarter of the year, which ends December 31.
Each quarter shall contain three (3) deadlines, a Due Date, a Delinquent Date, and a Termination Date. Quarterly dues shall be paid according to the following schedule of deadlines:
1. First Quarter Dues:
(a) the Due Date shall be March 31;
(b) the Delinquent Date shall be April 30; and
(c) the Termination Date shall be May 31.
2. Second Quarter Dues:
(a) the Due Date shall be June 30;
(b) the Delinquent Date shall be July 31; and
(c) the Termination Date shall be August 31.
3. Third Quarter Dues:
(a) the Due Date shall be September 30;
(b) the Delinquent Date shall be October 31; and
(c) the Termination Date shall be November 30.
4. Fourth Quarter Dues:
(a) the Due Date shall be December 31;
(b) the Delinquent Date shall be January 31; and
(c) the Termination Date shall be the last day of February.
Timeline
Batch Process
To run this process, select Reporting/Job Submission and enter USR_MBR103 for the Application. This batch process is combined with the Credentialing Process (see Credentialing Process document) to allow for staff to run both processes at once to save time. The process can be run for one affiliate or all affiliates at once.
Parameters include:
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Parameter
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Options
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Description
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Organization
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(Read only)
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This defaults to the active (logged in) organization
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Organization Unit
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(Read only)
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This defaults to the active (logged in) organization unit
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Run Mode
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Edit, Prod
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Running this in Edit mode allows the user to preview the results of the process without making changes to orders. Running this in Prod mode will perform the suspension process and change fulfill status to suspend.
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Affiliate Code
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Affiliate code or ALL
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Entering one affiliate code (MN, AL, etc.) will run the process for that particular affiliate. Entering ALL will run the process for all affiliates.
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Process Mode
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Credentialing, Suspension_Drop, Both
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This allows for the user to run for each process separately or both at once.
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Suspension/
Drop Mode
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S, D
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Suspension/Drop Mode: Suspend or Drop. Currently, we are only using Suspend.
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Cutoff Date
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Date
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This is currently used on a quarterly basis (3/31, 6/30, 9/30 or 12/31). This is used to determine the calculation for the delinquent and reactivation amount.
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When running this batch process in Prod mode, only current year orders are suspended. Even with a cutoff date of 12/31 of the prior year, the process only suspends current year orders. Membership benefits are based on whether or not a member is active for the current year.
When payments, writeoffs, adjustments and waivers are applied that meet or exceed the delinquent amount described below, the current year order is reactivated (fulfill status returns to A (active)).
Calculation
Only AOA product order lines are considered in the calculations.
The threshold amount is calculated in the following manner:
Sum of product price from all order lines * (# of months remaining after cutoff date/12)
Example:
Cutoff date: 3/31/2013
Product price: $795 dues + $85 PR = $880
880 * (9/12) = $660
The threshold amount is $660, meaning that the order cannot have a balance owed that is greater than $660. This includes any prior year balances as well. Any member with a prior year balances will be suspended.
The delinquent amount is then calculated in the following manner:
Sum of product price from all order lines - threshold amount
With the example above, the delinquent amount would be $880 - $660 = $220.
The member must have paid at least $220 by 5/31 in order to remain active.
Waivers, writeoffs, adjustments are also considered with payments in determining the account balance and delinquency status. For instance, if a writeoff of $250 had occurred prior to this process, the order balance would be $630 falling below the $660 threshold. The delinquent amount would be -$30. As long as the delinquent amount is <= $0, the member will be considered current and remain active.
Reports
Reports include:
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Name
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Type
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Description
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DELQ_MEMBERS
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Crystal
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This report lists all members, their AOA product and annual dues (prior to any adjustments), total outstanding balance, and the delinquent amount. It also shows, on the member level, whether or not they are delinquent at the time the report was run (Y/N). This is sent to all affiliates prior to and after suspension.
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SUSP_ORDERS
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Crystal
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This report lists all members, order number, product, annual dues (prior to any adjustments), outstanding balances and delinquent amount ONLY for those members actually suspended via the process.
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PRIOR_YEAR_UNPAID
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Crystal
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This report lists any member who owes for prior year(s) and the total outstanding balance for prior year(s).
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TERM_MEMBERS
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Crystal
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This is similar to the SUSP_ORDERS report except that it allows for the affiliate to enter payment amounts for each member to reinstate them.
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DELQ_DR
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CSV
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This is similar to the 4-column electronic dues remittance (see Lockbox Payment Processing document). This allows for affiliates to enter payment amounts to submit to Dues Accounting for processing payment to reinstate members.
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TERM_DR
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CSV
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This is similar to the report above, except that it ONLY includes those members who were suspended via the process.
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DELQ_CONTACT
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CSV
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This report provides the affiliate name, member name and email address and the delinquent amount to be used in a mail merge to notify members who were suspended via the process.
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