Membership Renewal Processes
Introduction
The AOA automatically renews membership orders on an annual basis. Members currently do not have to take any steps to renew their membership. The renewal process (ORD650 TRS job/batch process) is run in each org to renew active orders.
Prep
Prior to renewals being run, many steps must be taken to ensure that the correct members are renewed. Steps include:
- Updating AOA account numbers (if applicable)
- Updating pricing
- Updating of AOA dues & PR in each affiliate
- Addition of participating affiliates’ pricing (typically $0)
- Addition of participating affiliates’ additional order line products (PAC, etc.)
- Order terminations (12/31/CY)
- Student terminations in SA org (student order) and AOA org (sections order)
- Post grad terminations in SA org (post grad order) and AOA org (sections order)
- Orphaned para or section members
- Deceased members
- Queries for post grad to ascending 1
- Run queries for any post grads with residency completion date of current year
Timing
In previous years, renewals have been run upon completion of year end close. However, for 2015 renewals (and going forward), renewals and prep will be done in the fall to accommodate invoicing prior to year end. Because running them in the year prior to the order year, revenue recognition must be run in early January (FAR670 batch process).
In the past, dues increases were typically provided sometime in October. However, in order to meet the renewal timeline, it has been suggested to Finance to work with the Board of Trustees to finalize and provide pricing by September 1.
Timeline
Batch Process
To run this process, select Reporting/Job Submission and enter ORD650 for the Application. This batch process must be run in each affiliate org, as well as the AOA org. This process should be run in edit mode in a few affiliates to ensure that the number of orders to be renewed matches the current membership count. Because AOA memberships are based on calendar year, the date parameters should always be 1/1 to 12/31 of the prior year.
In any affiliate (other than SA), that has Post Grad members whose post grad completion date (residency completion date) is the current year, renewals must be run twice. Prior to the first run, the renew-to product must be changed to ACTVMEM/ASCEND1. Prior to the second run, the renew-to product must be changed back to POSTGRD/POSTGRD. Similarly, these same members who have section memberships must be renewed to HALF price memberships, rather than FREE. The renew-to product for each section must be changed to HALF prior to the first run and changed back to FREE prior to the second run. For these orders, you must use order numbers in the advanced parameter area to select only these orders for the first run.
Parameters include:
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Parameter
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Options
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Description
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Subtitle
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Free text
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Subtitle for Renewed Orders report
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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 renewal process and create the orders for the new year.
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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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End Date From
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Date
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The beginning range date for the renewals’ end date that are selected for the report. 1/1 of the current year should be entered: 01/01/CY
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End Date To
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Date
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The end range date for the renewals’ end date that are selected for the report. 12/31 of the current year should be entered: 12/31/CY
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Parent Product
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Parent products that exist in the logged in org
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To renew only membership order, enter the Parent Product (Member Group). To renew only subscription orders, enter the Parent Product (Publication). To renew all renewable orders irrespective of the subsystem, leave this parameter blank. This field should be left blank currently.
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Product Code
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Product codes that exist in the logged in org
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This parameter works in conjunction with 'Parent Product' parameter. This parameter is ignored if 'Parent Product' parameter is left blank. Providing a 'Product Code' will renew all renewable lines for the combination of 'Parent Product' and 'Product Code'. If left blank will renew all renewable lines for the specified 'Parent Product'. This field should be left blank currently.
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Create Invoiced Orders
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Y, N
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Set to Y to create active invoiced orders. Y should be entered.
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Activate Zero Dollar Orders
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Y, N
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Set to Y to activate zero dollar orders when creating proforma renewals. Y should be entered.
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Invoice on Order Start Date
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Y, N
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This parameter is used only when active orders are created. Set to Y to use the order’s start date as the invoice date. Set to N to use the system date as the invoice date. Y should be entered.
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Renew Proforma Orders
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Y, N
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Set to Y to include proforma orders for renewals. N should be entered, as all orders should be immediately active, not proforma.
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Market Code
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Market codes that exist in the logged in org
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Enter a Market Code if you want to use one for new orders. To retain the previous Market Code, enter RETAIN (default). Leave this field blank if you do not want to use a Market Code. Leave at default: RETAIN.
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POS Batch
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POS batches that exist in the logged in org
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Select a POS batch if point-of-sale sales tax is to be calculated on renewal orders. If a POS batch is selected, sales tax will be calculated on all renewal orders based on the POS setup for the batch. User can select available POS batch and can manually entry the batch, if left blank no Sales Tax will be created for renewed orders. This should be left blank.
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Order Method
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Order Method Codes that exist in the logged in org
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Enter an Order Method Code if you want to use one for new orders. To retain the previous Order Method Code, enter RETAIN (default). Leave this field blank if you do not want to use an Order Method Code.
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Renew by Bill To
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Y, N
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Set to Y to merge renewals based on Bill To ID. This will create a single order with multiple Ship To lines sorted by Bill To ID. Typically used for chapter billing. Set to N to use standard renewal billing. Select N.
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Use Rate Structure Default
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Y, N
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Set to Y to select the current Rate Structure and Rate Code applicable to the order based on the Rate Structure Default Setup. Select Y.
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Refresh Zip Links
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Y, N
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Membership Orders only. Set to Y to add components that are zip linked, which may not have been included when the order was initially created. Make sure it’s associated with SHIP-TO address. If a customer’s Always Renew flag is checked for the zip-linked order, then the process ignores this parameter and keeps the original address’ zip-linked product. Select Y.
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Add Donation Request
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Y, N
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Membership Orders only. Set to Y to include donation products defined by the other donation parameters (see below). Setting this to Y requires you to fill out the remaining donation parameters. Select N.
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Donation Parent Product
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Donation parent product codes that exist in the logged in org
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Membership Orders only. Enter the parent product code for the donation product to be included in the membership renewal. Leave blank.
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Donation Product Code
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Donation product codes that exist in the logged in org
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Membership Orders only. Enter the product code for the donation to be included in the membership renewal. Leave blank.
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Donation Rate Structure
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Donation rate structures that exist in the logged in org
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Membership Orders only. Enter the product rate structure for the donation product to be included in the membership renewal. Leave blank.
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Donation Rate Code
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Donation rate codes that exist in the logged in org
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Membership Orders only. Enter the product rate code for the donation product to be included in the membership renewal. Leave blank.
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Donation Override Amount
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$ amount
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Membership Orders only. Enter an amount to override the Donation Rate Structure (MBR) amount for the donation product to be included in the membership renewal. Leave blank.
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Renew Expired Credit Card Info
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Y, N
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If set to Y, the process will copy the member's auto-pay method and credit card information to the renewal order. If set to N, the process will not copy the member's expired credit card information to the renewal order. The default is N. Select N.
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Copy Ship-Via from Order Line Being Renewed
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Y, N
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Set this value to Y to have the ship-via code copied from the order line being renewed. If set to N, the ship-via code will be set based on product setup. Select N.
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Reports
Reports include:
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Name
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Type
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Description
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Renewed Order Detail Report
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Crystal
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Membership Detail Report
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Crystal
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This report displays information for all the components of the orders being renewed.
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Membership Summary Report
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Crystal
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This report displays the membership renewal details including a subtotal by order and within order a subtotal by currency. Also included in this report is multi-currency information when applicable. This report prints landscape.
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Subscription Detail Report
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Crystal
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This report provides summary count and total information by member group levels for all renewed memberships.
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Subscription Summary Report
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Crystal
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This report displays the subscription renewal details including a subtotal by subscription, by order and within order a subtotal by currency. Also included in this report is multi-currency information when applicable. This report prints landscape.
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Skipped Order Report
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Crystal
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This report provides detailed information on records that failed to pass validation (are skipped). A renewal record is not created nor is the database updated for the records listed in this report.
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Exception Order Report
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Crystal
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This report provides detailed information regarding exceptions encountered during processing.
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Sample Schedule
Attached below is a sample project schedule for annual renewal processes.