Add Processing

Add Processing

The first step in creating an order for a membership product is to select the membership product and add it to the order.  Selection of the primary membership product as the first line in the order is important for setting this membership up for next year’s renewal.  The Begin Date and End Date of this primary membership will govern the dates of all secondary membership lines, such as chapters or subscriptions.

NOTE:  With any add process before creating the membership order, it is very important we view all memberships and update all contact information according to the application.

1.    To create add a membership product to an order; from the Order Entry search screen, search for the appropriate customer and click Create New Order.

2.     Add a master membership product to the order using one of the following ways:

a.    The Identify Products Here section

 

                                          i.    Click Add a Line Item.

                                         ii.    Click the Product Code link to search for a Membership Product.  The Choose Product screen displays.

                                        iii.    Search for a membership product and double-click the appropriate product.

 

b.    The Product Research tab

                                          i.    Expand the All Products category.

                                         ii.    Expand the Membership category.

                                        iii.    Select the checkbox next to the appropriate product.

                                       iv.    Click Create Order/Gift.

3.    The Rate Structure and Rate Code values default based on the customer’s status and apply to the highlighted line item in the Order Detail section.  Rate codes can be changed for one year, two year, or other special rates, as set up by the association when creating the membership product.  If necessary, change these values.

4.    Click Save.

Dues Payments

1.    Access the Step 3: Payment Information tab.

Note:  If a batch is not currently open, you are prompted to open a batch for processing.  Click “Yes” and select the batch from the list.  If no batches display in the list, you must access the Batch Control screen and create a new batch.

Note:  Direct Batches must be posted the same day that they are created.  If a payment cannot be applied the same day an order is created, then the payment must be applied in a different batch.  This will prevent payments from posting with a past date.

2.    Click Create New Receipt.

3.    From the Receipt Information section, enter the appropriate information.

a.    Select the Receipt Type from the drop-down.

b.    Enter the appropriate Amount.

c.    If users selected “Check”, enter the Check Number

d.    If users selected “Check” or “Cash”, enter the PO Number.

e.    Enter the Payor or click the link and search for a payor.

Note:  The payor is the individual, customer, company, or committee who pays for the order, who may not necessarily be the customer.  Once the receipt is processed users cannot change the payor.  If the payor on the check is not a customer in Personify and users chose not to create a customer record for that payor, if a refund is needed users will not be able to change the payor to the correct name on the check.

4.    Verify that the appropriate credit card is selected as the Receipt Type in the Receipt Information section above.

Note:  Alternatively, if credit card information is on file for the customer, click Retrieve Credit Card of Record to automatically populate the appropriate information.

5.    From the Credit Card Information section, enter the appropriate information.

a.    Enter the Credit Card number.

b.    Enter the Security Number.  This number is typically three digits and is located on the back of the credit card.

c.    Select the Expiration date from the drop-downs.

Note:  If users would like to save the credit card information on record for future use, click the Make this Credit Card of Record.

6.    Click Save.

Credit Card Processing

1.    Create a new batch by selecting the [No Batch Opened] section in your upper right hand corner of the screen.

2.    Choose the option to Create New Batch and the batch detail window will appear.

3.    For the Batch Type, select Direct Posting Batch and verify the Batch Date.

4.    Add a Batch Description.

CC for Credit Card Batch_Section_OperatorInitials_Date
Example:  CC_SVS_KH_010113

For each Section, use the following abbreviation:

-          PARAS

-          SVS

-          VRS

-          CLCS

-          MULTI (for credit cards paying multiple sections)

 

5.    Click the Add Receipt Type button and from the Receipt Types drop down.

-          This will include Visa, Mastercard, and American Express.

6.    At the bottom of the window select Open Batch.

 

7.    Open the order for the person you wish to post a payment receipt on and click on the Payment Information tab.

8.    Click the option for Create New Receipt, and add the credit card type and amount the customer wishes to pay.

9.    Enter the customer’s Credit Card information.

10.  Verify the customer’s Billing Address.

11.  Select Save at the bottom of the screen.

12.  Keep this batch open for the entire day, changing the receipt type for individual payments if needed.  (Note:  This batch can be closed and reselected if needed.)

13.  At the end of the day the batched will be closed.  Click on the Batch Number in upper right hand corner and then chose Close Batch from the screen tasks.

                            

14.  Generate the FAR1303 & FAR1305 report to be sent to Finance.