Working with Fee Items

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Working with Fee Items

Adding a Regular Fee Item

  1. Click Setup in the left-hand menu.
  2. Click Fee Items List in the Billing section. The current list of Fee Items display under the List Options filter.
    Fee Items CP.JPG
  3. Click Add Fee Item.
    New Fee Item CP.JPG
  4. Select the Regular Fee radio button.
  5. Configure the following:
    • Fee Item Name: Title for the fee item; will be used by default to identify the fee item on a member’s account
    • Description: Further description of the fee item that displays on the invoice by default (may be modified on each member account)
    • Account: Select the desired account from your list of Chart of Accounts.
    • Sales Tax: Select whether this item should be taxed or not; if proper tax amounts are not displayed, modify this item by selecting Sales Tax from the Setup module.
    • Price: Type the desired fee item amount – the annual amount or one-time price.
      • Member Fees and Dues
      • Event Fees – available in the Events module (not available when creating a Bundled Fee)
      • Group Fees – available in the Groups module for billing an entire group a single price all at once.
      • eCommerce Fees - used with the eCommerce add-on module
      • Pledges Fees - alternate fee item type to separate pledges. Works similar to non-dues fees
      • Non-Dues Fees - used for tracking other fees that don't fit into a type above.
    • Status: Select Active or Inactive (only Active items may be billed). Fee Items, when set to inactive, will present options to either remove the fee from the member or remain on the member account. Inactive fees on a member account will not be billed.
    • Frequency: Select desired default frequency (available only if Member Fees and Dues item type is selected). Annual, Semi-annual, Quarterly, Monthly, One-Time. This selection may be changed on each members’ account as desired.
    • Collection Basis: Select Cash or Accrual (Not available when creating a Bundled Fee.)
    • Voluntary: If desired, click “Treat this fee as voluntary”. (Not available when creating a Bundled Fee.) Note: Unpaid voluntary fees do not count against a member's account balance and are not automatically included on billing statements.
    • Batch Group: If you would like to batch this fee item separately from other batches when creating invoices, select a group from the drop-down list. If needed, click Add group from the drop-down list to add a new group.
  6. Click Save.

Adding a Bundled Fee Item

Bundled Fees are typically used for those offering a tiered dues membership. Bundled fees allow the ability to include a single line item on an invoice but report to multiple income accounts for internal bookkeeping. NOTE: Before creating bundled fees, you must first create Regular Fee Items.

Click Here to view a video on creating Bundled Fees

  1. Click Setup in the left-hand menu.
  2. Click Fee Items List in the Billing area. The current list of Fee Items display under the List Options filter.
  3. Click Add Fee Item.
  4. Select the Bundled Fee radio button.
    Bundled Fee CP.JPG
  5. Configure the following:
    • Fee Item Name: Title for the fee item; will be used by default to identify the fee item in a member's transaction history.
    • Description: Further description of the fee item that displays on the invoice by default (may be modified on each member account)
    • Item Type: The item type dictates where the fee item is used in the software.
      • Member Fees and Dues
      • Group Fees – available in the Groups module for billing an entire group a single price all at once.
      • Pledges Fees - alternate fee item type to separate pledges. Works similar to non-dues fees
      • Non-Dues Fees - used for tracking other fees that don't fit into a type above.
    • Status: Select Active or Inactive (only Active items may be billed). Fee Items, when set to inactive, will present options to either remove the fee from the member or remain on the member account. Inactive fees on a member account will not be billed.
    • Frequency: Select desired default frequency (available only if Member Fees and Dues item type is selected). Annual, Semi-annual, Quarterly, Monthly, One-Time. This selection may be changed on each members’ account as desired.
  6. Add Fee Items to your bundle (NOTE: The Account, Sales Tax assignment, and Collection Basis designation originally selected for each item is used when this Bundled Fee is invoiced.):
    • Select an Item from the drop-down list.
    • (Optional) Select Class from drop-down list.
    • Edit Price if needed. NOTE As items are added, the Price of the bundle is totaled.
    • Click the Add Item button to continue adding items to the bundle as needed.
  7. Click Save & Exit.

Update existing fee items associated with a record

Use the following procedure if you wish to update a fee item that is currently associated to a record in your database. For Example: If you wish to update membership pricing, you may do this from the Fee Items screens, and updates will be applied to all future billing of the item.

  1. Click Setup.
  2. Click Fee Item List in the Billing section.
    Edit Pricing.JPG
  3. To the right of the fee item name click Edit Pricing.
    Edit Fee Item 2.JPG
    The view detailed list link will allow you to generate a list of the members associated to this fee item. This list can be used to change the price of a fee item for individual members.
  4. Fee Item Pricing: In this section you will have several different ways to update pricing.
    • Update all members to a specific price: Enter a new price in the Fee Item Pricing box and click the Update all associated to link. You will be presented with a dialog box informing you of the number of associations that will be affected. Click OK to proceed or Cancel if you do not wish to update all.
    • Change rates by a percentage or flat rate: Click the Change All Rates button to increase all of the members tied to this fee item by a percentage or a flat rate.
    NOTE: Click the Save Changes button after making any changes in the Fee Item Pricing area.
    Adjust Rates CP.JPG
    • In the Fee Item Pricing: Variation Breakdown section a list of variations in the price of this fee item is displayed. You may change the price for one, more or all then click Update to update the pricing.
  5. Description: In this section you may update the description of this fee item. NOTE: Click the Save Changes button after making any changes in the Description area.
  6. Billing Frequency: This area allows you to see what frequency each member is set as and what members are assigned to each frequency. All members tied to this frequency will be updated if any changes are made.