ClubOS allows authorized users to modify future billing dates on training agreements. Depending on the situation, you can either change the next scheduled payment date or update all future scheduled payment dates on an agreement. Changes made to billing dates are reflected throughout the agreement and in applicable billing reports.

Permissions

The ability to change training agreement bill dates is controlled by user permissions.

To grant access:

1. Navigate to User Settings.
2. Select Permissions.
3. Locate the Package Billing section.
4. Enable the permission to change agreement bill dates.

Restricted Club Admins have this permission enabled by default.

Change the Next Scheduled Payment Date

Use this option when only the next scheduled payment needs to be adjusted.

1. Open the member's training agreement.
2. Select Edit.
3. Choose Change Next Scheduled Payment Date.
4. Select the new payment date.
5. Save the changes.

Requirements

When selecting a new payment date:

• The date must be at least one day in the future.
• The date must occur before the agreement term ends.
• A date that already contains a scheduled payment cannot be selected.
• ClubOS does not allow multiple scheduled payments on the same day.

The new payment date may occur after other future scheduled payments that already exist on the agreement.

Exception

If a member is significantly behind on payments and the agreement end date has passed, the next scheduled payment can be moved to any future date. (The assumption here is that there’s either just one scheduled payment left, or that the member cannot pay the rest of them and this is the last payment they’ll be making.)

Example

A monthly agreement bills on the 13th of each month and ends on October 13th. 

If today is June 11th, the next payment can be moved to any available date between June 12th and October 12th, provided another scheduled payment is not already scheduled for that date.

Change All Future Scheduled Payment Dates

Use this option when the member's billing schedule needs to be changed moving forward. After the change is saved, ClubOS recalculates all future scheduled payments based on the new billing schedule.

1. Open the member's training agreement.
2. Select Edit.
3. Choose Change All Scheduled Payment Dates.
4. Select the new billing schedule.
5. Choose the effective date.
6. Save the changes.

Billing Schedule Options

Available billing schedule options depend on the agreement's billing frequency.

• Monthly Agreements: Select a new day of the month for future billing.
• Semi-Monthly Agreements: Select one of the available billing schedules:
  • 1st and 16th
  • 10th and 25th
• Weekly Agreements: Select a new day of the week for future billing.

Effective Dates

The effective date determines when the new billing schedule begins. For example, if a member currently bills on the 11th of each month and wants to move future payments to the 15th, available effective dates may include:

• June 15th
• July 15th

What Happens After the Change Is Saved

After all future scheduled payment dates are updated:

• The scheduled payment list is recalculated and updated with the new bill dates.
• The agreement displays the updated bill date information in the upper-left section of the Edit screen.

If the agreement is in auto-renew open status and there are no scheduled payments in the payment schedule, only the bill date displayed in the upper-left section of the Edit screen is updated.

Exception

If a member has fallen significantly behind on payments and the agreement end date has passed, ClubOS displays the next two available billing dates that can be selected. This allows staff to establish a new billing schedule even after the original agreement term has ended.

Freeze Restrictions 

IMPORTANT: Training agreement freezes cannot be used with agreements that have modified billing schedules. This is if an agreement has had either an individual payment date changed or all future payment dates updated.

When the Next Scheduled Payment Date Cannot Be Changed

The Change Next Scheduled Payment Date option is unavailable when:

• The agreement is complete and has no remaining scheduled payments.
• The agreement contains a chargeback invoice.
• The agreement is currently frozen. If the user wants to make changes, they can modify the freeze to end it early (but note they will not be able to re-add a freeze after that).  
• The agreement is in auto-renew open status and has no scheduled payments available.

For auto-renew open agreements without scheduled payments, the next payment will not be generated until the agreement renews. In this situation, the only available option is to change all future scheduled payment dates. If this restriction applies, the Edit screen can still be opened, but the option will be disabled.

When All Scheduled Payment Dates Cannot Be Changed

The Change All Scheduled Payment Dates option is unavailable when:

• The agreement is complete and has no remaining scheduled payments.
• The agreement contains a chargeback invoice.
• The agreement is currently frozen. If the user wants to make changes, they can modify the freeze to end it early (but note they will not be able to re-add a freeze after that).  
• The agreement has a future cancellation date.
• The agreement has a future freeze scheduled.

If multiple restrictions apply, ClubOS displays all applicable reasons when attempting to edit the agreement.

Reporting Impact

Updated billing schedules are reflected in the following reports:

• Projections Report
• PT Scheduled Draft Report

Reports automatically display the revised payment schedule after the changes are saved.

Additional Information

• There is no limit to the number of times bill dates can be changed, provided the agreement does not meet one of the restrictions listed above.
• Future scheduled payments are recalculated immediately after the changes are saved.

Click to view the 'Changing Training Agreement Bill Dates [video]'