The second section of the Member Information screen is Billing. The client can access this section by clicking the quick link on the left or scrolling down

There are 7 sub-sections within the Billing Section:

Cancel Account

The client can cancel an account by following the steps below;

1. Click Cancel Account
   
2. Fill in a reason for the cancellation. This is required for every cancellation completed by the client or ASF. If the client is using cancellation reasons, they will instead select the reason from the drop down menu
3. Fill in the effective date of the cancellation
4. Toggle Check for Past Due to Yes (Green). This should only be No (Red) if the client wants to cancel the account with a past due balance
5. Click Save
   

Stop a Postdated Cancellation

The account will cancel on the date selected as long as there is not a past due (if selected). If for any reason, the account should not cancel, the client can stop the pending cancellation by following the below steps:

1. Navigate to the member’s Member Information page
2. Click Billing on the left side
3. Click Cancel Pending Cancellation
   
4. Click Yes
   
5. The cancellation will be stopped, and the account will return to the status that it was in prior to the cancellation being applied.

Freeze Account

Freezing an account is done to stop payments on an account until a specific date. The reason for a freeze is usually because the member/student is not able to attend the facility for a short amount of time. The client will then stop payments during the time the member is not able to attend and restart payments after the freeze time is expired. A freeze works by changing the next due date and expiration date by the number of payments of the freeze.

To freeze an account, follow the below steps:

1. Click Start Freeze
   
2. Fill in the freeze information
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3. Click Save
4. A confirmation will appear, stating the freeze was accepted
5. The Freeze Account section will show the specifics of the freeze
   

When freezing a Term contract, it will extend the contract by the number of months/payments of the freeze. The freeze fee is stored as an Add-on charge to an account. You can view all frozen accounts in the Frozen Account report available through the Report Menu on the Client Home Page. You can also view the status of the freeze fee on member accounts by running the Add-on Services report. This will list the number of months remaining on the freeze for each member account.

Editing a Freeze

For any reason the client deems necessary, they can edit the specifics of a freeze. To edit a freeze, follow the below steps:

1. Navigate to the member’s Member Information screen, click Billing
2. Click Edit Freeze
   
3. Make any changes needed and click Save.

Deleting a Freeze

If a member comes back early from a freeze or they simply want to cancel the freeze after it is applied, follow the below steps:

1. Navigate to the member’s Member Information screen, click Billing
2. Click Cancel Freeze
   
3. Click Yes
   
4. The freeze will be cancelled, and the account will return to the status that it was in prior to the freeze being applied.

Change Payment Information

The client can use this functionality to change the way we are currently billing their members. Changes made need to be at least 5-days in advance of their next due date. If the change is made within 5 days of their next due date, it is not a guarantee the old info will not be used one last time.

To change the member's payment method:

1. Click Change Info if Credit Card or EFT. Click Add Credit Info if Statement
   
2. Click the new method, either Statement, EFT Draft or Credit Card
   
   • For Statement, there are no additional settings
     
   • For EFT, the client must enter the Routing and Account numbers, then select either Checking or Savings from the drop-down menu. Lastly, they should enter the email address to send confirmation to
     
   • For Credit Card, the client must enter the card number, expiration month, and expiration year, as well as the email to send confirmation to
     
3. Click Save.

Increase/Decrease Dues

To either increase or decrease the member dues:

1. Click Adjust Payment
   
2. Toggle Adjustment Type to correct type:
   • Decrease (red) – will permanently decrease the member's dues by the amount in Adjustment Amount
   • Increase (green) – will permanently increase the member's dues by the amount in Adjustment Amount
     
3. Enter the amount of the adjustment in the Adjustment Amount Example: If the member’s dues are going from $100.00/month to $75.00/month, enter the difference in this field: $25.00.
4. On this Date – Select the date for the Decrease/Increase to take effect.
5. Type in a reason for the Decrease/Increase in the Adjustment Reason This will be auto-stamped in the Membership Notes section.
6. Click Save.
7. Clicking Check Adjustments will bring up a report showing any Decreases or Increases that are outstanding.
   
   
   • If the client wants to stop the outstanding decrease/increase, they can do so by clicking the X under Remove on the right, this action will be auto stamped in the Membership Notes section

Suspend Account

Clients can suspend an account if needed. This effectively Cancels the account (Z status in AS400), but the client can always re-activate the account. To suspend the account:

1. Click Edit Account Suspension
   
2. Set the toggle to Yes and click Save
   

Credit Account

If a member wants to make a regularly scheduled Dues or Add-on payment on their account at the club, the client can “credit” the account, so ASF knows they collected the payment(s). Generally, ASF recommends taking Dues and Add-on payments in house through MyPOS instead of using the Credit Account feature (see the corresponding section above in Account Info).

To credit a payment to a members account, follow the below steps:

1. Click Apply Credit
   
2. Type in the amount of the credit (payment). The amount entered will be applied towards the Amount Due on the account.
   

If the client accepts partial dues payments, they can simply enter the amount the member is paying here instead of entering the total dues amount. As a reminder, there are some restrictions when applying partial payments:

• Partial payments must cover at least 80% of the of the dues/add-ons payment. For any partial payments less than 80%, clients must contact their Account Manager
• For term agreements, once the partial payment has been applied, the remaining balance will be added to the FINAL payment of the membership/add-on
• For open ended agreements, the Account Manager will need to manually add the remaining balance to the next payment. Clients should contact their Account Manager if they take a partial payment for an open ended agreement

Club Restrictions

This can be used by clients to change a member’s restriction access between Single and All Access.To change the Access level:

1. Click Edit Club Restrictions
2. Choose either Single or All Access and click Save
   

Renewal

Displays the renewal terms of the contract entered during Contract Entry.

If a client needs to change the renewal terms on the account, they should follow the steps below:

1. Click Change Renewal
   
2. Click on the type of renewal to change;
   
   • No Renewal: This will set the membership to not renew
     
   • Term Renewal: Sets the membership to renew into a new term. This does NOT automatically roll the member over. The client must enter the length of the renewal, the 1^st payment date, the # of payments, the monthly pay amount (dues), and the cash amount (total contract value)
     
   • Open-End Renewal: Sets the membership to renew into an open-ended membership. This does automatically roll the member over once the current membership expires. The client must enter the 1^st payment due date, the monthly pay amount (dues), and decide if the renewal will be statement