Part of Member Management includes the ability to add, edit, and remove add-ons and account charges (one-time add-on charge) to existing accounts. This process will be slightly different depending on if you are using the Legacy Add-ons/Account Charge screen or the updated version. Be sure to scroll to the section that applies to your club based on the version you are using.

Jump to: Legacy Add-ons/Account Charges

Add-ons/Account Charge

The Add-ons/Account Charge screen is found in the Transactions section of member accounts.

View Add-ons

Selecting View will allow you to see all due/past due charges, as well as all current add-ons. The top section displays all due and past due charges, both one-time and add-ons. Here you will find charges along with their Due Date, the Payment amount, a Description, and more.

The bottom section shows all current recurring charges along with useful information for each, such as the Payment Amount, the # of Payments made to date, the Next Bill Date, and more. 

Adding a New Charge/Add-on

In order for a user to add a new add-on to a member's account, they must have the Add-On Entry/Delete/Credit user permission set to at least Entry Only.

To add a new add-on or account charge:

1. Select Create from either the Transactions section of Member Management or from the View of the Add-ons/Account Charge section
2. Choose the add-on/charge frequency
3. Select the add-on from the Add On Description drop down. This will fill in some of the fields. Make any needed edits to any of the pre-populated fields
4. If the add-on is recurring AND needs to rollover to open end once it expires, check the Rollover to Open-end option
5. If the member has paid a down payment, record the amount in the Down Payment field
6. Select the proper Cardholder and Salesperson using the respective fields
7. Enter the payment information: select either an existing payment method or choose EFT/Credit Card to add new EFT/CC information
8. Click Sign

Editing an Existing Add-on

To edit an existing add-on:

1. Select View from the Add-ons/Account Charge section of Transactions in Member Management
2. Click Details next to the add-on you need to edit
3. Click Edit and make any changes to the editable fields
4. Click Sign

Removing an Add-on

Best Practice: Deleting an add-on should only be done when an add-on has been added to a member's account in error. If a member meets the terms and conditions to be released from their add-on (such as relocation, permanent disability, death, or at the club's discretion), use the Cancellation process instead.

In order for any user to remove an add-on from a member's account, they must have the Add-On Entry/Delete/Credit permission set to All.

To remove an existing add-on from a member's account:

1. Select View from the Add-ons/Account Charge section of Transactions in Member Management

2. Select Delete to enter delete mode, then select each add-on/account charge to be deleted. Once the add-ons have been selected, click Delete Add-ons

Cancelling an Add-on: Today's Date or Future Dated

Best Practice: Cancelling an add-on should be done when the member meets the terms and conditions to be released from their fiscal responsibility for the add-on, such as relocation, permanent disability, death, or when the club chooses to release the member. Unlike deleting, cancelling preserves a record of the add-on and the reason it was cancelled.

Member add-ons can be cancelled effective today or set to cancel at a future date. In either case, you will be prompted to select a Cancellation Reason. Notes will automatically be generated on the member's account when an add-on is cancelled or un-cancelled.

Just as with removing an add-on, this feature is only available to users with the Add-On Entry/Delete/Credit user permission set to All.

Best Practice: For consistent reporting and trend tracking, it is strongly recommended that your club set up a predefined dropdown list of cancellation reasons rather than relying on free-text entries. Review the Client Preferences article to learn how to set up the predefined dropdown list of cancellation reasons.

To set a cancellation date for an add-on:

1. Select View under the Add Ons/Account Charge window from the Transactions section of Member Management

2. Select Details for the recurring add-on that you wish to cancel
    

3. Select the date the add-on should be canceled from the Cancellation Date field. 

Note: If the Cancellation Date is set to the current date, the add-on will NOT be cancelled immediately. Instead, the add-on will remain active until the end of the day, at which point it will be cancelled.

4. Select a Cancellation Reason from the dropdown. If your club has not configured a predefined list, you may type a reason directly into the field.

5. Select Submit Cancellation when you are ready. Once the cancellation date is reached, the add-on will be removed from the member's account

The pending cancellation will appear on the same screen when viewing a specific recurring add-on. 

Removing a Pending Cancellation

If a cancellation needs to be reversed before the cancellation date is reached, it can be removed by returning to the add-on's Details screen and clicking Remove Cancellation. Both the Cancellation Date and Cancellation Reason will be displayed for reference before removing.

The pending cancellation can be removed by using the Remove Cancellation button.

Association of Revenue to Clubs

By default, add-on revenue is always associated to the member's home club, regardless of whether the member signed up. There is an option to always have add-on revenue associated to the club where the member signed up instead. This changes where revenue is reported and where revenue is remitted. This option must be enabled by Client Support - please contact them to discuss and enable. Once this is enabled, when an add-on is added to a member's account, the page displays the "Club" field that displays to which club the add-on will be associated to for confirmation (this is the club that the user is currently logged into or switched into).

Note for Client Support: please use the "Reciprocal Add-On Revenue" indicator to enable this. 

There are three permissions to control user access to add-ons. 

Add-Ons Access

• View Only: Users may not add, edit, remove, nor credit add-ons.
• Add Only: Users may add add-ons. Users may not edit, delete, credit, or cancel add-ons.
• Full Access: Users may add, edit, delete, credit, and cancel add-ons.

Add-Ons Access: Limited

• Available only when Add-Ons Access is "Add Only"
• If checked, when adding or editing add-ons, a limited number of fields are enabled, and Due Date may not exceed 14 days from current date.
  • Fields enabled: Description, Due Date, First Due Date, Cardholder, Salesperson, Payment Method, Email Confirmation To.
  • Field Disabled: Expiration Date, Amount, Number of Payments, Frequency, Rollover to Open-End, PT Sessions Per Payment, Front-Loaded PT Sessions, Down Payment. These fields are defaulted from add-on set up and not able to be edited.  

Add-Ons Access: PT Only

• Available only when Add-Ons Access is "Add Only"
• If checked, add-on creation is restricted to session-based PT add-ons.

Note: User permissions for legacy add-on entry have been moved to a separate, dedicated permission, "Legacy Add-On Entry".