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

There are 4 sub-sections to the Transaction Section:

To access one of these sections, hover over the box and click on the arrows in the upper right;

Show Payments

This shows the complete payment and add-on payment history on a member’s account. Each payment collected by ASF or collected at the club (Paid to Client) is listed here.

The Club can print this screen out for members if necessary.

POS Transactions

This will display all receipts processed through the Point of Sale application for the member. If the client has attached these sales to the cardholders on the account, this will show which cardholder made the purchase.

NOTE: For clients that converted from the Legacy POS to the newest version of POS will see POS Transaction on the top of the screen and Legacy POS Transactions on the bottom of the screen, in separate, titled sections. If the client has not used both the Legacy and newest version, they will only see one section titled POS Transactions.

Add-ons/Account Charges

This section discusses adding, deleting, and maintaining accounts with Add-on/Account Charges. Add-ons are recurring charges for additional club services offered, such as Tanning, Child Care, Locker Fees, Towel Service, Personal Training, etc. It also includes Manual Billing Fees being assessed due to members kicked off EFT/CC. These charges are in addition to the regular membership dues collected by ASF.

This section has two different versions: the Legacy version, and the Updated version.

New Add Ons/Account Charge

View

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

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

Legacy Add Ons/Account Charge

There are some differences in payment processing for Add-ons compared to the processing of regular membership dues. The major differences are as listed on the next page:

• ASF will draft an Add-on charge up to three If ASF is unable to collect the Add-on, it will be listed as Outstanding, and the Max Reject status will be Yes. This means the Add-on is returned to the club for collection unless new EFT/CC information is entered. (We recommend client’s run the Add-on Charges Detail report frequently for Max Rejects labeled with a Y for follow-up)
• Add-ons do not AutoConvert™ (kick-off EFT/CC) after the maximum # of rejects. They are returned to the club for collections.
• There are no Late Charges on Add-ons.

Add a Recurring Add-On Charge

To add a Recurring Add-on charge to an existing account from “Member Information” complete the below steps:

1. Click on the Add Ons/Account Charges box under Transactions in Member Information
2. Click on the Enter/Update Recurring Charges button, at the bottom of the screen

3. The Add radio button should be selected for you (use the Edit button to change an existing add-on payment).

4. Select the Add-on type from the dropdown menu. These add-ons are created and managed using the Add-On Edit/Entry in the My Account Setup.
5. Enter the Payment Amount (no dollar sign)
6. If the Add-on is open-ended, leave the Number of Payments field blank. If not, enter the number of payments you would like for ASF to collect. A Club Enhancement Fee would be considered an open-end charge as the fee is due annually for as long as the contract is active. Personal Training or tanning is often sold as packages and would require a set number of payments.
7. Enter due date, payment frequency, etc.
8. Click Submit.

Or, if the client would like to create a new Add-on Service type (if their Add-ons are not locked down), click on “Other” from the Add-on dropdown list and enter in the name of the Add-on, enter the Payment Method, Payment Amount, Number of Payments, due date, frequency (if not Open-End or Paid-in-Full), etc. No need to enter payment information, ASF will draft the same EFT/CC on file as for the membership dues for all Add-ons entered.

Once the information is submitted, the recurring Add-on charge will be displayed at the bottom of the Add-on page.

You can also Credit the member if they pay the Add-on in house. To credit an Add-on or a onetime account charge, click on the Credit button on the appropriate line. Refresh the page, and it will no longer be “Outstanding.” The credit must be for the full dollar amount of the Add-On. Partial payments are not accepted.

On the “Outstanding” view (top of the screen), the Due date is the date the payment will be collected, the Draft/Reject Date is the date of the last draft or reject. If Max Reject is set to “Y,” ASF has tried to draft up to four times, and the Add-on is returned to the club to collect. The Remit Date is the date the money was deposited in the club’s bank account. A receipt number is a unique number assigned to the transaction.

Delete an Add-On or One Time Charge

To Delete an Add-on or 1x charge complete the following:

1. Locate the member’s Account in Account Inquiry
2. Click on the [Account Charge] or [Add-ons] at the top of the member information page.
3. If a charge has already generated and is outstanding, you need to delete the charge and then delete the recurring charge: an example would be an MBF (Manual Billing Fee)
4. Checkmark, the appropriate box in the Delete column, click Submit Deletion(s)

5. Now, checkmark the Delete box for the appropriate recurring Add-on

6. Click on the [Delete Recurring Charges]

Enter an Add-On for a Paid in Full Contract

If a member has a Paid-in-Full membership and you need ASF to bill for an additional service, and the Paid-in-Full account has EFT or Credit Card information on file at ASF, the system will automatically bill the EFT or CC account on file. If the member has both EFT AND Credit Card information on file, it will draft the EFT (Checking/Savings) account first (lower collection cost).

If the Paid-in-Full member does NOT have EFT or CC on file with ASF, the following screen will appear to allow you to enter this information.

If the member has a Paid-in-Full membership, AND they do NOT have any EFT/CC account information, as a last resort, a manual billing statement will be sent. With EFT/CC information ASF has a better chance of collecting the payment. To enter a Paid-in-Full Add-on, all you need to do is enter the PIF Amount that they gave you and the expiration date of the Add-on. See the following example on the next page.

Members that have Add-ons attached to their contract will be displayed as follows on the Member Information page:

• Active Add-ons – This is a total of all recurring Add-on payments the member is contractually liable to pay regardless of due dates. This does not include any Auto Convert/Manual Billing/Waived EFT fees.
• Account Charge – This includes all one-time charges, whether they are due or not.
• Add-ons Due – This is the total amount of all Add-on payments that are “Due” now, including any past due payments and Auto Convert/Manual billing fees. It does NOT include any future Add-on payments that have been billed but are not due yet.

Prepaid Balance

This section will allow the client to view the member’s current Prepaid balance (if they are using that feature). This can also be used to make a manual adjustment to the balance. To do this:

1. Click Change Balance
2. Enter the amount of the adjustment, select to either increase or decrease, add a reason for the adjustment, and click Save