Changing an Existing Profile to a Member

If a non-member profile or prospect becomes a member, the existing profile can be edited to add them as a member. 

Changing Profile to Member

1. Find and open the profile.
2. Select Add as a Member (left side). 

3. Choose the Member Activity to include more details about this change.

4. Choose the Member Activity Date to show when this change was made.
5. Choose the Membership Level.

This is optional, but recommended. Setting this will automatically update the Profile Status, Affiliation Codes, Billings, Benefits, and any other settings configured at the membership level. 

To change any contact information, select Continue Editing to proceed to the General Information tab of the Profile Edit screen.

Or select Save & Close to return to the Profile View screen.

After a Profile becomes a Member, if should have Related Profiles applied. Click Here for more information on adding Related Profiles. 

Creating Member Invoice

A new member invoice may need to be created for the first year.

Line Items

If after saving the profile as a Member, a notification appears at the top reading:, "There are no recent dues invoices. Click here to add one,"  select this and skip to step 2.

1. Go back to the Profile View screen and, in the Revenue panel, select Create Invoice.

2. Select Line Items (left side bar).
3. Click Add Line Item.

4. Choose a Revenue Item for this invoice.

Most of these fields may depend on the Revenue Item. If defined, they will default to that value, but can be overridden.

5. Choose an Apply Date. This is when the transaction will be posted to any general ledger accounts configured for the selected revenue item.
6. Choose a Service Period Start and Service Period End date. These will not impact the posting of this transaction, but impact the revenue recognition reports.

The Service Period Start will default to the same date as the Apply Date and the Service Period End will be based on the Service Period, if defined, for the selected Revenue Item.

7. Enter a Unit Price.
8. Enter the Quantity.

The adjusted amount due below will be automatically calculated:

• Unit Price x Quantity + Base Price (if entered).

The Flat Fee option will override the Unit Price, Quantity, and Base Price.

9. If payment can be applied in that moment, skip down to the next sub-section: Adding Payment. Otherwise, select Save and an open invoice will be created on the profile.

At the bottom is an option to Add Line Item to add more (e.g., a startup fee).

Payment

To apply a payment, select the Payment tab on the left. 

1. Select a Payment Type.
2. Enter an Amount.
3. Select a Payment Source.
4. Adjust the Payment Date and Apply Date.
5. If a Credit Card payment type is selected, credit card information fields will appear at the bottom.
6. After selecting Save at the top, the line items will be created, payment will be applied to the line items, and the credit card will be charged if applicable.

After saving the invoice, the page will redirect to the Profile View screen with all profile information updated and a new member invoice/payment applied.