Membership Mass Renewal Process

  1. Go to the Membership Module.
  2. On the Membership Overview, click the Renew Membership icon. (You can also access the Membership Renewal page from the Association Profile by clicking the dues renewal process icon on the Actions Bar. The Membership Renewal form will display.
  3. Select an Association.

    After selecting an Association, the selected (member) types/statuses for that association will automatically populate.

  4. Select a member type or Member Status from the list (you can select "All" or select multiple types by using CTRL+CLICK).
  5. Select expire date from and expire date through to determine the date range for the membership renewals.
  6. In the Billing Section, the proforma check box will default to selected (recommended).
  7. Select a Batch (Click the Add button to the right of the drop-down list to add a new batch, if necessary).
  8. Select terms from the terms drop-down list.
  9. In the Scheduling Section, enter a run task datetime, or click Now to enter the current date and time. This is the date and time that netFORUM runs this scheduled task.
  10. Select a template from the notify template drop-down list (This will default to the template specified in the system option DuesRenewalGetRecordsEmailTemplateGuid).
  11. Enter a notify e-mail address (This defaults to the email address of the current user).
  12. Select the notify conditions, or the conditions to meet before netFORUM sends a notification email.
  13. Click Save.
  14. The Membership Renewal Profile page opens.
  15. Click the Renewal Process Report icon to run the renewal report (optional).
    • The Report Parameters page will display.
    • Select the parameters from the Package/Membership Dues drop-down list.
    • Click Save.
  16. After your scheduled task runs successfully, return to the Membership Renewal Profile page. One of the following buttons appears, depending on the status of your scheduled task:
    1. SUCCESS: create renewal invoices
    2. FAILED: remove records with no renewal invoice

    The number of records that reach the designated parameters are returned in a list.

  17. Click the create renewal invoices button to create a proforma invoice for each renewal that falls within the dates you specified.
  18. Click the remove records with no renewal invoice button to clear the records that do not generate an invoice because of errors. Those records become available again for the next search for renewals.
  19. Once this process is completed, netFORUM generates a log of the number of records updated successfully vs. updates that failed. To view the number of records that succeeded and the number that failed, open the History child form. To view the specific errors for the records that failed, open the Error Detail child form.
  20. To view the invoices created by this process, go to Modules > Accounting > Batch > Find Batch and search for the batch named after your scheduled task.

Tip: A best practice is to keep this renewal batch separate from other transactions. Do this for the following reasons: 1) All the renewals are proforma if you follow the convention. 2) Keeping these proforma invoices together helps you track which member has paid his or her invoice and which member hasn't.