Transferring memberships on converted data (without membership invoices)
Membership transfers are a financial transaction. The Transfer Membership process compares what was included in the last membership invoiced to what is to be included in this new membership invoice.
In data conversion, many clients do not convert financial transactions -- including financial transactions for memberships. Without this financial transaction, the iWeb user will need to follow a work around until there is an invoice for that membership.
This workaround is specific to the period immediately following go-live until all memberships have been renewed in NetForum. (Converted members who are dropped in NetForum may not have an invoice until they rejoin the association. An invoice transaction is created when a customer joins, rejoins, or a renewal invoice is created.)
To transfer memberships for converted memberships (without financial transactions):
- Go to the membership profile and click the edit button to edit the membership. Update the expire date to the current month's expire date and set the renewal package to the package you are transferring the individual into.
- If you are billing the customer for the full amount of this new (transferring into) membership, click the renew button on the membership profile and then skip to step 6.
- If you need to modify the prices for new (transferring into) or the membership package contains a subscription, do not click the renew button on the membership profile. Instead, go to the customer's profile (individual/organization/chapter profile) and click on the order entry icon. Select "renew membership" from the select product drop-down.
- In the renew membership - add membership pop-up page, select the customer's current membership (the one you updated in step 1). Verify the renewal package is the package in which you'd like to "transfer" the customer into. Click save and finish.
- If your new membership package contained a subscription, you may need to back-date the new subscription. To do this, click the edit icon for the subscription product line item. In the edit line item page, manually update the start date. Generally this corresponds to the original membership's start date.
- Edit any line items where you need to update the price. For instance if you are "transferring" the member in the middle of his/her membership term and wish to bill only for the remaining months (instead of the whole year), manually determine the new price and then update the dues product's line item price. If there is no change in price from the old to the new memberships or you do not need to bill for this new membership, you can manually update the price(s) to $0. Depending on your system settings, you may need to select an override reason before saving the change.
- Once you are done updating the prices, complete the order. If you have a payment, you can enter it now or save the order as a proforma or terms invoice.
- Lastly, go to the new national membership record. From the membership profile, click the edit icon to edit the membership. Manually update the effective and expiration dates so that the effective date continues from the pre-transfer membership and the expiration date is the expiration date from the original membership term.
Important! This step of updating the effective/expire dates should be completed immediately. Once the batch is closed, the iWeb user will not be able to modify the effective date. The effective/expire dates affect the membership's deferral schedule (records written during the close period process).